Why DFY or DIY Tools Don't Work
As small business owners, we lean into do it yourself or paying smaller sums for templates. I understand this tendency! The problem is that DIY or even DFY tools won’t work in the long term for the majority of entrepreneurs.
Most people understand the acronym DIY (Do It Yourself) but I find DFY (Done For You) isn't quite mainstream. Once you know what it means and start looking, you'll find a ton of DFY service providers in a variety of spaces: CRMs, Email Management, Quickbooks, Work & Project Management tools... I'm sure there are more. They come in and set up the tool for you, turning it over after a certain time period. I've seen this done in VIP days or over a course of a week or two.
This seems like a great option for business owners who don't have the knowledge, time, or both to do it themselves. And it can be IF… xyz. The if is the big component we will be diving into today.
Background
I recently took the Kolbe Index test and it brought to light why DIY and DFY might not work for everyone. There are four modes of action in Kolbe and 3 sectors of each. Kolbe focuses on the conative part of the brain: Action derived from instinct; a conscious effort to carry out self-determined acts. So not personality but our natural tendencies if we could do things the way we wanted.
Not surprisingly, my results were 8-7-2-3 which means:
8: I like to do research, rank orders, provide specifics and develop complex strategies
7: I like to organize in systems. I'll create the plan, organize information, categorize, and bring focus.
2: When there is a risk, I like to stabilize the situation by looking at what needs to change or stay the same, clarifying deadlines, and minimizing risk.
3: When it comes to taking space and tangibles, I envision. I conceptualize solutions and sketch ideas rather than create something with my hands.
The first two numbers provide insight into how we handle new tools. My natural tendencies fall within my line of work. But as you slide the scale, you'll find people who like to work within a system created for them, and then further away, those that resist systems. If someone isn't in the 10-7 range, DFY and DIY with systems most likely won't work.
Now that we have some background about the conative part of the brain, let's talk about the gaps that come with DIY and DFY. Keep in mind that these might not be a big deal depending on your natural tendencies with systems.
DIY Gaps
The greatest thing about DIY is that it's free! Free comes with its own challenges
Understanding
To DIY a tool in a way that will be useful long-term, you'd need an understanding of its capabilities. Often, this would mean hours watch tutorials, reading documentation, and testing. This is a huge dedication for anyone who has a job outside of systems. This drain increases dramatically if you aren't naturally a person who likes to implement systems.
Accountability
DIY means all the accountability to actually use the tool is on you! I can guarantee unless you are really excited about it, you probably won't continue to use it. At first, sure, but slowly, especially as things get busy, you'll revert back to your old method.
Strategy
There is a strategy behind which tools to implement and how you implement them based on where you want to take your business. A systems strategist has a method to look at your particular business and help identify the right systems and the right way to use them. Without the knowledge of multiple tools and experience implementing tools, it'll be hard to get this right the first time.
DFY Gaps
Working with a Done For You service provider covers a lot of the gaps identified with DIY but it's not without its own gaps.
Training & Understanding
Not all DFY providers are created equally. I often see DFY packages that only include a few training videos that come with their service. It is up to you to understand how to use the system that is set up for you. Once again, you might end up watching several hours of youtube tutorials and googling to figure out how to use features.
Accountability
The great part about paying someone to set up your system is the built-in accountability. We are programmed to care more if we have to pay for it. That means you'll be more likely to work in the system and try to get used to it. But beware that many DFY providers aren't going to offer ongoing support. I often see 1-2 weeks of voxer support after they deliver your fully built system, after that, you're on your own.
Strategy
Keep in mind that system setup does not mean a strategy is involved. This really depends on the person you use. Some businesses only provide setup and some only provide strategy. If you're hiring a DFY, I'd recommend one who does both. A system that doesn't align with your business after 1 year isn't too helpful. The strategy behind what tool you use, how you use it, and how it falls into the line with the rest of your tools is incredibly important.
Personal Touch
Watch out for DFY providers who will use a template for your business. A template is a great starting out point (I use one myself) but it needs to be adjusted based on the business and you. You and your business are unique so a personal touch is the only way to get a setup that will actually function in the real world. A hands-on approach will ensure you'll use it and you'll feel comfortable after some training.
An Ideal World
We've looked at the potential problems but that doesn't mean DIY or DFY won't work. Let's cover the ideal way to implement a tool into your business.
Starting with strategy is the key to a successful implementation.
Think about your business as it is today and where you see it in 5 years. Consider the differences between now and the future as it relates to how you would use tools in your business. Document all the changes you can think of
Map out your entire onboarding process with the client-side and internally. Add notes where you would want a tool to support the process. Think about which tools have that capability, and if they were actually created to do it. Make note of any areas where you manually touch a process.
With each tool in mind, consider the cost. What would it cost right now and what would cost in 5 years if you reach your vision. Additional employees, projects, or size may affect what you pay.
Setup
Setup the structure of the tool based on your strategy. This will vary and there is no one-size-fits-all. A simple example: ClickUp can be set up with spaces, folders, and lists. Would your business benefit from a space for each area of business or maybe a space for each offer? These are the questions a specialized service provider can help assess.
Transfer or create the data within the tool. After the structure is identified you still need to get data into the tool. This might be from your head or from another tool. Depending on the tool and the size of the data, this could take hours or days.
Consider permissions and sharing within the tool. Who will be using it besides you? Make sure a client can get what they need but not too much. This goes for employees or freelancers (VA, OBM, SMM, etc)
Test what you've created before fully releasing it. No one is perfect so testing is key!
Training
Both you and your team will need to be trained on how to use the tool. This could be done with youtube tutorials or guides but they will be generic. In a perfect world, you're all trained using the system that is set up for your business.
Build-in ongoing training throughout the year. Tools are constantly changing or adding new features. Additionally, as your business changes, how you use a tool may adjust.
Accountability
Create a system of accountability for every new tool implemented. Someone other than yourself should be holding you responsible for going into the tool and using it. This may mean another person on your team, a business bestie, or a service provider. Until the tool is a habit, there is a risk of failure.
Summary
Your natural tendencies for organizing data and systemizing that data will determine how likely you will succeed with DIY and DFY.
Do It Yourself will be the cheapest method but it will take more time than any other method. Expect re-work often as you use to learn the tool and mold it to what will work for your business. DIY is a large learning curve that may result in frustration.
Done For You is great if you are already familiar with the system but don't have time to build it yourself. Otherwise, you'll be given a tool that might function for your business but you have no idea how to use it and how to alter it as needed in the future. If you don't receive proper training and use that training regularly, you'll lose the knowledge, and changes will take a long time or cost you money.
Ideally, you work with an Implementation Specialist who covers strategy, setup, training, and accountability. This may cost more than a base DFY but you'll gain incredible knowledge and feel confident in your system by the end.
I built my program with all of these gaps in mind. We start with strategy, mapping out your client journey, your goals, and preferences. Then I provide the DFY setup of ClickUp based on the strategy we identified. You'll start using ClickUp in your business within the first two weeks of us working together to start creating familiarity. During our four months together, I'll train you and your team on how to use ClickUp. We slowly add in more functionality and training so it isn't a water hose of information. Using this drip method, it becomes a habit to use the system so by the end of our four months, you and your team are comfortable and don't have any reason to go back to old ways.
