I've been building out the systems for a PR Agency, and their file storing tool of choice is Dropbox.

I don't love Dropbox for a few reasons - but their team has been on Dropbox for a decade, not hating it, and I'm not here to fix what ain't broken!

But this week we got into a deeper conversation about why she is still using Dropbox.

And the answer was just - that's what she's always used! All of her client files are stored there.

Her team overhauled the client folder structure last year and it felt great for a little while.

Then Dropbox changed how it handles Google Docs. Instead of letting you create one inside a folder, it just makes a shortcut and clumps it somewhere in her Google Drive. She currently has over 3,000 files, all in one dumping ground, none of it organized by client anymore.

She looked at her actual usage this week and did the math out loud on our call:

"At this point, Dropbox is a graveyard of old client work. That's all it is!"

70 to 80 percent of what she's storing is clients she hasn't touched in YEARS.

Everything her team actually makes lives in a Google Doc or a Google Sheet because that's just easier to use.

Dropbox isn't really holding anything anymore. It's just the toll booth her files drive through on the way to where the work actually happens.

So we made the decision and a plan to just move entirely to Google Drive.

It took a few weeks for her team to organize their new Google Drive folder - and now they are happy as clams!

This is the age-ole "sunk cost fallacy" at work.
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You sign up for a tool in year one because it seems like the best option at the time and you stayed, all these years later, because switching is way too much work

Three years later, five years later, thirteen years later, the tool is still on the credit card statement and nobody's had time to question it.

It's not always Dropbox - sometimes it's a CRM you outgrew or a project management tool three people on your team still use out of habit while everyone else works around it.

These are all subscriptions you should cancel for something more useful - but what would that tool even be? And how would you're team even find the time to set it up?

Here's what I actually want for you: a tech stack where every tool earns its spot, on purpose, because you looked at your process and chose it.

That's a BIG part of my job:

1️⃣ Look at how your team actually works.

2️⃣ Evaluate your current tech stack

3️⃣ Then flesh out the tools that are actually useful or switch you out entirely.
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We build a tech stack that serves you and your team,

instead of bending your work around whatever you happened to sign up for first.

SO what tools are currently on your bank statement that you aren't confident should be there?

And do you want the help of an expert in figuring out what's earning its keep and what's just riding along?

I have TWO more spots left this year.

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Enjoy the day!

✨ Devin

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