If you could take a step back and look at your business from a fresh perspective, what would you see?
One likely surprise could be legacy systems—those outdated processes or tools you’ve kept using out of habit, fear of change, or the comfort of the familiar. These aren’t just old pieces of software. Legacy systems can appear in filing cabinets, employee routines, and even decision-making habits.
Coupled with them are sunk costs—past investments that no longer serve the business but continue influencing current choices. Like a ship resting on the ocean floor, that money is gone. Clinging to it only holds you back.
What’s the Real Cost of a Legacy System?
Let’s say you spent $20,000 ten years ago upgrading your in-house computer server. Today, for just $50 a month, you could run your business on a cloud-based system that’s faster, more flexible, and accessible from anywhere. But that old investment—that sunk cost—might stop you from moving forward.
And it’s not just technology. Legacy habits can be just as costly.
Do your employees only update their timesheets once a week, overriding your time-tracking system?
Do they make follow-up calls to leads only when they remember, rather than using a scheduling system?
Challenge #1: Identifying Legacy Systems
Finding these outdated systems is often the hardest part. Here are two effective ways to uncover them:
- Visit another business like yours. One client of mine belongs to a network of 300 independent businesses across North America. A simple site visit gave them a fresh perspective on how others in the same industry operate. Observing different approaches builds confidence and inspiration.
- Shadow an employee. Spend an hour or two walking alongside someone as they go through their daily tasks. They may not love the idea, but it’s incredibly revealing. Ask questions like, “Why do you do it this way?” or “Does everyone do it the same?” You’ll be surprised at what you learn.
Challenge #2: Changing the Habit
Identifying a better way doesn’t mean change will happen on its own. Shifting old habits takes strategy and persistence. Here’s how:
- Get buy-in. The person making the change must see the value in it. When change feels like their idea—not just an order—they’re more likely to embrace it.
- Map it out. Write out the new process in clear, simple steps. Break it down into manageable parts to avoid being overwhelmed.
- Create accountability. Regular check-ins keep things on track. Change rarely sticks without support.
Above all, don’t just change the tool—change the environment around it. That means following up. Then following up again. Maybe 10, 20, even 30 times. It’s not micromanaging—it’s persistence. And it’s essential.
Habit change is a slow process—but one that pays off.
There’s a wealth of research on behavior change (far more than can fit here!). If you’re curious how we can help make a change in your business, I’d love to chat, reach out: paul@thebusinesstherapist.com
