In today’s fast-moving business landscape, clinging to long-standing “best practices” can sometimes be more of a barrier than a benefit, especially when it comes to technology and AI.

What worked five or ten years ago might now slow your practice down, limit scalability, or even prevent you from taking advantage of automation that could save time and reduce errors. The key is knowing which practices to challenge and how to experiment safely with new solutions.

Identify outdated habits

The first step is taking a hard look at your current workflows. Are there manual steps that everyone does simply because “we’ve always done it this way”? Common examples include manually entering client information across multiple systems, relying heavily on spreadsheets for reporting, or using email chains for approvals and communication. These processes may feel familiar and comfortable, but they can block efficiency and make it difficult to adopt smarter tools.

It’s not about throwing out everything you’ve built. Instead,  ask yourself: is this practice truly adding value, or is it a habit that persists because of comfort or tradition?

Start small with pilots

Once you’ve identified potential bottlenecks, the safest way to explore new technology is through a small pilot. Pick one process that is repetitive, time-consuming, or prone to error, and test a new tool or automation solution there first. For example, if scheduling client appointments takes hours each week, you could pilot an AI-powered scheduling assistant for a single team member or client segment.

Track how much time is saved, how clients respond, and whether errors decrease. Collect feedback from your team about ease of use and potential friction points. A well-structured pilot provides valuable insight without disrupting your entire practice.

Focus on integration

One of the biggest mistakes organisations make when adopting new technology is treating it as a standalone solution. AI or automation tools only reach their full potential when they integrate seamlessly with your existing systems. Consider how data flows between tools, how team members interact with them, and whether the technology supports your established goals rather than creating new complexities.

For instance, implementing an AI tool for document review is less valuable if it requires copying files into a separate system manually. Look for solutions that reduce duplication and allow for smooth handoffs between processes.

Train and empower your team

Technology adoption is a culture change. Even the most sophisticated AI tool fails if your team doesn’t understand how to use it effectively or doesn’t see the value. Build small training sessions into your pilot, and encourage team members to experiment in a low-risk environment. Reward curiosity and recognise improvements, even minor ones, to reinforce a mindset that embraces innovation.

Leadership plays a critical role here. Model openness to trying new tools yourself and celebrate small wins publicly. When your team sees that experimenting with technology is encouraged, adoption becomes much smoother.

Measure, iterate and scale

After the pilot, analyse the results. Did it save time? Reduce errors? Improve client experience? Identify what worked, what didn’t, and why. Then decide whether to scale the solution across your practice or adjust the approach. Iteration is key; rarely does a first attempt capture the full benefit of a new tool.

By running small, thoughtful pilots, your practice can adopt AI and automation safely, gradually replacing outdated “best practices” that may have become barriers. Over time, these small changes compound, creating a more efficient, responsive and future-ready business.

Final thought

The biggest challenge in tech and AI adoption isn’t the tools themselves, it’s mindset. Let go of habits that no longer serve your practice, start small, integrate thoughtfully, empower your team and iterate. By approaching technology as an opportunity rather than a threat, you turn automation and AI from abstract concepts into practical advantages that make your practice smarter and more scalable.

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