Start with the frequency and consequence of the work
A process used by two people once a month needs a different response from a high-risk service used across multiple sites. Volume, sensitivity, urgency, complexity and error cost help determine the appropriate system.
Free software is not free operation
Assessment should include setup, migration, devices, data, configuration, training, support, integrations, renewal, security review and exit—not only the initial licence.
The organisation needs control over critical assets
Domains, administrator accounts, billing, data exports, repositories and documentation should not live only with a volunteer, agency or former staff member.
A spreadsheet can be responsible—and irresponsible
Simple tools can be appropriate when risk and scale are limited and controls are clear. They become unsafe when sensitive data, conflicting versions, weak access or hidden dependencies exceed what the tool can govern.
Ask how to leave before deciding to enter
A responsible choice explains how data can be exported, what formats are available, what happens at the end of a credit period, how accounts transfer and which processes fail if the service stops.
Ten questions before selecting a tool
Who uses it? What changes? What harm must be prevented? Who owns it? What is the full cost? Does it work with available connectivity? Can people learn it? Can data leave? Who supports it? How will value be measured?