How to handle tech chaos as a Founder

by Cecilia Brown

Running a fast-growing startup comes with a whirlwind of challenges, and one of the biggest bottlenecks is managing admin and operations efficiently. While technology offers powerful tools to streamline workflows, many of the Founders we work with say they find themselves drowning in a sea of software, integrations, and endless automations. Over the last 12 months, FYXER People have been spending increasing amounts of time leveraging the right tools and maintaining operational clarity and focus for their clients.

One of the most effective ways to bridge the gap between a Founder and the ever-growing world of technology is by leveraging a Fyxer to serve as a connection between the Founder and the tools they need, managing operations seamlessly without requiring the Founder to handle every detail personally. Fyxers can filter and prioritise tasks, oversee automations, and ensure that workflows are running smoothly. This allows Founders to focus on high-impact work while maintaining a tech-powered, optimised business environment.

Here’s how our Fyxers suggest clients optimize their admin and operations without falling into the tech chaos trap:

1. Prioritise Simplicity?

Instead of stacking multiple tools on top of each other, successful founders adopt a “less is more” approach. They focus on:

• Using all-in-one platforms like Notion, Airtable, or ClickUp instead of juggling multiple disconnected tools.
• Standardising processes to minimise tool switching.
• Ensuring every tool serves a clear, essential purpose rather than adding unnecessary complexity.

2. Automate Thoughtfully

Automation is powerful, but too much of it can lead to bloated workflows and a lack of transparency. We suggest:

• Identifying the 20% of repetitive tasks that take up 80% of admin time and automate only those.?
• Use no-code automation tools like Zapier or Make, ensuring they don’t overcomplicate processes.
• Your Fyxer can do regular audits and simplify automations to prevent unnecessary dependencies.

3. Outsource and Delegate with Precision

Great Founders learn when to let go. Instead of handling everything themselves, they:

• Trust their Fyxer to create and implement a tech enabled efficient strategy for administrative tasks such as email management, scheduling, and basic research.
• Use their Fyxer as a fractional operations manager to keep systems running smoothly without a full-time hire.
• Implement documented Standard Operating Procedures (SOPs) so tasks can be easily delegated without micromanagement.

“A Fyxer is the silent force that keeps the engine running, so Founders can focus on driving forward.” Marian F. FEPAA, MCMI - Senior Fyxer

4. Leverage AI sensibly

AI is transforming business operations, and forward-thinking founders use it to:

• Automate meeting notes and action items with tools like Otter ai, Fyxer AI or Fathom.
• Streamline customer support with AI chatbots before human intervention is required.

5. Implement a ‘Tech Detox’ Strategy

Too much tech can be overwhelming, so top founders periodically conduct ‘tech detoxes’ by:

• Reviewing all tools and subscriptions quarterly with their Fyxer to eliminate redundant or underused software.
• Encouraging team members to give feedback on what’s working and what isn’t.
• Keeping a ‘tech stack wishlist’ and only adding new tools when absolutely necessary.

7. Focus on Outcomes, Not Tools

Ultimately, the best Founders focus on results rather than obsessing over the latest tech trends. They ensure that every operational decision:

• Saves time without sacrificing quality.
• Enhances team collaboration rather than creating more work.

Technology should empower Founders—not overwhelm them. By being intentional about the tools they use, automating wisely, and keeping operations simple, our top clients create businesses that run efficiently without getting lost in tech chaos. The goal is to work on the business, not just in it.

By implementing these strategies and leveraging a strong support system—including a competent Fyxer—Founders can avoid the chaos of operational complexity and technology overload. Instead, they create a streamlined, efficient, and scalable business model that fosters long-term growth and success.

If you’re ready to optimize your operations and cut through the noise, let’s chat!?