A lot of people do Dry January for the same reason: they want to feel better, work better, and stop relying on “we’ll deal with it later.”
Dry January can work for small businesses too, focusing on the tech habits that quietly create friction, including extra steps, recurring problems, and preventable headaches. Most of these habits do not feel urgent in the moment. They feel normal. They’re the shortcuts we take because we’re busy.
Continuing our theme for this month of making your tech easier, this week, we are focusing on technology setup and everyday habits. Here are six common tech habits we see in small businesses, and practical replacements that work well in Apple-based environments.
1) Pushing updates indefinitely
Updates are inconvenient when you’re in the middle of work. We understand why “Remind Me Later” is tempting.
However, delaying updates tends to create two predictable problems:
• You end up with a pile-up that forces a bigger interruption later
• You miss stability and security fixes that are meant to be applied steadily
Replace it with: Pick a predictable update window (for example: end of day, or a slower day of the week). The goal isn’t “update the second it drops.” The goal is consistent maintenance, so updates don’t turn into emergencies.
2) Reusing the same password across systems
If your team uses the same password (or slight variations of it) across email, banking, vendor portals, and software logins, it makes life easier. Until it doesn’t
The issue is not whether the password feels “strong.” The problem is that once any one service has a breach, those credentials are typically tested elsewhere, leading to further violations.
Replace it with:Use a password manager for unique passwords per system. Your team remembers one strong master password, and the manager handles the rest. Add multi-factor authentication (MFA) where it makes sense, especially for email and financial tools.
3) Sharing passwords in text, email, or chat
This is one of the most common “quick fixes” we see:
“Can you send me the login for the shared account?”
It solves the immediate problem, but it creates a long tail of risk and confusion:
• Credentials get buried in chat history
• Passwords live in inboxes and backups
• Offboarding becomes messy because you don’t know who has what
Replace it with: If you have shared accounts, use a password manager that supports secure sharing and access control. That way, access can be granted and revoked without spreading the actual password everywhere.
4) Giving everyone admin access because it’s faster
Admin rights are convenient. They also make minor issues more likely to escalate, leading to accidental changes, unapproved installs, or settings that drift over time.
Most teams don’t need to grant admin access to everyone. Instead, they need the right people to have the proper access.
Replace it with:Use least-privilege access. Keep standard accounts for day-to-day work and only elevate when needed. This keeps systems more consistent and reduces surprises.
5) Temporary workarounds that become part of the process.
Every business has at least one workaround that started as “just for now” and then became normal.
These workarounds cost you twice:
• They add steps every day, creating small time losses that compound over time.
• They create fragility, meaning it only works if someone remembers the trick.
Replace it with:Make a simple list of recurring workarounds your team relies on. Then pick one at a time to fix properly. The goal is not a giant overhaul all at once. Instead, it is targeted fixes that remove recurring friction.
6) The spreadsheet that runs a critical part of the business
Spreadsheets are great tools. The problem is when a spreadsheet becomes a critical system. This is especially true if:
• Only one person understands it
• It has complex formulas nobody wants to touch
• There is no clear audit trail
• It lives in a place where access and backup aren’t managed intentionally
Replace it with:Start by documenting what process the spreadsheet is supporting. Then decide: does it belong in a purpose-built tool instead (CRM, scheduling, inventory, project tracking), or is it fine as a spreadsheet if it’s stored, with permissions in place, and backed up correctly?
Why these habits stick
Most businesses already know that these are not ideal. The issue is not employees' knowledge but time.
These habits persist because:
• The downside is easy to ignore until it becomes disruptive
• The “right way” feels slower at first
• Once a habit is usual in a team, it stops looking like a habit
Dry January works for some because it can break autopilot. The same idea applies here: you don’t need perfection, you need better defaults.
How to change habits without relying solely on discipline.
Remember, willpower often fails. Systems, on the other hand, provide consistency you can count on.
The easiest way to improve tech habits is to set up your environment so that the better option is the default:
• Updates happen in a planned window
• Passwords are managed in one place
• Sharing is secure and trackable
• Admin rights are intentional
Have questions or not sure where to start? We offer a free 15 min Discovery Call.
Contact Us or give us at call at 763-331-6227.
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About The Mac Guys
We support small businesses that run on Macs, iPhones/iPads, and Apple services. Our focus is practical reliability: setup, troubleshooting, maintenance, security basics, and workflow improvements.
