What I Hear Most Often: The Real Reasons Businesses Delay Intelligent Information Management

Talking with organizations every day about ways to more effectively manage information, I often hear similar stories about why IIM solutions aren’t for them. Change is hard, especially when it comes to rethinking long-standing processes, but there are tremendous benefits waiting on the other end of your choice to make that change.

When implemented correctly by the right provider, IIM solutions bring newfound efficiency, transparency, security, and collaboration to processes that may have seemed passable before.

So why do companies delay intelligent information management (IIM)? After hundreds of conversations, I’ve found that the reasons have less to do with technology and more to do with misconceptions about the benefits of these solutions.

Let’s break down the most common hesitations I hear and how a new perspective can move you forward.

1. “Our current process works just fine for now.”

This one comes up a lot.

Teams are used to their workarounds, whether that’s emailing documents, digging through shared drives, or filing physical paper. And with long-standing staff that have navigated these processes for years, it might work. But, tribal office knowledge can only go so far.

What many businesses don’t see is the daily friction their teams experience: duplicate data entry, lost time searching, and mistakes that come from human errors. These issues slowly chip away at productivity.

What’s more, as staff leave or retire, these workarounds are lost to time, and the inefficiency of these processes becomes clear.

Modern IIM solutions don’t replace the old way of doing things; they optimize processes like approvals, document searches, and other tasks by leveraging new technologies. With these solutions, you can ensure invoices are seen and signed off on, compliance documents are found for audits, and contracts are signed, renewed, and accessible.

2. “We don’t have the budget for that.”

Budget is a valid concern, especially for small and mid-sized businesses. But here’s the truth: many companies assume intelligent information management is out of reach without ever exploring what it really costs.

What’s more, it's often not a matter of price but a matter of perceived value.

I’ve worked with organizations that started with something as simple as automating accounts payable approvals. That one change helped them process invoices faster, take advantage of early payment discounts, prioritize payments, and free up their teams for more valuable work. And the return on investment? It came quicker than they expected. According to reviews from our own customers, Square 9’s average return on investment can be seen within just 6 months.

3. “We’re not ready for a big change.”

Change can feel overwhelming, especially when you’ve been working the same way for years. I’ve spoken with numerous businesses that are concerned about disrupting their day-to-day operations or overloading already stretched teams.

But here’s the good news: you don’t have to overhaul everything at once.

The right IIM platform scales with you. Start small and digitize one process; Automate data entry, approval routing, or contract management. Once one department is on board, you’ll build internal momentum and prove value without putting pressure on the whole organization.

The right solution can also minimize disruptions during implementation. Technologies like no-code workflow builders and generative AI can help professional services teams deliver quality solutions faster.

4. “We’ll get to it after we solve [insert other problem here].”

This one always gives me pause, because IIM is often the solution to the problem.

Whether it’s improving collaboration, enhancing productivity, bolstering security, or staying audit-ready, the tools for solving those challenges already exist within the change being put off. 

Delaying IIM because other issues feel more urgent can actually slow your progress. IIM keeps organizations agile and informed with valuable data. This combination leads to some incredible problem-solving.

5. “We tried something like this before and it didn’t work.”

A failed implementation or a clunky experience with another vendor can leave lasting skepticism; I completely understand that. I’ve met teams burned by platforms that overpromised and underdelivered.

But that doesn’t mean every solution will let you down.

What makes the difference is fit, finding a provider who understands your business, supports your goals, and doesn’t force a one-size-fits-all approach.

The right partner meets you where you are and guides you every step of the way.

The Hidden Cost of Waiting

Each of these reasons is understandable. But they also come with a cost.

Every hour spent searching for information, losing records in transit, or keeping valuable data locked away is an hour left in the dark on a faster, more productive way of doing business.

According to McKinsey, employees spend nearly 20% of their time searching for and gathering information. That’s a full day each week wasted on inefficiency.

What could your team do with that time back?

You Don’t Need All the Answers; Just a Place to Start

If any of these reasons sound familiar, you’re not alone. The hesitation to implement intelligent information management is common, but it’s not insurmountable.

And the first step doesn’t have to be a full commitment. It can just be a conversation.

Let’s talk about where you are, where you want to be, and how we can get there together, with practical solutions, real support, and zero pressure