Then I started thinking that this plug connection was not a tight one and subject to falling out again and asked myself, “Do I really need the Slingbox anymore?” That's when it hit me–I didn't. While I had really liked the technology when I first got it, I hadn't kept up with the product advances and all of the upgrades (I only now discovered that my “Slingbox Basic” isn't even offered anymore).

I, like other heat seekers, had moved on. I had discovered Web sites that offered episodes of TV shows for free which I could view from anywhere on my laptop. I was able to download and watch movies and TV shows on my iPhone and because I was traveling a lot less overseas, the features and functionalities of the Slingbox were no longer needed. It's still a great product and for the right person would be a great service. I must also confess that while I was researching for this article and visiting its Web site, I felt that sudden urge to “add to cart” the newest upgrade and just buy it. Fortunately, I resisted the temptation.

But all of this begs the question, “Where on this sliding scale do you fall?” For most people in business today, especially our independent agent readers, you're probably across the board, with most of you snuggled happily somewhere in the middle. You realize the value of technology and what its potential has been for your agency, but it's not your main focus, nor should it be. You can wait until you're hearing about it, whatever “it” may be, in conversations with your peers, reading about it in trade and general press, and finding your competitors are beginning to leverage it successfully, much to your dismay.

I shared this tale with you first and foremost to set the stage for a discussion about timing; and second, to let you know that no one has all the answers. Regardless of where you fall on that technology scale, we are all subject to our own interpretation of what's “cool.” That coolness factor plays a strong hand in determining our timing.

Is timing everything?

Timing is everything, and when it comes to buying and adopting technology, when you take that plunge can be a very expensive or very wise decision. So how do you make that call?

I believe there are two types of technology decisions: one adopts a new system or device that might offer a completely new way of doing something; the other is smaller and more incremental and is about making something you're already doing easier, better or less expensive. I also believe that how you approach those two decisions should be different.

Incremental changes, like installing an update to your agency management system or downloading a firmware update to your phone system, should be no-brainers. While many of you have made the detailed analysis and involved decision to implement a brand-new management system, you still seem to hesitate to keep up with the latest version of that system.

Yes, often those updates require some user training and, for many of you in large agencies with a lot of desktops, the time it will take just to do the installation across your agency will be long, too. You shouldn't put it off indefinitely, letting the update disks pile up in a corner. Find the resources and time to get it done; in the long run you will find the improvements well worth the effort.

As for major technology decisions, there must be a carefully considered process brought to bear on the decision. It is here where the technology should never be the driving force; it always should be addressing a need. However, quite often the need is unknown. Remember, Alexander Graham Bell didn't start out planning to invent the telephone; he actually was working on developing better hearing devices because both his mother and wife were deaf. It was only after development progressed on his device that the idea of using it to communicate over wires with other people became the main focus of its use.

Similarly, the invention of Post-it Notes was actually a result of a complete failure. The original inventor of the adhesive, who was working for 3M at the time, was asked to develop a “stronger” sticking solution; he ended up with something weaker than what 3M already had. It wasn't until another 3M employee was placing placeholder scraps of paper in his hymnal that he remembered the adhesive his colleague had developed 4 years earlier and the employee combined the two to create a movable sticky note that didn't leave a mark on the book. And, as they say, history was born.

The point is, although you never know where the need might come from or when it will make itself known, the real success of technological advancements is when the need and the technology come together at the right time.

It doesn't matter which comes first, the need or the technology; they should first be held up together to see if there is a fit. Does this new system, tool or software serve a valid purpose? Does it address an existing need? Or from the reverse side, what tool or technology out there might solve this problem or fulfill that particular need?

You should approach this decision process in a very deliberate and organized manner. As for any major project in your agency, put a plan together; assign a leader to manage it, and be sure they have a team that represents all areas that will be affected by the final decision.

If you have a need or a problem, detail it. What are the specific issues? Who are the people it affects, and how? What are the requirements to fix it from their perspectives? Also, be sure to speak to those people responsible for implementing and maintaining it, whether it's a new agency management system or shifting to a smart phone from an ordinary cell phone.

Then compare the list of requirements you've gathered with the capabilities of the tool you're considering. Are they a match, or close enough that the core issues are addressed and the rest can be “tweaked”? What about cost? Does it fit within your budget? Did you have a budget for this purchase to begin with, or was this considered an unanticipated expense? Are you willing and able to live with that cost? Is it the type of purchase that can be amortized across multiple years?

You need to answer these questions and others before making any purchase of that type. By following these simple steps, you can take the question of, “Is this the right time?” out of the equation.