Blog

  • How Do I Find An IT Solution?

    How Do I Find An IT Solution?

    This post starts a series to walk one through the questions we must answer in finding solutions for business problems. We will focus on IT solutions because so many challenges are best solved through automation. That is where software applications shine. However, there will be situations where your best solution is not found in IT. You will find a path to those other solutions when you answer the questions we explore.

    Start Here

    You can spend a lot of money on software consultants and solution providers. They may or may not guide you to the best solution. Therefore, this free list of questions may be the best investment of your time. It would be best to answer these questions, or at least be aware of them, as you research what works best for you.

    Before continuing, note that the best solution requires investing time and money. A good consultant or provider can guide you, but they must learn how your business works. This is not a summary or overview but will be in-depth. Think of it as building a house. You do not simply say, “I want a house with X bedrooms and Y baths,” there is far more detail you provide. A good business solution is no less complicated. The details will help you find an IT solution that fits you like a custom-tailored suit.

    My Checklist of Questions

    Let’s start with those questions we need to ask. We will explore them in more depth in this and upcoming posts.

    What Is The Problem You Want To Solve?

    This question appears evident at first glance. However, it is often skipped over or not provided the thought it deserves. The challenge in answering this question is to solve a problem and not one of the symptoms. Think of a doctor that treats a fever instead of curing a disease. Unfortunately, that is often what we do in business, particularly in software. An excellent way to approach this is to return to your childhood and ask “why” until you reach the root desire. It is incredible how often this provides not only a better solution but also a far simpler implementation.

    An Example Problem To Solve

    I think an example works best for this aspect. We can start with a customer that wants to be able to copy data from one application to another. The goal is to open application A, do a sort of screen print of data and then be able to paste the data into application B. Awesome, now ask why. They want to paste because they have orders entered into one system and then need to put that data into a fulfillment system. This situation is not uncommon. Multiple systems and data need to flow from one to another.

    Rethink Your Process

    We have a few jumping-off points. However, we will focus on the back end. What happens with the fulfillment system? Why enter data in that? The answer is that the order is printed out and handed to the warehouse for pick and shipping. The shipping information is printed and sent to someone to enter into the fulfillment application. Then, they repeat the process with application A. Then, an order is marked fulfilled, and data is entered into system A to show it was shipped. We can see where there are duplicate entry points and the opportunity for data entry errors. Fortunately, it is not uncommon for us to see a system’s flaws when we walk through it step-by-step. While some organizations require printed forms and data, that is becoming rare. Instead, the case is often that “we always did it that way,” and the challenge is changing rather than a business need. However, you can find an IT solution with less cost than you think.

    Find The Right Perspective

    The example also provides an error in perspective. Too often, we focus on a single problem or pain point and fail to step back and analyze how we got there. In the above case, the problem is not getting data from system A to system B. Instead, it is getting data from a customer through shipping, invoicing, and fulfillment. Software projects can struggle due to a change in scope or focus. The original problem is shown to be insufficient once the project starts. That can lead to many challenges we can avoid by starting with a better handle on our final goal. Instead, we find an IT solution before knowing how to solve the problem correctly.

    The First Question To Answer

    Any successful journey has a starting point and a destination. Every project is the same way. We will improve our chances for success substantially by assessing where we are and where we want to go. Therefore, you must first answer, “What is the problem you want to solve?” There is no need to find an IT solution until you have that answer. While there are consultants that can help you refine your answer or answers, you will be hard-pressed to find the best resources or approach until you have a solid solution to start with. We are available to help you in your journey. However, you can often do yourself a huge favor by asking yourself, “why?” a few more times before you search for someone to solve your problem.

    Improve Software Success

    We have an e-book that can help you explore all the steps in building software, including a few templates. All we ask is that you share an e-mail address so we can send you a copy. We will also add you to our monthly newsletter, but you can unsubscribe anytime. Your data is not shared with anyone else. Learn more about our book here.

  • Why You Need to Be Careful With What You Type Into AI Engines

    Why You Need to Be Careful With What You Type Into AI Engines

    We are living in a moment where AI tools are becoming as common as email. Whether you’re building software, drafting proposals, or brainstorming business ideas, tools like ChatGPT, Claude, or Gemini can feel like having a digital teammate ready at all times. That’s powerful—but it also means the guardrails we use when handling sensitive information need to be tighter than ever.

    I’ve said this on my podcast Building Better Developers: technology solves problems, but only when we use it responsibly. The same applies here. These models don’t necessarily “steal” data, but what you type can end up in logs, training sets, or the wrong hands—especially when using third-party wrappers, browser extensions, or tools without strong privacy protections.

    So let’s talk about why this matters, what you should never type into an AI engine, and how to craft safer, smarter prompts that still get high-quality results.

    The Hidden Risk: You Might Be Sharing More Than You Realize

    Many people treat AI engines like a private notebook. But unless you’re using an enterprise-grade, zero-retention solution, you should assume that:

    • Your prompts may be stored on servers.
    • They may be reviewed by humans for quality control.
    • They may be used to improve future models.
    • Third-party integrations (browser extensions, add-ons, plugins) may capture everything you type.

    For businesses—especially those in healthcare, finance, legal, HR, or government—this can easily cross into compliance violations or data-leak territory.

    If you upload the wrong PDF…

    If you paste the wrong email thread…

    If you include internal strategy, client information, or personal data…

    You’ve potentially handed that over to a system you don’t fully control.

    That’s not fear-mongering. That’s due diligence.

    Why Privacy and Data Protection Matter More Than Ever

    You’ve heard the saying “trust, but verify.” In the world of AI, it’s more like:

    “Trust the tool, but verify what you type.”

    Sensitive data can include:

    • Customer names
    • Addresses or phone numbers
    • Financial or medical information
    • Passwords, API keys, or internal URLs
    • Proprietary product details
    • Unreleased strategic plans
    • Anything under NDA

    Even if the AI vendor is reputable, the bigger risk is often your workflow. People paste quickly, think later. That’s where data leaks happen—not from hacking, but from simple human behavior.

    And that’s exactly why tools like Prompt Guard exist: to protect you from yourself before you hit Enter.

    Better Prompts = Better Safety + Better Results

    You don’t need to reveal sensitive data to get great output. In fact, good prompt design actually encourages abstraction.

    Here are a few safer alternatives that still deliver strong results:

    ❌ Bad Prompt (Unsafe)

    “Write a professional apology email from me to our client Mike Johnson at Nashville Investments about missing the delivery date for Project Aurora.”

    ✅ Good Prompt (Safe + Effective)

    “Write a professional apology email to a client about a missed delivery date. Tone: sincere, accountable, and solutions-focused. Include a statement of next steps.”

    No names. No companies. No internal project titles.

    But the AI still has everything it needs.

    Frameworks for Safer, Higher-Quality Prompts

    Here are the guidance rules I use and teach:

    1. Replace sensitive nouns with roles

    • “Attorney” instead of the person’s name
    • “Client” instead of the business name
    • “Project X” instead of the real initiative

    2. Give context—without specifics

    You can describe the situation, not the identifiers.

    3. Focus on outcomes, tone, and constraints

    AI is better at pattern-matching than remembering details anyway.

    4. Keep source documents local unless sanitized

    Never upload raw contracts, spreadsheets, or client files without reviewing them.

    5. Use redaction or a tool that does it for you

    This is where Prompt Guard becomes incredibly valuable.

    Introducing Prompt Guard: Your Safety Net for Smarter Prompting

    Prompt Guard is built for exactly these challenges.

    It helps users:

    • Detect private or sensitive information before it’s sent to an AI
    • Automatically sanitize text
    • Flag risk categories (HIPAA, GDPR, SOC2, internal policy, etc.)
    • Improve prompts for clarity and effectiveness
    • Suggest cleaner, safer alternatives
    • Generate a shareable PDF/Word output for review
    • And—my favorite feature—provide an Improved Prompt button for one-click optimization

    It’s built for teams that want the power of AI without the compliance headaches.

    And it’s built with the same philosophy we use across all RB Consulting tools:

    Make technology simpler, safer, and more accessible—without slowing people down.

    Closing Thoughts

    AI isn’t going away. It’s becoming a core part of daily operations for businesses of all sizes. The question is no longer “Should we use it?”

    It’s “How do we use it responsibly?”

    Being thoughtful about the prompts you type isn’t just good practice—it’s risk management, productivity enhancement, and professional discipline all rolled into one.

    If you want to protect your workflow and empower your team to work confidently with AI, Prompt Guard is the next step. Also, like all our software, we want to find improvements. If you find Prompt Guard useful, but think of ways we could make it more useful then let us know.

    Check out the app for free here: http://demo1.rb-sns.com:8000

  • How a Tech Assessment Works (And Why Every Business Needs One)

    How a Tech Assessment Works (And Why Every Business Needs One)

    Most businesses don’t need more software.

    They need more clarity.

    After 30+ years helping companies—from solo founders to enterprise teams—build, fix, or modernize their technology, I’ve learned this truth:

    You can’t improve what you don’t understand.

    That’s why we use a structured, technology-agnostic assessment process to help clients uncover risks, reduce costs, and build a clean roadmap for the next 6–12 months.

    Here’s exactly how our tech assessment works and what you can expect when you engage RB Consulting.

    1. We Start With a Discovery Interview (No Jargon, No Assumptions)

    Every engagement begins with a simple but powerful conversation.

    We walk through:

    • What’s working
    • What isn’t
    • Where time gets lost
    • How your tools connect today
    • What your business needs to do that it currently can’t
    • Team workflows, bottlenecks, and daily pain points
    • Compliance or industry constraints

    Most founders come in thinking they have a “tool” problem.

    About 80% of the time, the real issue is process, architecture, or overlapping systems.

    This conversation sets the direction for the entire assessment.

    2. We Map Your Current State (People, Process, Tools)

    Using the RB Consulting assessment framework, we look at your business from three angles:

    People

    • Who owns each system
    • How teams use tools
    • Gaps in training, access, or responsibilities

    Process

    • How work flows from step to step
    • Where duplication happens
    • Where information gets lost
    • Manual tasks that can be simplified or automated

    Tools

    • Your current tech stack
    • Tool overlap (multiple systems doing the same job)
    • Integration gaps
    • Data quality and reliability
    • Subscription costs and hidden fees

    This gives us a complete “as-is” view—your baseline.

    3. We Identify Risks, Gaps, and Opportunities

    Once we understand how the pieces actually operate together, we evaluate:

    • Systems that need replacement (too slow, too complex, or no longer fit for purpose)
    • Tools you can consolidate to save money
    • Bottlenecks slowing down your team
    • Data or security risks
    • High-ROI opportunities where automation or integration makes a real difference

    This step alone often reveals thousands of dollars in savings or weeks of reclaimed time.

    4. We Build a Clear, Practical Roadmap

    Here’s where most assessments fall apart—they dump findings on you but don’t tell you what to do.

    Our roadmap outlines:

    • The recommended improvements
    • The order to do them
    • Internal vs. external effort
    • Costs, timelines, and complexity
    • Quick wins you can implement immediately

    This roadmap becomes your guide for the next 3–12 months—whether we implement it or your internal team does.

    The focus is clarity, not selling you more services.

    5. We Deliver Your Results in Plain English

    Finally, we walk you through the full findings in a conversation designed for decision-makers—not technologists.

    You get:

    • A clear explanation of what’s happening today
    • The risks you need to eliminate
    • The opportunities you should pursue
    • A prioritized improvement plan
    • Your tailored recommendations
    • A written summary for executives and team leads

    Clients often tell us:

    “This is the first time our tech actually makes sense.”

    Why This Assessment Works

    We’re not tied to any platform, vendor, or tool.

    We don’t have a stack to “sell.”

    We don’t push clients into expensive rebuilds they don’t need.

    RB Consulting is technology-agnostic, which means:

    • We pick the best solution for your business
    • We prioritize process and clarity over complexity
    • We avoid overengineering
    • We help you move faster, not build unnecessary systems

    The goal is simple:

    A clean, understandable, scalable tech foundation that supports your growth—not your headaches.

    Is a Tech Assessment Right for You?

    It’s a perfect fit if:

    • Your tools feel disconnected
    • You suspect you’re paying for systems you don’t need
    • Your operations rely too much on manual tasks
    • You’re planning a rebuild or expansion
    • You’ve grown fast and your tech didn’t grow with you
    • You want a second opinion before investing in new software
    • Things feel “messier than they should be”

    If that sounds familiar, an assessment can save months of missteps—and thousands in avoidable costs.

    Want to Fix Your Tech Stack With Confidence?

    You can get started with our General Tech Assessment, designed to quickly diagnose your biggest opportunities and give you a plan that your business can follow immediately.

  • Year-end Technology Assessment

    Year-end Technology Assessment

    We are approaching the end of another year, the perfect time for a technology assesment. Yes, it has flown by, and now we are in the 4th quarter of every year, when we should be looking ahead to the year ahead. That makes this a great time for review and planning. However, we are starting into a new wave, and it is more important than in recent years to assess where you are and where you should plan to go. 

    We call that plan a technology roadmap. Every business should have one. Even more, that roadmap needs an annual review at least. Technology and the related solutions move too fast not to. However, this does not need to be a scary or even an expensive process. You need to spend some time reviewing where you are, what is causing the biggest headaches, and where your business is aiming in the year ahead. You might notice that none of those steps require any knowledge of technology. Therein lies the greatest value of a technology assessment, a review of how your business operates.

    Business Over Technology

    Too many businesses and technology advocates push a solution or “the latest hot tech” rather than starting with your business processes. A technology assessment views those processes through a specific lens. However, the strengths and weaknesses of those processes should be the focus (or the “why”) of any assessment. That is where even a technology-focused assessment can provide value before getting to the assessment recommendations. 

    Most, if not all, of us benefit from talking through problems and challenges. That is why counseling is such a beneficial activity. We might pay a counselor for exactly that service, or we gain counseling by sharing our time with friends, family, and confidantes. A proper technology assessment provides that opportunity to talk through our daily and weekly routines in a way that helps us identify more details. Our focus allows us to identify and document some of those “muscle memory” tasks that we otherwise overlook. 

    A Technology Assessment That Serves Your Needs

    Once we have those steps outlined on paper, we can use them as a guide for leveraging the latest technology advances, upgrading our systems, and adapting to changes from previous years. Thus, the assessment is not pushing the latest offering from a vendor, nor the hottest new thing. Instead, the assessment should be technology agnostic and business needs-focused. The recommendation and plans should conform to your specific needs and situation rather than vice versa. That is a common mistake I see in small and mid-sized businesses. They followed recommendations over the years, but the recommendations were not based on what is best for the business. The recommendations were driven by a narrow view of the world limited by experience, vendor agreements, and the needs of those making the recommendation.

    This mindset has led us to create a short (roughly a week of elapsed time) and tightly defined assessment that can provide you with the first steps for your technology roadmap. We wanted something that we could offer that has no strings attached and allows you the freedom to make decisions based on an unbiased assessment. We can assist you with the nextsteps, or you can proceed with the roadmap on your own. If any of this has moved you to consider an assessment, then reach out to us for a call or check out our offer at https://rb-sns.com/product.php.