Switching apps made easy: find out when it's time to switch and find the perfect software for you

Find out when it's time to switch to a new tool and how to find the right software for your needs.

Settling for the software you're already using is like putting up with a terrible apartment. If you're looking for signs that it's time to upgrade and how to find the right one, you've come to the right place.

An app you rely on is similar, except there's no reason to be afraid to switch. You can try the software before committing, and the actual switch is usually not that difficult. In most cases, you can take your data with you when switching apps.

Don't let the fear of moving keep you in a shitty apartment. You have options.

How to Know an App Is No Longer Working for You

This isn't something you need to think too hard about. If you suspect a tool isn't working well for you, trust your instincts: you're probably right. But here are some signs:

• You constantly ran into limitations If you often think of things you wish software could do, only to find it can't, it's time to switch apps.

• You are using other tools to fill in the deficiencies This can get confusing, sure, but you shouldn't need additional software to complement an app's core functions. If you're constantly using workarounds, like copying data into a spreadsheet so you can arrange it in a truly useful way, you might not be using the right app.

• Upgrades for necessary features cost more than you're willing to pay Sometimes, it's about money. Some apps lock features behind higher payment tiers. If another app offers the feature you want at the current price, it's time to switch.

• The software has become a running joke. Honestly, if an app is truly awful, your staff will start making fun of it. Don't get upset about those jokes; learn from them.

These aren't the only signs, of course, and no one understands your situation better than you. If any of these things are true, however, you should at least look into alternative software.

How to find a better app

The first hurdle to overcome after discovering that an app isn't working for you is figuring out what alternatives there are.

I've been researching Zapier's best app lists for three years, and I've been writing similar articles for a decade before that. It's taught me a lot about finding similar apps in any category and understanding which ones offer which features. Here's my process:

• Do an extensive search for alternatives Just type the name of your current software with the word "alternative" or "vs" and see what comes up. I would ignore any sites that simply offer listings, like G2 or Capterra—both sites heavily favor software companies that pay to be ranked highly. Look for results with articles written by real people on the websites. Related: Discover how to identify content marketing , so as to avoid obvious scams.

• Notice how the reviewers call the category My grandmother doesn't know what a web browser is, she just knows she has to tap a specific button to open Facebook on her computer. I think most of us are like that with at least one category of apps. I didn't know what diagramming software was until I wrote our list of the best. software for diagramming: I just knew Lucidchart was pretty neat. Once I found the category name, however, I could find all sorts of alternatives (some of which are in that article).

• Look for reviews and "better than" lists for that tip Armed with a category name? Great! Now search for the best apps in that category. We offer tons of best app lists for hundreds of categories, but there's no shortage of great websites out there. (Again: focus on the ones written by humans.) Write down any apps you haven't heard of that you think might be a good fit.

• Ask around. I review software professionally, but I'm still learning about new apps from my friends and colleagues. Ask people in your industry what apps they use, what they like, and what features they use regularly. You'll learn. Again, write down any options that seem promising.

• Make a list of the features you want, then check which apps on your list have those features. This is the most time-consuming part, but it also helps you eliminate most of the apps ahead of time—anything that doesn't have your functionality isn't worth looking into, so don't do it.