Introduction
Nice to have you with us again for another episode of Digital4Productivity, today on the topic of how you can connect IT systems with each other. Why should you connect IT systems with each other?
Why should you connect IT systems with each other?
Even before artificial intelligence, it was never a really good idea to do things manually over and over again, but it has always been a good idea to think about automating manual repetitive tasks, which then simply creates capacity for more value.
In other words, if I only ever copy things from left to right, it might not be a good idea to do things digitally and then use system A and system B again and again, but you should also use digitization in such a way that you have the option of it working automatically. In other words, you save duplication of work and you also prevent, for example, when you think about LinkedIn contacts, newsletters and CRM systems, you have customer contacts everywhere and almost every organization has them so spread out that you always have to look, okay, are they already in LinkedIn, are they in the CRM, are they in the newsletter system? And the great thing is that you should ideally connect the systems in such a way that things always stay in sync automatically.
Integrated interfaces
Yes, ideally all of your systems should have an integrated interface or API, as it's called. This allows you to automate this wonderfully. Unfortunately, you don't always find this. Where can you find it in your existing systems? Simply search for integrations or APIs. You will always find which systems they work with.
Yes, if the systems have integrated interfaces, they should ideally always use them. Yes, what do you do now if this is not the case? Then there is the data hub, as I always call it, The Glue of the Internet ZAPIER, spelled Z A P I R. I think ZAPIER is the correct name pronounced in English. But I'm not always sure about that either.
The idea is that ZAPIER simply enables you to say that if I, as an IT system, build an interface to ZAPIER, I only have to build one interface and not an interface to 526,000 other systems. And ZAPIER is then the interface and it always works according to the trigger and action principle. I say that if a trigger is triggered in one system, such as a new LinkedIn contact connects with you, then a contact is entered in a target system, for example in the CRM system. Or someone subscribes to your newsletter system, then this contact is also automatically entered in your CRM system. Or perhaps it even works in such a way that a contact request is automatically made via LinkedIn. You can integrate such things wonderfully via ZAPIER. I now even select my IT systems according to whether they have a ZAPIER interface. This is because it opens up a whole arena of additional future options. As you know, I'm always a big fan of selecting IT systems that are as future-proof as possible, so you always say, even if I don't have a requirement today, an IT system should ideally be as cross-platform as possible, so that you can use it on Mac, on Windows, on Android, on iOS, on all common mobile and stationary platforms. And ideally, it should also have directly integrated APIs and ideally also a ZAPIER interface. So that's a really cool method. You can also test ZAPIER free of charge and then, depending on how many things you have, there are monthly fees. There are also RPA systems for more complex automation and older existing systems. That stands for robotic process automation. I often see this in the banking sector, where screen input is simulated to a certain extent. And that sounds a bit like 1980, but it's a good bridging technology. So bridging technology always means that, of course, as with AI at the moment, there is a bridging technology era where AI is simply being integrated into existing systems. The next generation of IT systems will be AI-based from the outset. However, it still makes sense to not necessarily wait until the systems are ready, but to make wonderful use of such bridging technologies. The important thing is that these bridges are ideally not a permanent solution, but that you really move towards fully integrated systems in the long term. But with Zapier, for example, you now have a very pragmatic option where you can combine systems that cannot actually be combined with each other in a wonderful way. Incidentally, there is also an "If this, then that" service in the private sector. For example, you can use it wonderfully, even if you post something on LinkedIn or on Facebook, so that it is also posted on Twitter and things like that. In other words, there are overlaps there too. So "If this, then that" is the name of the service, it's along the lines of "If this, then that." The same basic principle is more at home in the home automation sector than in the consumer sector. But sometimes it is even used in the business sector. So ZAPIER and "If this, then that" (IFTT) are the two systems that you should ideally take a look at.
Conclusion
As always, you will also find the show notes with the corresponding links. And if you have any further questions or if you are a manager looking for a sparring partner as a personal IT coach, please feel free to contact me at any time. You can reach me at t.jekel@jekelteam.de or simply click on the show notes to send me an e-mail.
Yes, with this in mind, I hope that I have once again been able to give you a short but crisp impulse on the subject of meaningful digitalization. Because that's my idea, to provide digitalization impulses for managers that you can implement here.
With this in mind, good luck. See you next week.
Yours, Thorsten Jekel.
Key Takeaways
- Manually copying data between separate IT systems is inefficient and should be replaced by automated integrations wherever possible.
- Connecting systems keeps data — such as LinkedIn contacts, newsletter subscribers, and CRM records — automatically in sync, eliminating duplicate work.
- The best approach is to use the built-in APIs or integrated interfaces that most modern software already offers; look for an "Integrations" or "API" section in your tools.
- When native integrations are not available, Zapier acts as a universal middleware — any system that connects to Zapier can communicate with thousands of other systems through the trigger-and-action principle.
- Selecting IT systems that support Zapier opens up a wide arena of future automation options, making your tech stack more future-proof.
- Zapier can be tested free of charge, with paid tiers available depending on the number of automations needed.
- For older or more complex legacy systems, Robotic Process Automation (RPA) — which simulates screen input — serves as a useful bridging technology.
- IFTTT (If This Then That) is a consumer-oriented alternative to Zapier, popular in home automation and social media cross-posting scenarios.
- Bridging technologies like Zapier or RPA should be seen as temporary stepping stones toward fully integrated, AI-native IT systems in the long run.
- When choosing any IT system, prioritise cross-platform compatibility (Mac, Windows, iOS, Android) and the availability of APIs and Zapier interfaces.
Frequently Asked Questions
Why should IT systems be connected with each other?
Connecting IT systems eliminates the need to copy data manually from one system to another, which wastes time and creates inconsistencies. When systems are integrated, information such as customer contacts stays automatically in sync across LinkedIn, your CRM, and your newsletter tool.
What is the first thing to check when trying to integrate two software tools?
The first step is to look for built-in integrations or an API within your existing systems. Most modern tools have an "Integrations" or "API" section that shows which other platforms they can connect to natively.
What is Zapier and how does it work?
Zapier is a middleware service — described as "the glue of the internet" — that connects thousands of software tools through a trigger-and-action principle. When a trigger event occurs in one system (for example, a new LinkedIn connection), Zapier automatically carries out a defined action in another system (for example, adding a contact to a CRM).
What is a practical example of a Zapier automation?
A practical example is automatically adding a new newsletter subscriber to your CRM system. Another example is sending an automatic LinkedIn connection request when someone meets a defined trigger condition — both can be set up in Zapier without writing any code.
Does Zapier cost money?
Zapier can be tested free of charge. Depending on how many automations you need, there are monthly subscription plans that scale with usage.
Why is having a Zapier interface a criterion for selecting an IT system?
A Zapier interface opens up a whole arena of additional future automation options without requiring custom development. Choosing tools that already support Zapier makes the overall tech stack more flexible and future-proof, even for requirements that do not yet exist today.
What is Robotic Process Automation (RPA) and when is it useful?
Robotic Process Automation (RPA) is a technology that simulates screen input to automate tasks in software that has no API. It is particularly useful as a bridging technology for older legacy systems, such as those commonly found in the banking sector, that cannot otherwise be integrated.
What is IFTTT and how does it differ from Zapier?
IFTTT ("If This Then That") follows the same basic trigger-and-action principle as Zapier but is more at home in the consumer and home automation sector. A typical use case is automatically cross-posting content from LinkedIn or Facebook to other social networks. Zapier, by contrast, is more commonly used in business and professional contexts.
Should bridging technologies like Zapier or RPA be used as permanent solutions?
Bridging technologies are a pragmatic short-term solution, not a permanent one. The long-term goal should be to move towards fully integrated IT systems. However, waiting for perfect native integrations is not recommended — using bridging tools now creates immediate value while the market evolves.
What criteria should a manager use when selecting a new IT system?
According to the episode, a manager should prioritise systems that work cross-platform (Mac, Windows, iOS, Android), offer directly integrated APIs, and ideally also have a Zapier interface. This combination ensures maximum flexibility and future-proofing for automation scenarios that may not yet be anticipated.
Tools & Resources Mentioned
- Zapier – Middleware service that connects thousands of apps through a trigger-and-action principle; can be tested free of charge
- IFTTT (If This Then That) – Consumer-oriented automation service for cross-posting social media content and home automation
