Somewhere along the way, your tech setup got bloated.

One team added a CRM. Someone signed up for that platform they saw in an ad.

Now you’ve got 21 different systems. Some do the same thing. Some never really worked. Others are just… there.

Everything drags.

People hop between apps and no one knows where to start. Decisions on what stays or goes feel impossible.

This blog gives you a five-step fix.

You may be paying for software nobody even uses. Or worse, using tools nobody’s even paying for.

In 2022, the average organisation used 130 SaaS applications, and a third of those were barely used or not even used at all (Statista)

Here’s what to do:

• Pull a list of every paid and free tool being used across your teams
• Include everything from CRMs and marketing platforms to internal communications tools and databases
• Don’t forget duplicates hiding under different names

The goal here is to get a clear view of what’s actually in play. Once it’s all on the table, you’ll start seeing where the problems (and savings) are.

When you’ve got multiple software that all do the same thing, your brain stalls. That’s decision fatigue. Too many options. Too much second-guessing. It’s a real progress killer.

It’s easy to get stuck comparing every option. Give yourself a break and set clear filters now.

Start with non-negotiables. If a tool doesn’t tick these boxes, it’s out.

• Security – can it handle your data protection needs?
• Support – is someone there to help when things break?
• Total cost – not just the monthly fee. Add in training, maintenance, time, etc.
• Data model fit – does it suit your business’s growth plans?

Drop any tool that shows obvious problems. Keep it and you’ll still be battling the same issues six months from now.

Now you’ve filtered out the worst offenders, it’s time to get specific.

Score your leftover software to make a call without endless debating.

Build a decision list matrix that involves:

• Listing your surviving tools along the top
• Adding your criteria down the side, including things like ease of use, reporting capability, long-term cost, integration options
• Scoring each tool 1-5 for each criterion
• Adding weightings if some things matter more than others. E.g., if data reporting is integral to what you do, it should count for more

This gives you a real comparison. Something you can get behind, instead of relying on opinions.

You’ve narrowed it down. Two contenders are left standing, but don’t commit yet.

Time for a sandbox test.

That means running each tool in a safe, controlled environment so you can simulate real usage without breaking anything.

Set up the environment using your real data, or close-enough replica data. Then, get your team to carry out the kind of everyday tasks they’d be doing in the live system.

Keep it realistic. Were there any bugs? Was it clunky? Did it lag? Did it slow your people down?

You’ll spot problems you didn’t know existed. You’ll also find out which software your team actually wants to use.

Flashy doesn’t equal better. The one you want does the job efficiently.

Now, on to the real work.

Begin planning your product sunset, the process of phasing out the tools you no longer need.

Start with a simple plan. What are you getting rid of and when? Most product sunsets take 3 to 12 months, so be clear here (Product School)

Then, tidy things up. Cancel any unused profiles and ensure nothing gets misplaced during the switch. Leaving leftover crumbs of data can cause issues down the line.

Finally, communicate. You don’t need an exhaustive, 50-slide presentation. Show people what’s changing and why, ensuring you outline any support or training they’ll receive.

The more confident your teams feel, the smoother the transition. You want them to back the chosen tool, not cling to the old one.

This five-step fix helps you choose the tool your organisation needs. Not the one with the best sales pitch or the elaborate promises.

Audit the mess. Score what’s left. Test the real contenders. Pick the one that works.

If it still feels like too much, we’ll do it with you.

We’ll walk you through the detail based on what’s happening in your systems and teams.

The proof’s in the pudding. IBM reduced from 40+ marketing solutions to 5, cutting $120 million in costs (Adobe for Business)

Do you want to see the same results?

Simplify your tech.