Avoiding Technology Stacking: A Guide for Small to Medium-Sized Businesses

In the rush to stay ahead of the competition, many small to medium-sized businesses (SMBs) end up with multiple overlapping technology solutions, leading to what is known as “technology stacking.” This can make workflows complicated, lead to duplicate costs, and create inefficiencies that slow your team down instead of speeding them up. Avoiding tech stack overload is essential for making your business lean and agile, which is why regularly auditing your technology platforms is vital.

In this post, we’ll walk you through a checklist to help you evaluate whether your organization is dealing with unnecessary tech stacking and offer practical solutions to streamline your operations.

What is Technology Stacking?

Technology stacking happens when businesses add multiple digital tools to solve various problems but fail to integrate or optimize them properly. While each tool may offer value independently, stacking too many solutions can lead to:

• Redundant costs from overlapping functions
• Disjointed workflows that waste employee time
• Difficulty in managing data, as it’s often fragmented across platforms
• Increased employee frustration due to multiple logins, interfaces, and processes

By assessing and refining your tech stack, you can make smarter use of your technology budget and improve overall productivity.

7-Step Checklist: Is Your Business Dealing with Technology Stacking?

Use this checklist to evaluate whether your company has too many overlapping tools and platforms. Each step includes tips on what to look for and quick fixes to start streamlining immediately.

1. Audit Your Existing Tools

• What to look for: List every tool or software platform used across your departments. Look for redundancies—are there tools that perform similar functions or features that overlap significantly?
• Solution: Consolidate your tools wherever possible. If you’re using two email marketing platforms or multiple customer relationship management (CRM) tools, consider migrating to one comprehensive platform.

2. Identify Core Functions of Each Platform

• What to look for: Define the primary function of each tool. Is it primarily for project management, customer service, or data analytics? Knowing the main purpose helps clarify whether each tool is necessary or redundant.
• Solution: Map out each tool’s primary use. Consider platforms that offer multiple functions (e.g., CRM systems that also handle email marketing) to reduce the need for multiple subscriptions.

3. Evaluate Integration Capabilities

• What to look for: Determine if your tools can integrate seamlessly. Are they compatible with one another, or do they require additional steps to share data?
• Solution: Select tools with strong integration features. Opt for platforms that offer API support and work well with other tools in your stack to avoid creating data silos.

4. Assess User Adoption and Feedback

• What to look for: Check if employees actually use each tool. Gather feedback on their experiences—do they find the tools helpful or challenging? Low adoption rates might indicate tools that aren’t valuable.
• Solution: Remove tools with poor adoption rates. Focus on platforms your team finds useful and consolidate or eliminate those with low engagement.

5. Calculate the Total Cost of Ownership

• What to look for: Factor in not just the subscription cost of each tool but also the cost of employee training, maintenance, and any support required.
• Solution: Identify high-cost, low-value tools and replace them with more affordable, effective options. Many all-in-one solutions cost less than a series of specialized tools.

6. Check for Overlapping Features

• What to look for: Review each tool’s features. You may find that two or more tools serve the same purpose—like having both Slack and Microsoft Teams for communication.
• Solution: Consolidate where possible. Choose one tool per function to avoid paying for duplicate features and to simplify your workflow.

7. Assess Security and Compliance

• What to look for: Check whether each tool meets your company’s security and compliance requirements. Having multiple platforms can increase security vulnerabilities.
• Solution: Streamline your tech stack by choosing platforms with high security standards. Consolidating to fewer tools also makes it easier to manage data security and compliance.

Practical Solutions for Reducing Tech Stack Overload

After identifying areas where your tech stack might be bloated, here are some immediate steps to optimize and streamline:

• Choose All-in-One Solutions: Instead of adding separate tools for marketing, sales, and customer support, look for all-in-one CRM platforms like HubSpot or Zoho, which can centralize your business operations.
• Invest in an Integration Platform: Tools like Zapier and Microsoft Power Automate can bridge gaps between your existing software, allowing data to flow seamlessly between applications without needing additional platforms.
• Standardize Across Departments: Establish a company-wide standard for the tools each department uses. This ensures everyone is on the same page and avoids unnecessary duplication.
• Implement Regular Reviews: Schedule an annual tech audit. Having a regular check-up ensures your tools remain relevant, efficient, and valuable to your operations.
• Train Employees on Fewer Tools: By reducing the number of platforms your team uses, you also reduce the training needed. This helps employees feel more confident in their work and boosts productivity.

Final Thoughts: Technology as a Growth Asset, Not a Burden

With the right approach, technology can transform your business. Avoiding tech stack overload will ensure that each tool genuinely adds value, making your operations smoother and your employees more productive. Remember, it’s not about having the most tools but the right ones.

If you’re ready to streamline your technology stack, Boundary Jumpers is here to guide you. Whether you need a full tech audit, guidance on platform selection, or support implementing all-in-one solutions, our team can help your business become more efficient and effective. Reach out today to discover how we can help your company get back to what matters most: driving growth and achieving success.