How to Identify Redundant Business Apps and Streamline Your Tech Stack

Modern companies rely on dozens, if not hundreds, of applications and tools to keep their operations moving. From project management tools to marketing automation platforms, the average company’s tech stack has exploded in recent years.

But with this growth in software often comes redundancy, inefficiency and wasted budget. A bloated tech stack also slows down workflows, frustrates employees and increases security risks.

If this sounds like your business environment, it’s time to take control. Streamlining your tech stack means identifying what’s truly essential, consolidating where possible and ensuring your technology supports your strategic goals.

Read: Are You Drowning in Business Apps? 7 Signs It’s Time to Consolidate

1. Audit Your Current Applications

The first step is all about visibility. Many organizations don’t have a clear picture of every app in use, especially when teams adopt their own tools without oversight. Create a complete inventory of all applications, licenses and subscriptions, including department-specific tools and niche apps. Ask these questions for each app:

• Who owns the app? Is there a specific department or individual responsible for its use and renewal?
• What is its primary function? What problem was the app originally meant to solve?
• How often is it used? Are there software usage reports to justify its usage? Or is it sitting idle?
• What is the cost, including subscription fees, per-user costs and maintenance expenses?
• Is the data integrated? Does the app talk to other tools in your stack, or does it exist in a silo?

2. Identify Redundancies and Overlapping Functionality

Once you have your comprehensive inventory, look for overlap. Redundancy not only costs money but also forces employees to switch between platforms, reducing productivity.

Examples of redundant apps include:

• Two different project management tools used by different departments
• Duplicate communication tools that fragment conversations
• Multiple cloud storage services

3. Assess Value vs. Cost

Once you’ve identified potential candidates for removal, it’s time to conduct a cost-benefit analysis. Not all apps deliver equal value, so consider these questions:

• What is the return on investment (ROI)? Does the app genuinely save time, generate revenue or improve customer satisfaction in a quantifiable way?
• Could you achieve the same results with an existing tool? If you have a robust project management platform, could you use it to manage tasks currently handled by a separate app?
• Are employees actually using the app, or is it “nice to have” in the tech stack? Does the app directly support core operations and goals, or is it taking up space?

Read: Are Your Business Apps Costing You More Than They’re Worth?

4. Consolidate Where Possible

It’s finally time to act and consolidate:

• Consolidate and centralize: Can you combine the functionality of multiple apps into one powerful platform? This often means choosing a single tool for a specific function and migrating data from other apps. Consider Microsoft 365 or Google Workspace to replace standalone apps.
• Communicate the consolidation: Change can be unsettling for employees. When you decide to retire an app, clearly communicate the reasons to your team. Explain how the streamlined tech stack will improve their workflows and reduce friction.
• Create a centralized policy: Moving forward, establish clear rules for how new applications are adopted, such as IT approval before being purchased. Educate employees on why streamlined systems matter, and monitor usage to catch new redundancies early and prevent the same problem from recurring.

Partner with an Expert Like Thriveon

Your tech stack should be a growth driver, not a burden. By identifying redundancies and cutting waste, you can significantly reduce costs and boost efficiency. However, sometimes an external perspective is needed.

A strategic IT partner like Thriveon can help evaluate your tech stack, negotiate vendor contracts and align your technology investments with long-term business objectives. Our Fractional CIO offers a proactive approach to managing your business applications so you can transform your tech stack from a source of chaos into a powerful engine for productivity.

Schedule a meeting today for more information.