We’ve written here before about many new (or tried-and-true) applications which can help business owners improve efficiency. However, we need to also address the other side of the issue – the potential problem of tool overload. 

Many tech companies love to brag about their technology “stack”—the endless array of tools they use to create and manage their product and service. The reality is that all businesses now have a tech stack that allows for the operation of the whole business. These tools vary from Microsoft 365 and marketing CRMs to accounting programs and industry-specific software, among many others. 

However, businesses are sometimes overwhelmed by the promise and possibility of these tools. Occasionally a tool is added for a cool feature, or to supplement one part of the business, or for various other reasons. The result can be a complicated “tool stack” which is sort of like that “art” made by “painters” who chuck paint cans at a canvas to create an incoherent splattering of colors. 

The Hidden Cost of Tool Overload 

A recent story from a friend perfectly illustrates the problem of excessive tech tools in business. Employees in a specific role were required to input critical data into two separate platforms. This duplicated effort consumed 1-2 hours per week per employee. Over the course of a year, this added up to as much as two-and-a-half weeks of work per employee. 

One employee began questioning whether an automation tool existed to streamline the process. Initially, they were told that these platforms “couldn’t talk to one another.” However, when one supervisor took a closer look, she made a shocking discovery: the second data entry process had been unnecessary due to a legal change SIX YEARS BEFORE that no one had accounted for. 

Why Businesses Need Smarter IT Strategies 

This real-world example highlights a critical issue—businesses often adopt and layer new tools without re-evaluating their processes. While technology evolves, procedures can become outdated, leading to inefficiencies and excessive tool management that cost businesses time and money.  

Application developers promise cutting-edge solutions, and staying ahead of technology trends is essential for business success. However, business owners must balance innovation with practicality by considering: 

  • Strategic Tech Adoption – Rather than using tools simply because they are available, businesses should evaluate whether each tool truly adds value. 
  • Automation & Integration – Many platforms offer integrations that eliminate manual tasks. Smart automation can increase efficiency and free up employees for higher-value work. 
  • Process Audits – Regularly reviewing workflows can help identify redundancies and outdated processes.
  • IT Consulting & Expertise – Partnering with an MSP that prioritizes efficiency over a bloated tech stack ensures that your business gets the right solutions without unnecessary complexity. 

The Bottom Line 

Technology should work for your business, not against it. A well-structured IT strategy eliminates waste, improves efficiency, and enhances productivity. If your business is experiencing tech overload, it’s time to rethink your IT approach.