Maybe when you started out alone, just as an entrepreneur, you probably used multiple free tools, like maybe free trials, free versions of tools, or maybe the lower tier too. Like, maybe you were using Canva to make graphics, the free version of ChatGPT for writing some copy, Asana or Trello for general project management, Google Docs, Excel for spreadsheets, alright, you probably get the idea here at this point. That was probably already messy enough, right? Well, the more you scale your business, chances are, the messier it gets, or will get.
Actually, the bigger the business, the more tools it seems you need. Like every other week, there’s a new tool that’s supposedly “the one.” A new software platform, a new dashboard, a new AI feature, a new extension, a new app that promises to fix the exact thing that’s been annoying for months. Seriously, it’s great there’s so many tools nowadays, that’s not even the problem, it’s just how many you have.
Most Tools Don’t Work Together
Nowadays, a good chunk of separate tools don’t even go together; they can’t really “collaborate” if you want to call it that. Like one file you made on one tool might not even be able to convert and be used in the next piece of software you’re using. You see the problem? In a way, it’s like the digital version of having a junk drawer, except it’s not one drawer, it’s ten different logins, three subscriptions nobody remembers signing up for, and a random integration that breaks at the worst possible time.
So, maybe it’s time to consider consolidating some of these tools?
Tool Sprawl is a Big Problem
Well, that’s what it’s call ocming down to here, your business is too sprawling, well, most businesses are doing this actually. But it’s not like you’re to blame, though, especially if things are just constantly pushed in your face. And sure, at the beginning here, tool sprawl usually starts as a good idea.
Think about it; a business needs better scheduling, so a scheduling tool gets added. Then, invoicing gets messy, so an invoicing tool gets added. Then, social content takes too long, so a design tool gets added. Well, you get the idea here, but there’s constantly needs, there’s constant growth, therefore, there’s a constant fix here.
While it doesn’t inherently seem like a problem, the issue shows up later, when the business is trying to move faster, and everything starts creating friction. For example, you can probably expect that password resets become a weekly activity. Notifications are everywhere. Maybe staff are jumping between tabs all day; sometimes, files are duplicated across systems. And now the business is paying for convenience, but it feels less convenient than it did before. Has any of this already happened to your business?
Tool Sprawl Gets Worse with More AI Tools
No, this isn’t meant to be some giant insult to AI or anything like this, but since AI became more accessible, you can agree that left and right, almost on a daily basis, there seem to be “revolutionary” AI tools rgiht? Well, AI is a big reason tool stacks are ballooning right now, because there’s always another AI tool claiming it does something better. One for writing, one for images, one for video, one for voice, one for customer support, one for “automation.”
But instead of having a separate tool for every single AI task, it might make sense to use a platform where it’s possible. Sure, you probably can’t have one platform for everything, but if you need to browse AI models, well, it might be better to just have one platform rather than like six or something.
So, just pick one place and choose what fits the workflow, because that reduces the number of accounts and subscriptions floating around, and it gives the business a clearer “this is what’s approved” option instead of everyone testing random tools on the fly.
The Best Consolidation Starts with a Simple Audit
Which was already briefly mentioned above. A consolidation push works best when it starts with honesty, like a real inventory of what’s being used and why. Not just the subscriptions, but the workflows.
Which tools are actually used weekly? Which ones are used monthly? Which ones are used once a quarter? Which ones were purchased in a panic and never fully adopted? Which ones overlap? Which ones require manual workarounds? Which ones are tied to key systems like billing, customer support, or files? And which ones are “nice to have” but create confusion because they duplicate information.
You’re Saving Money and Headspace
And these are two things that every business absolutely wants, though. But less is more, which means onboarding is easier, training is easier, fewer mistakes, everything is more straightforward, not spending as much, and things are more organized, which is what all businesses want.
