Tech Stack Optimization Guide

Most growing companies suffer from "tool chaos" - too many disconnected tools that create more problems than they solve. Our framework helps you audit, streamline, and optimize your tech stack for maximum efficiency.

The 4-Step Audit Process

1. Tool Inventory: List every single tool your team uses
2. Cost Analysis: Calculate total cost of ownership
3. Usage Assessment: Measure actual usage vs. paid licenses
4. Integration Mapping: Document how tools connect (or don't)

Quick Tip: The average B2B company uses 130+ tools. We typically help clients reduce this by 40-60% without losing functionality.

The goal isn't to have the most tools - it's to have the right tools that work together seamlessly.

Integration Hierarchy

1. Core Systems: CRM, Accounting, Project Management
2. Revenue Tools: Marketing automation, Sales tools
3. Operations: HR, Communication, File storage
4. Analytics: Reporting, Business intelligence

Integration Best Practice: Start with your CRM as the single source of truth. Every other tool should either feed data to or pull data from your CRM.

For Companies $0-$1M ARR:

• CRM: HubSpot (free tier)
• Accounting: QuickBooks Online
• Communication: Slack + Google Workspace
• Project Management: Asana or Monday.com
• Analytics: Google Analytics + HubSpot reports

For Companies $1M-$5M ARR:

• CRM: HubSpot Professional or Salesforce
• Marketing: HubSpot Marketing Hub
• Customer Success: ChurnZero or Gainsight
• Analytics: Mixpanel + Custom dashboards
• Automation: Zapier + custom integrations

Once your tools are integrated, automation becomes possible. Here are the highest-impact automations:

Sales & Marketing Automation

• Lead Scoring: Automatically score leads based on behavior
• Lead Routing: Route leads to the right sales rep
• Follow-up Sequences: Automated email sequences for nurturing
• Deal Alerts: Slack notifications for important deal changes

Operations Automation

• Invoice Processing: Auto-generate and send invoices
• Expense Tracking: Sync expenses from cards to accounting
• Reporting: Weekly/monthly automated reports
• Onboarding: Automated new employee/customer workflows

ROI Focus: Start with automations that save the most time or reduce the most errors. Don't automate for automation's sake.

Your tech stack isn't a "set it and forget it" system. It needs regular optimization.

Quarterly Review Process

1. Usage Analysis: Review tool usage and user adoption
2. Cost Review: Analyze cost per user and ROI
3. Integration Health: Check for broken integrations
4. New Tool Evaluation: Assess new tools that could improve efficiency

Key Optimization Metrics

• Tool ROI: Revenue/time saved vs. total cost
• User Adoption: % of team actively using each tool
• Integration Uptime: % of time integrations work correctly
• Data Quality: Accuracy of data flowing between systems

Ready to Optimize Your Tech Stack? We've helped 100+ companies streamline their tech stacks and save 20-40 hours per week through better tools and automation.