Are you a startup founder with a brilliant product and a great team but finding yourself drowning in a sea of SaaS tools? If yes, you’re not alone.

In today’s digital world, companies rely on tech tools to streamline or automate a wide range of business functions and boost productivity. As they acquire more software tools to run their operations more efficiently, it’s easy to overload their tech stack until it becomes overwhelming.

Let’s explore the best ways to optimize your tech stack even if you don’t have an IT background.

Importance of optimizing a tech stack

When was the last time your company did a comprehensive review of your tech stack? Leaving your stack unoptimized is tantamount to allowing inefficiency to creep up on your business. The following are just some of the biggest reasons to fine-tune your tech stack:

Enhanced efficiency and productivity

The main reason you signed up for SaaS tools in the first place was probably to attempt simplifying or automating mundane and time-consuming tasks that are sucking up too much time and energy. By doing a tech stack review, you can know whether your team is really making the most of the tools or whether the tools are being left unused or underutilized.

That way, you can take action and work towards improving adoption to enhance efficiency and productivity in your day-to-day operations.

Cost savings and resource optimization

If there are unused or underutilized tools that can no longer be justified, you can eliminate them from your stack to save costs and use the freed-up resource for other more important areas of the business.

Improved collaboration and communication

A tech stack review is also an opportunity to establish better systems of collaboration and communication across multiple departments. During the review, you may be able to identify and address some communication issues that have been causing errors, delays, or duplicate work. It’s an opportunity to know how things are and how your team can do better in terms of communication.

Definition of a tech stack and its components

A tech stack is basically all the software tools your company owns, rents, or subscribes to. As your company grows, you may have to change or update your tech stack to maximize efficiency. Your tech stack essentially makes or breaks the success of your startup. Using the wrong tools could cost you millions of dollars in the long run. To set your company up for success, make sure to build the right tech stack in every area of your business.

Overview of software and tools used within an organization

Each department requires a different set of software tools. The following is a basic rundown of the main tools every department needs.

Marketing

• Content management systems
• Email marketing software
• SEO software
• PPC software
• Keyword planners
• Word processing software, like Microsoft Office 365

Sales

• Sales analytics software
• CRM systems
• Account-based marketing software
• Sales intelligence tools
• E-signature and document software

Human Resources

• Recruitment software
• Employee engagement software
• Performance management system
• Human Resources Management System

IT/Engineering

• Operating systems, like Linux, Android, Windows, iOS, etc
• Software development programming languages, like Java, JavaScript, MySQL, PHP, HTML, CSS, Python, Perl, MongoDB, Node, Node.js, AngularJS, Ruby on Rails, Django, jQuery, SQL, React.js, etc.

Some companies who want a fully customized solution choose to develop some of their tools internally while some startups looking for quick and ready-made tools just buy or subscribe to third-party solutions. Whatever the case, businesses nowadays cannot thrive without these software tools. In fact, a 2019 report shows that SMEs used 73 apps on average in 2018 while large enterprises used around 129 apps.

With dozens of SaaS tools at your disposal, we understand how it’s easy to get overwhelmed. However, no matter how busy you and your team get, it’s very important to find the time to optimize your tech stack to ensure efficiency, maximize resources, and get on top of your business operations. Luckily, there are now tools like Talisman that can organize your tech stack seamlessly.

Challenges and risks associated with unoptimized tech stacks

What happens if you leave your tech stack unoptimized? With all the new clients to onboard and new hires to train and with you and your team putting out fires day in and day out, it’s easy to delay tech stack optimization.

The following are some of the biggest challenges and risks you are bound to face if you keep on putting this crucial process off.

Wasted resources and budget on redundant or underutilized tools

SaaS overload can easily happen as your operations manager signs up for plenty of tools to streamline tasks and as employees from different departments also explore and choose tools that fit their needs. And as things get busy in the business, managers and employees tend to forget cancelling applications they’re no longer using. Without a centralized or streamlined approach to SaaS purchasing, you’ll end up with an overflowing tech stack filled with redundant or underutilized tools.

Usually, the total cost of these abandoned tools is way more than companies could imagine. For example, upon auditing their tech stack using Talisman, OneSeven Tech was able to save $14k which is a huge freed-up resource, something they didn’t quite expect. By optimizing their SaaS costs, they were able to make their first sales hire and transform their SaaS management process.

To avoid SaaS wastage, spring clean your tech stack using tools like Talisman and free up budget and resources for other important parts of the business.

Lack of integration and compatibility issues

When buying SaaS applications, companies sometimes fail to prioritize integration, which is crucial for efficiency and growth. For instance, if you have a CRM tool for managing customer data and interactions, it makes sense to choose a marketing automation app that can seamlessly integrate with the chosen CRM tool. This way, you can further streamline marketing efforts and have customer data synced between these tools. You can increase engagement and conversion if the marketing team can better create targeted campaigns or personalize their messaging.

By optimizing your tech stack, you can choose which tools to let go of and which tools to add to better exchange data and functionality among your software apps. If not, compatibility issues will not only lead to data inconsistencies, but in some cases, they also cause system failures. You may have some outdated software versions causing performance bottlenecks or system slowdowns or errors. These integration and compatibility issues will also harm productivity as developers spend more time resolving and troubleshooting these issues instead of working on their core development tasks. If there are urgent projects, these issues can only cause delays and increase not only expenses but also frustration within the company.

Increased security vulnerabilities and maintenance difficulties

If you don’t optimize your tech stack, you’re letting Shadow IT lurk within your business. Shadow IT is when your employees use IT-related software or hardware that is not approved by the IT department or manager. Though employees generally don’t mean any harm as they are just comfortably downloading and using apps from the cloud to assist them in their work, this unauthorized access can represent a security gap in your business. Especially if the functionality involves file sharing or storage, your sensitive data could be compromised, and that could risk your company’s operations or reputation.

By using SaaS management tools like Talisman, you can gain visibility of everything that is happening in your software. Your IT department will no longer be kept in the dark as you can see and evaluate all the SaaS purchases and the departments involved. You can then act quickly and nip security gaps in the bud.

1. Assessing Your Current Tech Stack

So, you have decided to do something about your IT bloat, but how and where do you begin? Worry not! We’ll guide you through the process step by step.

Step 1. Conduct a comprehensive inventory of existing tools

You can’t manage what you don’t know, so the first step is to collect all the information on all the software tools your company uses.

Collect information on all software used across departments

Include all the tools every department or employee uses. This usually involves constant back-and-forth communication among departments or personnel, but you can skip all the hassle by simply running an automated SaaS subscription audit using Talisman.

Talisman has a built-in connection with Plaid, allowing users to securely connect their bank accounts to the system. That way, you will no longer have to manually dig through Quickbooks and bank accounts to detect and identify all the existing software tools you’re using. In just a matter of minutes, you can generate a full overview of your tech stack and its associated expenses.

Identify tools, subscription details, and associated costs

Without a SaaS spend management tool like Talisman, you would need to request and wait for all the required information from everyone in the organization. With Talisman, you can not only generate the list of tools you’re using but also the exact costs they incur and the departments using them. This way, you can get an instant big-picture view of everything that’s happening in your IT infrastructure.

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Step 2. Identify redundancies, overlaps, and underutilized tools

By looking at the tools under your company, you can check if there are redundant, overlapping, or underutilized apps. To do this, you would usually have to interview or ask all the people involved to evaluate every subscription’s utility. With Talisman, you can instantly see the level of usage of every tool and easily decide which ones you should cancel straightaway.

This tremendously reduces silos in your business. Studies show that companies waste 35% of their budget on SaaS apps, with redundant or abandoned tools being the main culprit. You can avoid that common mistake by staying on top of your SaaS spending with the help of SaaS Subscription management tools like Talisman.

Analyze the functionalities and features of each tool

As you go about your SaaS audit and get the full overview of all your software subscriptions, you get to discover more ways to optimize your tech stack. You may discover how some tools’ full suite of features isn’t really being maximized. You may consider choosing a tool that solely focuses on the features your team actually needs instead of paying a premium for the extra functionalities.

Identify overlaps where multiple tools serve similar purposes

This usually happens when different departments or personnel aren’t aware of what tools the company already has. Different users then subscribe to multiple tools that basically serve the same function. This is another big reason a centralized approach to SaaS management is becoming a must.

Evaluate usage statistics to identify underutilized tools

You can do this manually by interviewing team members and creating spreadsheets to gather the right data on every subscription’s utility, or you can also just use tools like Talisman to automate the process and instantly identify the level of usage of every subscription in just a few clicks.

Step 3. Analyzing usage patterns and evaluating ROI for each tool

Refining your tech stack is an ongoing process. Some tools may have been helpful in the past, but as times change, they may no longer provide that much value. That’s why performing a routine check of your tech stack is always a great practice.

Assess the value and impact of each tool on business operations

You can assess the value and impact of each tool by looking at its ease of use, functionality, scalability, reliability, and security, It’s best to gather feedback from the departments or employees who use the tools regularly. Ask them what their experiences and challenges are and evaluate each tool’s relevance and impact on the current status quo.

Review subscription costs in relation to the benefits gained

Evaluate the cost-benefit ratio of each tool. Compare the costs against the benefits gained, and if the tool is underutilized or provides little to no impact, perhaps it’s best to cancel it and free up the budget for other more important tools or campaigns.

Consider user feedback and satisfaction ratings

As long as you do your due diligence, you’ll find a plethora of reviews, ratings, and testimonials online. Find out what other people are saying about the tools in your tech stack and factor those in as you optimize your stack.

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2. Streamlining and Consolidating Tools

Now that you have gathered the right data, it’s time to take action. Achieve better productivity, efficiency, and cost savings as you redefine your tech stack.

Eliminate duplicate or overlapping functionalities

Identify tools with redundant features and eliminate duplicates

Use Talisman to speed up the process and optimize your tech stack by making sure that no dollar is wasted on redundant software subscriptions.

Migrate data and processes to a single, integrated solution

When adopting an integrated solution, prioritize compatibility with your current system and infrastructure. As you migrate data and processes, ensure that you secure backups and a rollback strategy should any problems arise. Do thorough testing and validation before full migration to ensure that the data flows, processes, and integrations work seamlessly.

Identify opportunities for tool consolidation and integration

Assess the compatibility and integration capabilities of tools

The importance of consolidation and integration can’t be overstated. Check if your current tech stack is compatible with your required integrations, and if they aren’t, consider shifting to a software solution with better integration capabilities and levels of compatibility.

Seek all-in-one solutions that combine multiple functionalities

You may be subscribed to three different tools when there’s a more powerful tool in the market that covers all those three functionalities in one app. Optimizing your tech stack also involves being smart about your software choices. Consider finding all-in-one solutions that can effectively build up your technology stack.

Select tools with a focus on compatibility and interoperability

Evaluate the compatibility of new tools with existing infrastructure

It’s important to ensure that your tools match your requirements and objectives. To do that, check the tools’ compatibility standards. For example, if you need database management software, check if it adheres to widely accepted standards like SQL or NoSQL. Compatibility with these common protocols is usually a sign of good interoperability with other systems and tools. You also need to consider platform compatibility, data exchange formats, and vendor support. Check reviews, feedback, and case studies online and go for the providers’ trial versions and demos before signing up.

Consider APIs and integration options for seamless data flow

The more integrated your stack is, the better. Maximum synchronicity can help you achieve the best user experience possible. As you consider APIs and integration options, look out for documentation quality, ease of integration, scalability, customer support, performance, and security.

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3. Prioritizing Business Needs and Goals

The business landscape can be volatile, and anything can really happen. The supply or demand may change, or your organizational goals may have to be redirected. As you optimize your tech stack, make sure that it’s built to support your core business needs and goals.

Understanding the specific requirements of each department or team

Every department or personnel has specific needs that can help them work faster and more efficiently. Capturing these requirements is essential to make informed SaaS purchasing decisions. You can do this by:

Collaborating with stakeholders to identify their unique needs

There are many ways to optimize the user experience of your customers, employees, investors, and even suppliers. Taking the time to listen to them can spark the best ideas for optimizing and redefining your tech stack.

Conducting interviews and surveys to gather feedback

Surveys are an easy way to quickly capture data and insights from stakeholders. Just make sure it’s packed with the right questions that can support your SaaS purchasing process. Interviews are also highly recommended for more thorough data gathering.  You can have a more in-depth recording of stakeholders’ preferences, needs, and pain points.

Aligning tools with business objectives and strategies

The right technology can be crucial in driving your company’s success. Thus, make sure that all your technology investments support the overall goals of your business. You can do this by:

Mapping tools to key business goals and initiatives

Your business goals could be enhanced customer experience, better data analysis, or increased revenue. Map the tools that are more relevant to your biggest goals and make sure that you’re sourcing the best SaaS software with the best functionalities that support such goals.

Prioritizing tools that directly support core business processes

Your existing tech stack could be outdated, and there probably are new players or emerging technologies that offer more robust features. Your IT team should be up-to-date with the latest industry trends and technologies that can bring in more efficiency, productivity, and revenue.

Engaging stakeholders to determine essential functionalities

Involving stakeholders in the process of optimizing your tech stack can give you unique insights into their preferences, challenges, pain points, and specific requirements, Make the process more collaborative by working with all the parties involved.

Involve end-users and decision-makers in the tool selection process

Besides sending surveys and conducting interviews to identify stakeholders’ preferences and pain points, an even better and more collaborative approach is to actually involve them in the tool selection process. This way, you can make sure that the use tool is relevant and suitable to their use cases. And since they are more engaged and invested in the tool selection process, you can expect better adoption since they are more likely to embrace and use the tool.

Gather feedback on desired features and functionality

As you collaborate with the key people involved, you can further gather their feedback on the features and functionalities they’re looking for. That way, you can consider those aspects as you research the software providers available on the market. This also helps you decide whether you should use third-party software or just build your own for maximum customization.

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4. Implementing an Agile and Adaptable Tech Stack

An agile and adaptable tech stack helps you maintain a competitive edge in this ever-changing technology landscape. Carefully plan your tech stack by:

Choosing scalable and flexible tools that can accommodate future growth

Evaluate the scalability of tools to meet increasing demands

To implement an agile and adaptable tech stack, you should strategically use tools that promote flexibility and scalability. Perhaps you can choose modular frameworks for more adaptable applications. You may also consider cloud services which generally offer more scalability while reducing operational overhead.

Consider future expansion plans and scalability requirements

As you optimize your tech stack, always look far into the future and ensure that your tech stack matches your scalability requirements. Evaluate your tech stack regularly and be open to integrating new tools that can make your workflows even more agile and adaptable.

Considering cloud-based solutions for scalability and cost-effectiveness

Explore cloud-based tools that offer scalability and reduced infrastructure costs

With cloud-based tools, you will no longer have to think about setting up on-premises infrastructure and hiring additional IT staff. You will no longer have to deal with hardware updates, and the payment plans are also flexible. If the demand changes, you are free to scale up or down anytime. This level of flexibility and performance is something you should make the most of.

Assess data security and compliance aspects of cloud solutions

You should choose a cloud service provider with compliance certifications like SOC 2, ISO 27001, and GDPR. Security features should also be intact including data encryption, multi-factor authentication, and backup recovery capabilities. Before signing up, review the terms and conditions thoroughly and make sure that they align with your compliance and security requirements.

Regularly evaluating and updating the tech stack based on changing business needs

Establish a periodic review process to reassess tool effectiveness

Optimizing your tech stack is not a one-time thing. It’s an ongoing practice and a crucial business cadence. The question is how often should you evaluate and update your tech stack?

While there’s no definitive answer to this question, in general, you should make sure to conduct a tech stack review whenever the following situations happen:

• your business needs or goals change
• significant industry trends arise
• your business is experiencing bottlenecks or performance issues
• the business is experiencing budget or resource constraints

Using a SaaS management tool like Talisman makes regular SaaS audits effortless. Talisman conducts SaaS audits 24/7. All you have to do is check Talisman’s reports and make timely optimizations to preserve efficiency, productivity, and revenue!

Stay informed about emerging technologies and market trends

To remain ahead of the curve, you need to be aware of the latest market trends and the newest technologies in the industry. This way, you can better anticipate changes and promptly take proactive steps to adapt to possible disruptions or opportunities in your field. You may even gain insights as to possible market gaps that can spark new ideas and help you better support your customers’ needs. In today’s fast-paced world, continuous learning and development is a must.

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5. Ensuring Proper Training and Support

Even if you’re onboarding the best technology there is, if you don’t properly facilitate adoption, you can’t possibly make the most of even the most brilliant software. Introduce the new tool effectively by:

Providing adequate training resources for employees on each tool

Offer comprehensive onboarding and training sessions

Keep in mind that employees are already busy as they are. It might be a challenge to take out time for training amid their busy schedule unless you plan the training schedule and process thoroughly. The training program will become more doable and effective if employees are given enough time to grasp the new technology. Prepare the resources and training flow and make it as engaging as possible.

An interactive training session is highly recommended as they are more likely to retain information if they are involved in the design and deployment of new software. You can start by training a few members and have them teach and relay the information to others. This protégé effect makes the learning environment even more effective.

Create user guides, documentation, and video tutorials

Take the time to create thorough and easy-to-understand documentation, user guides, and video tutorials. This is not only for the existing employees but also for the future hires you will onboard.

Establishing a system for ongoing support and troubleshooting

Designate internal resources or help desk for technical assistance

You can’t expect everyone to master the new tools right away. Make sure that employees feel welcome to raise questions to really enforce successful adoption. Provide help desks or technical assistance should they need more guidance.

Collaborate with vendors for prompt support and issue resolution

That is why vendor support is one of the factors to look into when choosing software providers. Choosing a software company with robust support features can help you make onboarding easier as they can also aid with education, training, and consulting.

Encouraging user feedback and continuously improving the tech stack

Gather feedback from users to identify pain points and areas of improvement

Create an open and collaborative work environment by inviting feedback from users. That way, you can evaluate the efficacy of the tools and identify pain points and potential areas of improvement.

Implement regular updates and enhancements based on user input

As mentioned, the digital world is a fast-paced domain and anything can happen in terms of workflow, demand, user behavior, and industry trends. Your tech stack is not meant to be static, so refine it as you go by checking in with your employees and using tools like Talisman to make tech stack optimization automated, efficient, and powerful.

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Conclusion

Refining your tech stack is crucial for ensuring efficiency, productivity, and cost optimization in your business. Follow the above-mentioned tips as you review your tech stack and make sure that you’re effectively using technology to support your business goals.

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