Tech stack optimisation: a SaaS consolidation playbook

Step 1: inventory everything

List every tool, every license tier, and who owns it. Include “shadow” tools used by individual teams.

Step 2: measure usage

Usage beats opinions. If a tool isn’t used, it’s cost and risk.

Step 3: map workflows

For each workflow, document inputs, decisions, outputs, and the systems involved. This reveals duplication and gaps.

Step 4: consolidate with an operating model

• Assign owners
• Define required data quality
• Document processes
• Add monitoring for integrations and automation

Common outcomes

Lower overhead, fewer failures, cleaner reporting, and faster onboarding for new staff.