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You went into business to manage it software? If you are not into technology (like me), probably not. However, due to the proliferation of software, you could spend more time juggling technology tools than talking to customers.
Software sprawl happens when you have more applications or tools than you may effectively manage—or use at all. The numbers are surprising: Small businesses have an average of 172 apps, and medium-sized businesses have an average of 255.
More than you expected, right? Now ask yourself the following questions:
- Do you spend greater than 10% of your revenue on software subscriptions?
- Does your team recurrently complain about switching between applications?
- Have you lost customers due to communication gaps between systems?
- Are you paying for features you never use?
If you answered yes to any of those, you are not alone. Let’s take a look at how we came – and how to fix it.
How software spreads
If software bloat is such a problem, how did we get here? Each tool seemed to make sense before it multiplied: low cost, easy to implement, and highly specialized.
But things start to get complicated and expensive when firms mix and match different software for different functions – marketing, accounting, project management and payroll.
Think about your smartphone. How many apps are there on it? Most people have dozens, but only use about 10 every day. How many of those apps require a subscription? Maybe a dollar here, five bucks there? Whether you understand it or not, the costs add up quickly.
The software is worse. These “at the time sensible” decisions about dozens of tools that do not integrate quickly result in:
1. Rising costs
If you simply use 15-20% of the tool’s features, you are still paying for 100%. These “reasonable” monthly fees silently add up to significant expenses. Worse yet, your team wastes hours switching between applications, reassembling information, and resolving inconsistencies.
2. Lost opportunities
When your data is scattered across dozens of disconnected platforms, you are operating blindly. Without a unified view, you will miss key patterns in customer behavior, market trends, and business performance. This fragmentation doesn’t just cloud your vision – it will probably cost you in missed upsells, preventable productivity loss, and lost productivity.
3. Frustrated customers
Here’s a sobering statistic: 25% of shoppers stop spending money at firms because of bad experiences. When your marketing, sales and service tools don’t talk to each other, customers feel it. They repeat information, fall through communication cracks, and ultimately leave for competitors who have a common agenda.
(*30*) the problem of software bloat
Imagine combining even several different tools into one. You’ll save money, fill gaps between departments, and unlock time and resources to focus on growing your business.
This is the power of a unified platform – comprehensive software solutions supporting many core functions under one roof. Think of an officer’s Swiss army knife, not a toolbox.
You get 80-90% of the features that truly generate revenue – a fair trade-off for losing some specialized features you rarely use. Plus, you may focus on the business and not always update your tech stack.
Unified real-world software platforms
In retail, integrated commerce systems streamline all business operations by combining online storefronts, marketing, customer communications, and back-office tasks into one platform.
They can manage multiple stores, currencies and languages while combining marketing, sales and service processes. Results? Better customer experiences that encourage repeat purchases.
You can imagine the possibilities for other industries:
- Healthcare providers use unified platforms to connect patient data, billing and scheduling.
- Manufacturers are improving every thing from the supply chain to customer support.
- Professional services firms integrate project management, invoicing, and client communications.
Result? Better experiences for each customers and employees.
How to stop software sprawl in 30 days
Change is difficult. It’s tempting to stick with what you know. But even if your Jenga tower tech stack is not about to tip over, it’s probably holding you back.
Here’s how to end software sprawl in 30 days.
Week 1: Check your stack
- List each application and its monthly cost
- Track how often each one is actually used
- Pay attention to which teams use which tools
Week 2: Calculate your actual costs
- Add subscription fees
- Estimate training time for each tool
- Measure the time wasted switching between applications
Week 3: Explore unified alternatives
- Identify your core business needs
- Search unified platforms that fit
- Ask for demos from top players
Week 4: Plan for change
- Select a start line
- Set a realistic timeline
- Schedule training for the recent system
Stop managing software and start growing your business
Running a lean business is not just about headcount – it is also about eliminating the digital excess that slows you down.
Take motion today: list all the software subscriptions you pay for. Then ask yourself: Do I want a different tool or a smarter approach?