Introduction
We’ve all heard about the importance of efficiency and streamlining operations.
However, too many organizations, including my own, end up trapped in what I like to call multi-system chaos.
We’ve all used a multitude of software platforms that promise to optimize different aspects of the business, from marketing automation to project management, financial tracking, and even communication tools.
Over the last few months, I’ve realized just how overwhelming this can get.
We conducted an audit across the systems we’re using in our business, and I was stunned by the sheer number – 31. That’s right: 31 different systems, ranging from paid subscriptions to free tools, many being used by different teams.
The chaos wasn’t just about the number of systems, though; it was also about the lack of consistency in how our teams were using them and the fact many were not integrated.
The Challenge of System Overload
It’s a problem many businesses face. You start by adopting systems that serve specific needs, but over time, you accumulate more and more tools without a clear strategy for integrating them.
People across departments start favouring the tools they’re comfortable with, and before you know it, your business is overwhelmed with disparate systems that don’t communicate well with each other.
For example, we had HubSpot, Infusionsoft, Shopify, ReCharge, Xero, Intercom, teamwork, Convertflow and many more systems in play.
Each tool was doing its part, from customer relationship management to project tracking, invoicing, and even creative work.
But the lack of alignment was evident. We weren’t connecting all these systems, and as a result, we were wasting time, resources, and money.
Identifying the Common Ground
The first step in resolving multi-system chaos is identifying which systems are common across departments.
We asked ourselves: What systems are universally used by everyone?
And more importantly, which ones are essential?
HubSpot immediately stood out as critical to our marketing, sales, customer success and CRM efforts. By focusing on the tools that served the largest number of people across teams, we could significantly reduce the complexity of our system landscape.
Making the Transition: Practical Steps We Took
Once we identified the most-used systems, we began isolating those that were essential for specific needs.
For example, Adobe Creative Suite was crucial for our design team, and project management tools like Teamwork were vital for our operations team and Xero for our finance team.
However, outside of those niche requirements, it became clear that we needed a unified platform for the majority of the business processes.
Here’s what we did:
-
CRM & Marketing Automation: We consolidated everything into HubSpot, which now handles CRM, sales pipelines, and marketing automation. This allowed us to cut out the likes of Infusionsoft, Pipedrive, and Leadpages to reduce unnecessary complexity.
-
Project Management: We upgraded our project management tool. Instead of using separate systems, we streamlined to Teamwork for task management and front-to-back-end project oversight, including client portals.
-
Communication: We integrated Zoom as our primary video and Slack for our communication tool, supporting everything from team collaboration to client meetings.
-
E-commerce & Financial Systems: Shopify remains our e-commerce platform.
-
Documentation & Knowledge Management: We introduced a Wiki system through HubSpot to centralize all internal documentation and knowledge sharing, reducing reliance on various note-taking apps and files scattered across different platforms.
The Benefits of Simplification
By reducing the number of systems we used, we’ve seen several benefits:
- Improved Efficiency: Our teams now work from fewer platforms, reducing friction and saving time.
- Better Data Integration: We’re able to better connect marketing, sales, and customer service data in one central location, improving visibility and decision-making.
- Cost Savings: By eliminating redundant tools and consolidating functions, we’ve reduced subscription costs significantly.
- Enhanced Collaboration: A common platform means better communication and less confusion across teams.
Ultimately, the move to a simplified system infrastructure means smoother workflows and more streamlined processes. For new employees, it’s easier to onboard, and for our teams, it’s easier to work efficiently and effectively.
Take Action: Reducing Multi-System Chaos in Your Business
If you’re dealing with multi-system chaos in your business, start by doing an audit of your systems.
Look at how many systems you’re using and assess which ones are necessary. Focus on the tools that are commonly used across departments and try to consolidate where possible.
The key to avoiding multi-system chaos is ensuring your systems serve your business needs, not the other way around.
By aligning your tools with your business strategy and operational flow, you’ll create a more cohesive environment that supports long-term growth.
Closing Thoughts
I encourage you to take a step back, look at your current tech stack, and ask yourself: Are we using the right systems in the right way?
If not, it might be time to reassess. The goal should always be to create a seamless, efficient, and cost-effective system that supports your business objectives, not a jumble of disconnected tools that slow you down.
Always here to help you start, grow, and thrive. Let me know how I can support your next big move.
