8 Strategies for consolidating your tech stack

With money on the mind, it’s no wonder that SaaS consolidation trends have continued.

This isn’t just a fleeting trend; it’s a strategic imperative for businesses aiming for efficiency, security, and a healthier bottom line. In 2025, a sprawling, ungoverned tech stack can quickly become a costly and unwieldy beast, hindering agility and draining resources.

The allure of specialized point solutions often leads to a proliferation of applications, each addressing a specific need. However, this fragmented approach can create significant challenges like inflated IT budgets and an increase in security vulnerabilities since the attack surface is larger.

The good news is that taming this beast is achievable through a deliberate and strategic approach. Here are key strategies to consider for consolidating and simplifying your tech stack.

1. The comprehensive discovery and analysis phase

The initial audit must go beyond a simple inventory. It requires a deep dive into application usage patterns, user satisfaction levels, the criticality of each tool to business processes, and the existing integration landscape. Engage with department heads and end users to understand their needs and pain points. 

Analyze the cost-benefit ratio of each application, considering not just the subscription fee but also the associated overhead in terms of management, training, and integration.

2. Defining the strategic technology blueprint

The “ideal future state” needs to be more than a wish list. It should be a well-defined blueprint aligned with your overarching business strategy, growth objectives, and risk tolerance. Consider the long-term scalability and flexibility of potential platforms. 

Define clear criteria for evaluating and selecting future technology investments, emphasizing integration capabilities, security standards, and vendor reliability.

3. Strategic prioritization and phased implementation

Identifying consolidation opportunities requires a nuanced understanding of the interdependencies between different systems. Prioritize quick wins – applications with significant overlap and low adoption rates. 

For more complex consolidations, develop a detailed phased implementation plan with clear milestones, responsibilities, and communication strategies. Ensure thorough testing and user training during each phase to minimize disruption.

4. Rigorous evaluation and platform selection

The selection process should involve a cross-functional team to ensure that the chosen platforms meet the needs of various stakeholders. Conduct thorough proof-of-concepts and pilot programs to evaluate the functionality, usability, and integration capabilities of potential solutions in your specific environment. 

Also consider the vendor’s long-term vision, support infrastructure, and commitment to innovation.

5. The power of integration and automation

Forgotten SaaS subscriptions can be inevitable, especially without the right automation tool. With a majority of IT teams automating key user lifecycle tasks such as user provisioning and deprovisioning (State of SaaS 2025), this means they’re also utilizing licenses accordingly.

Outside of onboarding and offboarding, keeping an eye on usage is incredibly important. While you can spend the tedious time going into each application individually to find out who is actually using what, using an integrated SaaS spend management platform, like BetterCloud, allows for you to have a single dashboard to view usage across your entire tech stack.

Not only is the manual legwork taken out of it, but you can make quick, strategic decisions when it comes to cutting certain licenses or applications altogether instead of cutting and waiting until someone “cries wolf”.

6. Establishing robust governance and proactive policies

Implementing a centralized governance framework for technology procurement and deployment is essential to prevent future sprawl. 

Define clear approval processes, establish architectural standards, and regularly review the existing technology landscape to identify new opportunities for optimization. Implement policies that encourage the adoption of standardized platforms and discourage the proliferation of redundant tools.

7. Cultivating a culture of technology ownership and collaboration

Technology decisions should not be made in a vacuum. Foster a culture of collaboration between IT, business units, and end-users. Encourage open communication about technology needs and challenges. Empower “technology champions” within different departments to advocate for efficient and effective technology utilization.

What’s a way to do this without it turning into a tedious chore? Sentiment surveys! With BetterCloud, you can send targeted pulse surveys to employees for their feedback on purchase and renewal decisions.

Once complete, BetterCloud helps you collect and process this sentiment data into an employee sentiment grid measured as an NPS to help easily identify opportunities for optimization.

8. Continuous monitoring, optimization, and adaptation

The journey of taming the IT beast is not a one-time project. It requires continuous monitoring of your technology stack, regular performance reviews, and a willingness to adapt to evolving business needs and technological advancements. Establish key metrics to track the success of your consolidation efforts, such as cost savings, improved efficiency, enhanced security posture, and increased user satisfaction.

Wondering how BetterCloud can help you consolidate your tech stack? Book a demo today.