Article summary
Leading IT organizations recognize that competitive advantage comes not from having more tools, but from having the right tools working in harmony. Follow these criteria for assessing what’s working and where to optimize. First, security. This isn’t about finding the most locked-down tools—it’s about identifying platforms that enable secure collaboration at scale. Second, simplicity. Look for platforms that can handle multiple use cases without forcing users to master different interfaces for different functions. Finally, scale. Build technology foundations that accelerate business growth rather than constrain it. Remember: Your next IT stack review isn’t just about reducing complexity—it’s about building competitive advantage through strategic technology choices.
The era of reactive IT management is over. Today’s IT leaders are strategic architects, tasked with building technology ecosystems that don’t just support business operations—they accelerate competitive advantage. Yet most organizations remain trapped in the complexity of their own making, managing an average of 112 work applications while watching productivity decline.
The question isn’t whether to conduct an IT stack review—it’s how to execute one that delivers measurable business outcomes. After analyzing hundreds of successful consolidation initiatives, three criteria consistently separate strategic wins from tactical Band-Aids: Security posture, operational simplicity, and future scalability.
The strategic imperative behind tech stack reviews
Enterprise IT has reached an inflection point. While global SaaS spending continues to grow, the number of applications in the average enterprise actually declined for the first time in 2024. This isn’t cost-cutting—it’s strategic optimization.
Leading IT organizations recognize that competitive advantage comes not from having more tools, but from having the right tools working in harmony.
The most successful stack reviews start with a fundamental shift in perspective: From evaluating individual applications to architecting integrated ecosystems. This approach transforms consolidation from a reactive maintenance task into a proactive driver of business value.
Security: Building your foundation for growth
Security-first thinking fundamentally changes how you evaluate your technology stack. Instead of adding security as an afterthought, you architect it as the foundation that enables everything else.
Assess your current attack surface
Every application in your stack represents a potential vulnerability. Tools that can’t integrate with your identity management systems create shadow IT risks. Platforms without enterprise-grade compliance certifications limit your ability to handle sensitive data. Calculate not just licensing costs, but the hidden expense of security monitoring, compliance auditing, and incident response across your entire portfolio.
Evaluate consolidation opportunities through a security lens
When you consolidate multiple point solutions onto a platform with robust SSO, SCIM provisioning, and role-based permissions, you don’t just reduce complexity—you strengthen your security posture. Look for platforms that meet the highest standards: SOC 2 Type II, ISO 27001, GDPR, and HIPAA compliance where relevant.
Consider the human factor
Security breaches often happen at the intersection of tools. When employees use multiple platforms that don’t integrate well, they create workarounds that bypass security protocols. Platforms that reduce friction in secure workflows actually improve compliance.
The security criterion isn’t about finding the most locked-down tools—it’s about identifying platforms that enable secure collaboration at scale.
Simplicity: Optimizing for human performance
Operational simplicity directly impacts your organization’s innovation velocity. Harvard Business Review found that employees waste 3.5 hours per week switching between tools. That represents millions of dollars in lost productivity annually.
Map workflow complexity, not just feature lists
The most feature-rich platform isn’t necessarily the most effective. Instead, evaluate how tools fit into actual work patterns. Can teams move seamlessly from ideation to execution? Do integrations eliminate manual handoffs? Does the platform reduce or increase cognitive load?
Assess the total experience, not individual touchpoints
Simple doesn’t mean basic—it means intuitive and integrated. Look for platforms that can handle multiple use cases without forcing users to master different interfaces for different functions. The goal is to minimize context switching while maximizing capability.
Evaluate learning curves and adoption patterns
Complex tools often show impressive demos but struggle with real-world adoption. Review platforms based on how quickly teams can become productive, not just what’s theoretically possible. The best consolidation candidates are powerful enough for expert users but accessible enough for occasional collaborators.
When Workday evaluated visual collaboration platforms, simplicity was a decisive factor. “Miro showed up as head and shoulders above the competition in every way,” noted their VP of IT Infrastructure, because it delivered enterprise capabilities without enterprise complexity.
Scale: Architecting for future growth
Scalability encompasses more than just technical performance—it’s about building technology foundations that accelerate business growth rather than constrain it.
Think beyond current requirements
The platforms you choose today will shape your organization’s capabilities for years to come. Evaluate solutions based on where your business is headed, not just where it is now. Can the platform handle increasing collaboration demands? Does it integrate with emerging technologies? Will it support new ways of working as they evolve?
Assess ecosystem adaptability
Future-ready platforms don’t just scale vertically—they expand horizontally through integrations and customizations. Look for solutions with robust APIs, extensive integration ecosystems, and the flexibility to adapt to changing business requirements without wholesale replacement.
Consider operational scale
As your organization grows, can your technology stack grow with it without proportional increases in management overhead? The most scalable solutions reduce administrative burden while expanding capability.
At Keller Williams, scalability thinking drove their consolidation decision. By choosing a platform that could support 300 people across multiple teams in complex planning sessions, they reduced time to market by 50% while increasing sprint velocity by 10%.
Executing your strategic review
The most effective IT stack reviews follow a structured process that maintains focus on business outcomes.
Start with business impact mapping
Before evaluating any tools, clearly define the business outcomes you’re trying to achieve. Faster innovation cycles? Better cross-functional collaboration? Reduced operational risk? Your criteria should directly connect to these goals.
Use data to drive decisions
Combine usage analytics, user feedback, and financial analysis to create a comprehensive view of your current state. Visual collaboration platforms like Miro become invaluable for mapping complex relationships and building stakeholder consensus around consolidation decisions.
Pilot strategically
Test consolidation decisions with representative user groups before organization-wide rollouts. The most successful implementations balance technical validation with change management planning.
The path forward
Your next IT stack review isn’t just about reducing complexity—it’s about building competitive advantage through strategic technology choices. Organizations that master the balance between security, simplicity, and scale create technology ecosystems that don’t just support their business strategy—they accelerate it.
The companies that will dominate the next decade won’t necessarily be the ones with the most advanced individual tools. They’ll be the ones with the most strategically integrated technology ecosystems, built on platforms that grow stronger as they scale.
Ready to transform your IT stack review into a strategic advantage? Start by mapping your current landscape through the lens of security, simplicity, and scale—then build toward the future your business deserves.
