How to review and optimise your technology stack

To get started, set aside time each year to list every piece of software and technology your business uses. For each item, ask a simple question: is it still the best tool for the job? This regular check-up ensures your business runs efficiently, securely, and doesn't waste money on outdated or unused tools.

What is a technology stack?

Don't be put off by the jargon. A "technology stack" is simply the collection of software, apps, and tools you use to run your business. It’s everything from the platform your website is built on (like Shopify or WordPress), to your accounting software (like Xero or QuickBooks), your email marketing service (like Mailchimp), and even the tool you use to schedule social media posts.

Why bother reviewing it?

Taking the time to review your tech stack might feel like a chore, but the benefits are significant. A regular audit helps you to:

• Save money: You might be paying for subscriptions you no longer use or find cheaper alternatives that do the same job.
• Improve efficiency: New tools might automate tasks that you currently do manually, freeing up valuable time.
• Increase security: Using outdated software can leave your business vulnerable to cyber attacks. A review ensures everything is up-to-date and secure.
• Stay competitive: Technology moves fast. Making sure your tools are modern helps you provide a better service to your customers and keeps you from falling behind competitors.

A simple 4-step process to review your stack

You don't need to be a technical expert to do this. Just follow these straightforward steps.

1. List everything you use

Create a simple spreadsheet and list every piece of technology your business relies on. For each tool, note down:

• Its name (e.g., Google Workspace)
• Its purpose (e.g., Email and documents)
• Its cost (e.g., £9.20 per user, per month)
• Who uses it

2. Ask the right questions

Go through your list item by item and ask these critical questions:

• Is it essential? Do we actually use this tool and do we still need it?
• Is it effective? Does it do its job well, or does it cause frustration?
• Is it good value? Could a different tool do it better, or could we get the same result for less money?
• Is it secure? Is the software regularly updated by its provider?
• Is it integrated? Does it work well with the other tools in our stack?

3. Research alternatives

If you identify a tool that isn’t pulling its weight, start looking for a replacement. A great way to start is by searching for "[Tool Name] alternatives". Look at review websites like G2 or Capterra, ask for recommendations in business forums, and most importantly, make use of free trials to see if a new tool is a good fit before you commit.

4. Make a plan to switch (or stick)

Based on your research, decide what to keep, what to replace, and what to get rid of entirely. If you decide to switch to a new tool, plan the move carefully. Think about how you will transfer any data and how you will get yourself or your team up to speed on the new system to avoid disrupting your business.

Top tips for a successful review

Schedule it: Block out time in your calendar once or twice a year to do this. If you don't schedule it, it won't happen.
Involve your team: If you have employees, ask for their feedback. They use these tools every day and will have valuable insights.
Don't change for the sake of it: The goal is to improve your business, not just to get the newest, shiniest toy. If your current tool works perfectly well, is secure, and is good value, there's no need to change.