Tool Fatigue: Why a Cohesive Tool Bundle Can Outperform an Array of "The Best" Tools
I've been fortunate to work with some amazing companies- startups and enterprise. One thing a lot of these organizations have in common is a convoluted tech stack. This is especially true with startup companies where, in the race to exceed growth targets, teams are often given the green light to go and get the "tools they need to get the job done". They usually go out and find the "best tool" for that job, according to online reviews or tech website reviews.
This almost unchecked implementation of different solutions often leads to what I like to call "tool fatigue". This is when, despite having the "best-in-class" tools, teams find themselves overwhelmed and less efficient because they have too many tools to manage.
The allure is undeniable, of course. Each tool on its own usually offers superior functionality, cutting-edge features, and the promise of enhanced efficiency. However, when these tools are obtained and deployed in a vacuum, rather than part of a larger ecosystem, they can create more problems than they solve.
The Hidden Challenge of Best-in-class Tools
When many teams begin to invest in these solutions, they often overlook the downstream effect and the bigger picture. Each of these tools may excel in a certain aspect, but they often require hours of implementation, integration, and ongoing maintenance to ensure that the features and interoperability stay intact!
Fragmented Workflows: Teams end up juggling multiple tools, each with its own interface, login credentials, and learning curve. This fragmentation disrupts the workflow and increases the time spent switching between tools.
Redundant Data Entries: Without seamless integration, information often needs to be entered multiple times across various platforms. This redundancy not only wastes time but also increases the risk of errors.
Inconsistent User Experience: Different tools come with different user experiences and interfaces, making it challenging for teams to adapt quickly. This inconsistency can lead to frustration and decreased productivity.
Increased Learning Curve: With each new tool introduced, there is a learning curve associated. Training employees on multiple tools can be time-consuming and costly.
To put this into perspective, I remember working with a company where most of what they were bragging about during the first days of onboarding were how they have all of the amazing tools that are the absolute best in their space. And it was true- if you had gone to G2 or Forrester and looked up the best tool for each category, they had the #1 tool in each one.
However, when I dug deeper in how the revenue teams were using these tools, it turned out that most were simply using spreadsheets. While these tools were "best-in-class", they did not work well together- so instead of entering the same information across 3-4 tools, these teams just used their CRM and everything else was found in spreadsheets and personal notes.
The Power of a Cohesive Tool Bundle
It turns out, paying for amazing tools that are not being used is wasteful. You can get around this by implementing tool bundles. Even if the tools themselves are not "best-in-class" individually, they can provide a superior experience when used together.
Let's take a moment to consider a team that uses Google or Microsoft for their workplace productivity- email, calendar, documents; etc. While Zoom and Slack are arguably better standalone solutions for virtual meetings and chat, they can contribute to technical debt and tool fatigue.
Using M365 as an example, relying on their tool stack for the core capabilities creates several advantages:
Seamless Integration: Tools seamlessly integrate with other M365 tools such as Teams, Outlook, OneDrive, SharePoint, and Dynamics CRM. This integration ensures that information flows smoothly across platforms without the need for redundant entries or special APIs that can break with each update.
Unified User Experience: A consistent user interface, and central "hub" across the M365 ecosystem makes it easier for employees to navigate and use the tools effectively.
Enhanced Collaboration: Solutions such as Teams provide a unified platform for communication, file sharing, and collaboration, reducing the need to switch between multiple tools.
Cost Efficiency: The money saved from not investing in separate tools, as well as the time saved from not needing to integrate and maintain interoperability between disparate tools can be reallocated to other areas, maximizing overall business value.
Integration, not Isolation
It is very tempting to go out and get "the best". However, the best tools in isolation may not be the best tools for you when integrated. A cohesive bundle, even if all the tools are not the top tools for each category, can be far more efficient, streamlined, useable, and cost-effective. The key is to ensure that you are doing what is best for your team and the work that needs to be done- focusing on what these tools mean in terms of usability and interoperability, as well as fatigue.
In the end, the goal is smarter work, and not harder work. So, the next time you're tempted to invest in the latest and greatest tool, take a step back and consider the bigger picture. Sometimes, the best tool for the job is not the one with the most features, but the one that fits seamlessly into your existing workflow and enhances overall efficiency.
