Smart Cuts: How to Audit and Reduce Your Team’s Tool Overload

If you’ve recently taken a closer look at your team’s monthly expenses, you’re not alone. A lot of companies are finding that they’re spending more than they realized on software tools, subscriptions, and digital services. And while some of these are mission-critical, others may be collecting dust in the background.

Whether you’re in the middle of budget planning or just trying to clean up your operations, there’s a good chance you’ll spot tools that haven’t been used in months. Knowing what to cut and how to do it without disrupting your team isn’t always straightforward.

We work with companies that are trying to maximize the value of their existing systems and investments. That often includes helping teams sort through their tech stack and decide what’s worth keeping. This post is a guide for managers who are ready to start simplifying things.

Start by Taking Inventory (Not Just Looking at the Budget)

The first instinct is usually to open up the finance report and look for the biggest line items. But that only tells part of the story. The best way to get started is to ask the team what they use and what they like.

Try this:

• Ask each department or team lead to list the tools they’re using regularly. Weekly and monthly use are good thresholds to start with.
• Compare those lists with what shows up on your billing records.
• Watch for duplicates. Are two teams using different tools to do the same job?
• Don’t forget to include internal tools like design platforms, analytics dashboards, and any plugins or services tied to your development process.

You’ll probably discover a few surprises. That tool you signed up for last year to run a quick survey? Still billing you. The analytics platform your team used for one campaign? Quietly running in the background.

Be On the Lookout for Hidden Overlap

Tool bloat doesn’t always come from big-ticket items. Sometimes, it creeps in when teams grow and individuals bring in their personal preferences or old habits. Documentation is one of the most common areas where this happens.

We’ve worked with teams that have technical documentation spread across:

• GitHub Wikis
• Confluence
• Notion
• Google Drive

Each tool was introduced with good intent—maybe by a new engineer, a different agency, or a growing product team—but the result is scattered knowledge and rising costs. Even worse, no one’s quite sure where the “source of truth” lives.

In cases like this, picking one central documentation platform can save money and help everyone stay aligned. Ask your team which tool they like best and cut down from there.

Another red flag? Tools that solved a real problem years ago, but now feel overly complex compared to what’s needed. We’ve seen clients paying for expensive automation tools or internal dashboards that could now be replaced with:

• A Zapier workflow
• A Google Sheet connected to a form
• A simple webhook or email integration

The tools you started the company with are most likely not the most modern way to accomplish the task. Don’t be afraid to revisit those decisions.

Assign Ownership to Every Tool

One reason tools stick around long after they stop being useful is that no one owns them. When responsibility is vague, tools get renewed by default—even when they’re not adding value. A simple way to address this is by assigning a single point of contact for every paid tool or service. That person doesn’t need to manage the tool itself, but they should be able to speak to how (and if) the team is using it.

When someone owns a tool, it’s easier to:

1. Review usage regularly
2. Make a recommendation about keeping, downgrading, or canceling
3. Track license counts and reduce unnecessary seats
4. Know who to check with before making changes

This type of ownership helps avoid unnecessary renewals and opens up conversations about alternatives that might better serve your team- something we often explore through maintainability-focused audits.

Be Thoughtful About What You Cut

Not every unused tool can (or should) be removed right away. Even if something isn’t actively used, it may still be connected to your workflows, store important data, or support occasional but critical tasks.

Before you remove a tool, ask:

• Is anyone using this tool behind the scenes?
• Does it store any data we’ll need later?
• Is it connected to other systems or automated processes?
• If we turn this off, what breaks?

If you’re unsure, it’s always a good idea to involve your technical team or your development partner. For example, if you’re considering removing a dev tool or deployment service, a quick conversation with the engineering team can prevent accidental downtime or broken integrations.

Sometimes, the best first step is to reduce rather than remove. You may be able to downgrade a subscription tier or reduce the number of unused seats, which can still result in significant savings.

Make It a Process, Not a One-Time Clean Up

When tools get cut without context, it can make people feel like resources are being taken away. But when tool reviews are part of a regular process, it becomes less about budget and more about alignment.

Here are a few ways to make this part of how your team works:

• Communicate clearly: Let your team know you’re reviewing tools to streamline and focus, not just to cut costs.
• Involve the right people: Don’t just cancel a tool based on usage stats. Ask the folks who use it how it fits into their workflow.
• Set a review schedule: Quarterly reviews make it easier to spot tools that have outlived their usefulness.

When teams see that tool changes are thoughtful and collaborative, they’re more likely to buy into the process and suggest their own ideas for what could be removed or improved.

Wrapping Up

Cleaning up your tool stack doesn’t have to be disruptive. With a bit of coordination and a focus on what’s actually being used, you can simplify your systems, save some budget, and help your team stay focused on what matters.

If your team is looking to simplify, document better, or revisit tools that may be overkill for what you need today, the team at Planet Argon has been through it. We’ve helped clients transition from scattered systems to streamlined setups that are easier to manage and more cost-effective. It’s not about doing more with less—it’s about doing the right things with what you already have.

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FAQ's

Q. How often should we audit our tools and subscriptions?

We recommend a quarterly review. This makes it easier to catch unused tools before they auto-renew and keeps your team’s workflow aligned with current needs.

Q. What’s the best way to start a tool audit?

Start by asking each department what tools they use regularly, then compare that with your billing records. This will highlight duplicates, underused services, and potential savings opportunities.

Q. How do I know if a tool is worth keeping?

Consider frequency of use, team feedback, integration with other systems, and cost vs. value. If it’s mission-critical or heavily relied on, it stays. If it’s redundant or unused, it may be time to reduce or remove it.

Q. What if a tool isn’t used often but still serves an occasional purpose?

If a tool is only used occasionally but serves a critical role, consider downgrading the plan or assigning clear ownership so it doesn't get forgotten—but avoid removing it abruptly without understanding dependencies.

Q. Who should be involved in the audit process?

Involve team leads, finance, and at least one technical stakeholder. This ensures the audit reflects real usage patterns and avoids cutting tools that are quietly important to development or operations.

Q. What if team members push back on removing a tool they like?

Treat tool changes as a collaborative conversation, not a top-down decision. Encourage feedback, look for alternatives, and be transparent about the goals: efficiency, clarity, and avoiding waste—not just budget cuts.

Q. Can Planet Argon help with simplifying our tech stack?

Yes! We’ve worked with many teams to streamline their tools, document their systems, and eliminate unnecessary complexity. Contact us to learn more.