Tool Stack Consolidation Audit (Onboarding)

Tool Stack Consolidation Audit (Onboarding)

1. 01

   Inventory every productivity subscription the client pays for, including seats that were never provisioned

   Pull the last three months of card and invoice statements, then reconcile against the admin console seat count. Ghost seats on meeting transcription and scheduling layers are the most common finding and the fastest line item to cut.

2. 02

   Map each tool to the single job it performs before judging whether it earns its renewal

   Write one verb per tool: transcribes, schedules, summarizes, tracks time. When two tools share the same verb, one of them is redundant regardless of how the team feels about it.

3. 03

   Score overlap against the suites the client already owns

   Microsoft 365 and Google Workspace both ship meeting notes and drafting assistance inside existing per-seat pricing. A standalone note-taker only survives the audit if it does something the suite demonstrably cannot.

4. 04

   Interview two power users and one skeptic per department, not the department head

   Adoption claims from leadership rarely match usage data. Ask the skeptic which tool they stopped opening and why, because that answer usually names the real workflow gap.

5. 05

   Quantify hours recovered per tool per month using tracked data rather than survey estimates

   RescueTime or TMetric output gives you a defensible number for the business case. A scheduling layer that saves a coordinator four hours a month is a different decision than one that saves forty minutes.

6. 06

   Produce a keep, consolidate, or cut recommendation with the annual dollar figure attached to each line

   Present the savings next to the migration cost, including the internal hours to export data and retrain staff. A cut that costs more to execute than it saves in year one belongs in a later phase.

7. 07

   Sequence the cuts so no client-facing deliverable loses coverage during transition

   Retire internal-only tools first, then anything touching client meetings or shared documents. Run old and new in parallel for one billing cycle before cancelling.