Cut the Clutter: How to Optimize Your RevOps Tech Stack for 2025

Moving back in-house has its ups and downs. On one hand, there’s something deeply satisfying about untangling messy systems, fixing what’s broken, and bringing order to chaos. On the other hand… well, the systems are messy, the processes are broken, and the chaos is real.

If you’ve ever stared at a bloated, underused, overly complex tech stack and thought, “What even is all of this?” — you’re not alone. Welcome to the world of the Frankenstack.

For RevOps professionals, dismantling the dreaded Frankenstack has become table stakes. We inherit disconnected tools, redundant platforms, and software that’s been bought on impulse but never fully adopted. And as we head into the next fiscal cycle, there’s one big question on everyone’s mind:

What’s staying, what’s going, and what’s getting added to our tech stack for 2025?

In this post, we’ll explore how to assess, clean up, and rebuild your revenue tech stack with a clear strategy so you can do more with less and scale smarter.

The curse of the Frankenstack

Let’s be honest: most RevOps teams didn’t build a Frankenstack — we inherited one.

Over time, well-meaning teams across sales, marketing, and CS add tools to solve immediate problems. Someone buys a prospecting tool, someone else adds a forecasting solution, a team experiments with a project management platform — and before long, you’re looking at a maze of overlapping systems that don’t talk to each other and are barely used.

That’s the Frankenstack: a patchwork of disconnected tools, partial integrations, and unclear ownership. And while it might have “just happened,” it quickly becomes your problem to solve.

Here are a few telltale signs you're dealing with a Frankenstack:

• You have multiple tools doing the same thing, and no one’s really using any of them fully.
• You can’t track performance across the funnel without stitching together reports from three different systems.
• Your reps complain about context switching and admin overload.
• Your software budget is rising, but your tech ROI isn’t.

The result? More tools, less efficiency. More confusion, less insight. And ironically, the very systems that were supposed to accelerate growth end up slowing you down.

Bloated tech stacks (aka Frankenstacks) drain productivity, confuse users, and burn budget. Every tool adds admin overhead, slows down onboarding, and increases the risk of poor adoption. Plus, redundant features and disconnected systems create chaos instead of clarity.

Streamlining your stack helps your team focus, improves data visibility, and reduces costs, without sacrificing capability. In fact, today’s platforms are more powerful and multi-functional than ever, making it easier to do more with less.

As RevOps leaders, we have to play a tough role — part strategist, part systems architect, part tech stack police. Because if we don’t own the stack, the stack will own us.

How to audit and consolidate your stack

If you want to clean up a bloated, inefficient, or misaligned tech stack, you need to do more than skim the surface. A proper audit gives you visibility into what’s really going on — and where there’s room to consolidate, simplify, or improve.

Here’s a more detailed walkthrough of the 7 steps to get it right:

1. Inventory everything you have

Start with a full list of every tool used across your GTM teams — sales, marketing, customer success, and RevOps. This includes:

• CRM platforms
• Sales engagement tools
• Enablement systems
• Marketing automation platforms
• Analytics tools
• Contract management systems
• Internal collaboration tools

Be exhaustive. Include free tools, point solutions, and even one-off platforms used by individual team members. If someone logs into it for work, it’s part of your stack.

You can use a spreadsheet, project management board, or dedicated software management platform — whatever helps you keep things centralized and trackable.

2. Map the purpose and business case

For each tool, map out:

• Primary purpose: What business problem is this solving?
• Use cases: What workflows or processes does it support?
• Users: Which teams and individuals are using it? How often?
• Ownership: Who owns the tool and is responsible for managing it?
• Contract info: When does it renew? How much are you paying? Are there usage-based costs?

This exercise helps you understand not just what you have, but why you have it, and whether it still aligns with your current strategy.

3. Evaluate usage and adoption

A tool can look good on paper, but if no one’s using it (or using it properly), it’s dead weight.

Look at:

• Login and usage data: Most vendors can provide this.
• Adoption by role: Are the people it was intended for actually using it?
• Training and enablement gaps: Was the team ever taught how to use it effectively?
• User feedback: Do users find it helpful, or do they work around it?

This step will often reveal tools that were bought with good intentions but never got fully implemented or adopted.

4. Assess functionality vs. actual use

A surprising number of companies pay for premium-tier software, but only use a fraction of the features.

Ask yourself:

• What features are we actively using?
• Are we paying for functionality we don’t need?
• Are there features we should be using that we’ve overlooked?

This is also where you start looking for overlapping capabilities across tools. For example, your sales engagement tool might offer email tracking, but so does your CRM. Do you need both?

5. Identify redundancies, overlaps, and gaps

This is where things get interesting. You’ll likely find:

• Two or more tools doing the same thing (e.g., sales intelligence, call recording)
• Tools that don’t integrate, forcing manual workarounds
• Functional gaps that are holding your team back (e.g., no centralized reporting, no automated onboarding)

Call out these inefficiencies explicitly — they’re often hidden cost centers and friction points for your teams.

6. Spot consolidation and expansion opportunities

With a clearer view of what’s working and what’s not, you can:

• Consolidate: Replace multiple point solutions with a platform that does more (and integrates better).
• Upgrade: Expand usage of an existing tool that’s underutilized but has strong potential.
• Downsize: Eliminate tools that no longer serve a purpose or are not being used effectively.

The goal is fewer tools, more functionality, and better integration across your GTM systems.

7. Build a realistic transition plan

Consolidation sounds great, but change takes effort.

Build a phased plan that covers:

• Contract timelines: Avoid early termination fees where possible.
• Data migration: Ensure critical data is moved and mapped properly.
• Training and enablement: Get teams up to speed on new systems and workflows.
• Internal comms: Set expectations about what’s changing and why.
• Measurement: Track impact post-consolidation (e.g., cost savings, productivity gains, user satisfaction).

Pro tip: Involve stakeholders early to build buy-in and avoid surprises.

Bonus: Lean on your vendors

Don’t try to do it all alone. One of the best ways to get more from your stack (without buying anything new) is to tap into your Customer Success Managers and Account Managers.

Ask:

• What features are we underutilizing?
• How do similar customers use this tool?
• Can we integrate it better with other systems?
• Can you run a training session or health check?
• Most vendors are happy to help you succeed, especially if it increases the likelihood of renewal or expansion.

Why “less tech” = more ROI in 2025

There was a time when adding more tools to your tech stack felt like the way to scale faster. But as we head into 2025, the teams seeing the highest returns aren't the ones with the most software — they’re the ones using the fewest tools really well. Here's why streamlining is now the smarter move:

1. Tool fatigue is real (and costly)

When teams constantly switch between platforms to get work done, productivity takes a hit. Reps waste time logging into five tools just to follow up with one prospect. CSMs struggle to find key customer info because it’s scattered across systems. Multiply that by every person on your GTM team, and the impact on revenue is massive.

Less context-switching means more time actually selling, serving customers, and executing strategy.

2. You’re probably already sitting on redundant functionality

It’s not uncommon to find 2–3 tools in a stack that all offer overlapping capabilities — call recording, document tracking, scheduling, you name it. You’re paying for all of them… and probably using only one effectively.

Consolidation doesn't mean cutting corners. It means choosing flexible tools that can handle multiple jobs and reduce the clutter.

3. Integration gaps kill momentum

If your tools don’t talk to each other, your people have to do the translation. That means manual updates, duplicate data entry, and broken workflows. And when something breaks, nobody knows where to look.

Fewer tools, better integrated, lead to smoother processes, faster onboarding, and better visibility across the customer journey.

4. Consolidated tools mean better enablement and adoption

It’s easier to train people on fewer systems. It’s easier to reinforce habits when workflows live in one place. And it’s easier to build a culture of execution when your team isn’t bogged down by a stack they barely use.

When tech is intuitive, aligned with how your team works, and actually supports their daily flow, they’ll want to use it.

5. Every tool carries a hidden ops and admin burden

Every new tool adds complexity. Someone has to manage the license, own the data, maintain the integrations, and support the users. Multiply that by 20+ tools, and you’ve built a hidden full-time job (or several).

A leaner stack reduces the load on Ops, IT, and Enablement, freeing them up for higher-impact work.

6. Budgets are still scrutinized — and will be in 2025

Economic uncertainty hasn’t gone away. Most companies still face intense pressure to justify every spend. A bloated stack with low adoption is an easy target when budget cuts hit.

Showing that you’ve proactively streamlined — and are getting more from fewer tools — makes you a better partner to finance and leadership.

7. The best tools are getting better

Modern platforms aren’t just more powerful — they’re more user-friendly, more integrated, and more supportive of asynchronous collaboration.

For example, tools like Flowla now combine project management, buyer collaboration, and agentic enablement workflows into one hub, eliminating the need for multiple point solutions while actually improving the experience for sellers and customers.

Start with strategy, not shiny tools

In RevOps, one of the hardest battles we fight is against “shiny new tech syndrome.” Every quarter, a new tool promises to solve all your problems with AI, automation, or analytics. But without a clear strategy, even the best tool becomes shelfware.

So before you buy (or renew) anything, zoom out.

Ask:

• What are our go-to-market goals this year?
• Where are the gaps holding us back — in process, data, visibility, or team efficiency?
• What’s already in our stack that we could better leverage to close those gaps?

Technology should be the last step, not the first. Once you understand your objectives and challenges, you can align tech to support the business, not distract from it.

Here’s a simple rule of thumb:

Right tech, at the right time, for the right reasons, with the right integrations.

That means:

• Solving real problems
• Supporting critical use cases
• Working seamlessly with your other tools
• Being usable by the teams who actually need it

In short, buy tech when it fits your strategy, not just because it looks good in a demo.

Final word

By cutting out the noise, consolidating tools, and focusing on what really works, you can streamline your tech stack and actually unlock more value from your existing systems.

In 2025, “less tech” is the smarter strategy. You don’t need a bloated stack to succeed. Instead, focus on tools that genuinely support your go-to-market goals, work well together, and empower your team to execute seamlessly.

As RevOps professionals, it’s our job to lead the charge in simplifying and optimizing our tech stacks. By doing so, we can reduce inefficiencies, lower costs, and build a foundation that scales smarter, without the chaos.

It’s time to move beyond the Frankenstack. The future is about smart, purposeful consolidation — and it starts now.