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Next Steps & Resources

You've read the guide. Now it's time to take action. Here's your roadmap.

Your Action Plan​

Week 1: Complete Audit

  • Gather all tool information
  • Complete stack audit spreadsheet (including API/integration columns)
  • Calculate total costs
  • Map all integrations and connections

Week 2: Assess Business Needs & Integration

  • Assess if tools meet current business needs
  • Evaluate future business needs
  • Check API availability for all tools
  • Map integration status (what connects, what doesn't)
  • Identify integration problems

Week 3: Evaluate Flexibility & Risk

  • Assess vendor lock-in risks
  • Test data export capabilities
  • Evaluate tool fit and flexibility
  • Identify tools that can't be replaced easily

Week 4: Identify Issues & Plan

  • Identify true redundancies (not all-in-one consolidation)
  • Evaluate usage and ROI
  • Prioritise optimisation opportunities
  • Create implementation plan

Month 2: Implementation

  • Fix broken integrations
  • Set up API connections where missing
  • Cancel unused tools
  • Replace tools that don't meet needs
  • Test all changes thoroughly
  • Train team on changes

Ongoing:

  • Quarterly stack reviews
  • Monitor new tool additions
  • Ensure tools continue to connect properly
  • Track improvements (functionality, connectivity, flexibility, cost)
  • Optimise continuously

Tools & Templates​

Stack Audit Spreadsheet​

Create a spreadsheet with the columns outlined in Step 1. Use Google Sheets or Excel. Include all the columns: Tool Name, Category, Monthly Cost, Annual Cost, Users, Cost Per User, Contract Type, Renewal Date, Use Case, Who Uses It, Frequency, API Available, Integration Status, Integration Issues, Criticality, Notes.

Cost-Saving Calculator​

Create a simple calculator to:

  • Calculate potential savings
  • Compare options
  • Calculate ROI

Negotiation Scripts​

Use the email templates provided in Step 7. Customise them for your situation.

Decision Frameworks​

Use the frameworks provided throughout this guide:

  • Tool comparison framework (Step 2)
  • Self-hosting decision matrix (Step 4, Step 6)
  • Consolidation evaluation template (Step 5)

Additional Resources​

Tool Comparison Sites​

  • G2, Capterra for tool comparisons
  • Pricing information
  • Feature comparisons

Cost Tracking Tools​

  • Subscription management tools
  • Budget tracking apps
  • Cost monitoring services

Communities & Forums​

  • Reddit communities (r/marketing, r/smallbusiness)
  • Industry forums
  • Tool-specific communities

Further Reading​

  • Articles on marketing tech optimisation
  • Case studies from other companies
  • Industry reports on tool costs

When to Get Help​

Consider Professional Help If:

  • Stack is very complex (20+ tools)
  • You don't have time for full audit
  • Technical migrations are needed
  • Negotiations aren't working
  • You want expert recommendations

What Help Might Include:

  • Complete stack audit
  • Tool recommendations
  • Migration assistance
  • Negotiation support
  • Ongoing optimisation

Note: This is informational. If you need help, consider reaching out to marketing technology consultants or agencies that specialise in stack optimisation.

Final Thoughts​

Key Principles:

  1. Business Needs First: Tools must meet your actual needs (now and future)
  2. Connectivity is Critical: All tools must connect via APIs
  3. Flexibility Matters: Avoid vendor lock-in, ensure data portability
  4. No All-in-One Tools: There is never a tool that does everything well
  5. Best-of-Breed Approach: Choose the best tool for each function
  6. Cost is One Factor: Optimise cost while maintaining functionality and flexibility
  7. Regular Audits: Optimisation is ongoing, not one-time

Remember:

  • Tools that don't connect create more problems than they solve
  • Vendor lock-in is a major risk - avoid it
  • Data portability protects your business
  • Flexibility allows you to adapt as needs change
  • Cost optimisation should never sacrifice functionality or flexibility

Your Goal:

  • Build a stack that meets your business needs
  • Ensure all tools connect properly via APIs
  • Maintain flexibility to adapt and change
  • Optimise costs while preserving functionality
  • Avoid vendor lock-in and data portability issues

Checklist: Are You Ready?​

Before you start, make sure you have:

  • Time allocated (4-6 hours for full audit)
  • Access to billing/subscription information
  • Team members available for input
  • Spreadsheet or tracking system ready
  • Understanding of your business needs
  • Willingness to make changes

You're Ready When:

  • You understand your current stack
  • You know your optimisation goals
  • You have a plan
  • You're committed to following through

Previous: Common Pitfalls to Avoid

This guide was created by Pacing Agency to help companies optimise their marketing technology stacks. For questions or feedback, visit docs.pacing.agency.