How We Helped Our Client Save Over $1M Through Strategic Tech Stack Reduction and Consolidation

Discover how we worked with this CRO eager to make an impact in his new role save the company over $1M by consolidating their tech stack. 

The Challenge

We often collaborate with CROs when they step into new roles, and they all share a common goal—making an impact quickly. This CRO was no different.

Upon joining the company, he inherited a tech stack that was overly complex, didn’t align with their evolving products or processes, and was riddled with inefficiencies. Multiple tools had overlapping features, leading to wasted resources and a lack of streamlined operations. He needed a fast, effective solution to simplify the system, eliminate redundancies, and set the team up for success.

The Solution

We collaborated closely with the new CRO to conduct a comprehensive audit of the company’s existing tech stack. The first step involved sitting down with key stakeholders to understand how each tool was being used and what business objectives they were meant to support. We then mapped out all the tools, diving deep into their functionalities, costs, and role in the overall workflow. Through this process, we identified several instances of feature overlap and tools that were no longer necessary for the company’s current needs.

A major pain point was that their current stack did not support their transition to a multi-product offering. Many of the tools were legacy systems that were originally set up for a single product and hadn't scaled effectively with the business. On top of that, there were multiple tools performing the same functions, which added complexity and inflated costs.

To address these issues, we presented a plan to consolidate tools, streamlining their stack into a more cost-effective and efficient setup. The most impactful change was migrating from Salesforce to HubSpot. HubSpot not only provided the CRM functionality they needed but also integrated several other key features, such as marketing automation and customer communication, eliminating the need for separate tools like RingCentral and Wingman by Clari. This consolidation reduced headcount from three to one in managing the CRM, freeing up resources while maintaining the integrity of the system.

By reducing their tech stack from a bloated, inefficient system to a streamlined, consolidated one, we saved the company over $1 million in tool and maintenance costs over three years, while empowering the CRO to make a significant impact in his new role.

The Approach

Learn more about our approach on how we solved this for our client below:

• Stakeholder Interviews: We began by conducting interviews with key stakeholders across the company to understand their needs, pain points, and the challenges they were facing with the current tech stack.

• Tech Stack Audit: Our team performed a full audit of the company's existing tools, documenting costs, usage, and any redundancies. We analyzed the tech stack’s ability to support their shift from a single product to multiple products.

• Automation and Integration Review: We reviewed manual processes and looked for opportunities to improve efficiency through automation and integrations. This step helped identify overlapping features and redundant tools that were no longer necessary.

• Cost-Benefit Analysis: We compared their current Salesforce setup with HubSpot. This involved assessing both platforms in terms of features, long-term scalability, and alignment with the company's growth plans.

• Tool Consolidation Plan: We identified tools that could be consolidated into HubSpot, eliminating the need for RingCentral and Wingman by Clari, which helped reduce costs and streamline operations.

• Presentation of Options: We presented the CRO and executive team with three key options:

  1. Maintain the current Salesforce setup with optimizations.
  2. Overhaul and rebuild Salesforce from the ground up.
  3. Migrate to HubSpot, which offered significant cost savings and simplified management.
     
     

• Projected Savings and Timeline: We provided the team with detailed projections showing $1M in savings over three years by migrating to HubSpot. We also developed a migration timeline that minimized disruptions to operations during the switch.

This structured approach enabled the CRO to make an informed decision and see immediate value from the tech stack overhaul.

The Impact

• $1M+ in Cost Savings: By consolidating tools and migrating to HubSpot, the company projected savings of over $1M in technology and operational costs over the next three years.
  
  
• Reduced Complexity: The switch from Salesforce to HubSpot simplified their tech stack, reducing the need for custom code and specialized management. This enabled them to streamline operations and eliminate redundancies, bringing efficiency to their sales processes.
  
  
• Headcount Reduction: By migrating to HubSpot, the company reduced their need for a three-person Salesforce management team to just one person managing HubSpot, further lowering ongoing costs.
  
  
• Improved Agility: The newly consolidated tech stack allowed the company to support its shift from a single product to a multi-product offering, providing the flexibility needed to adjust sales processes and scale faster.
  
  
• Operational Efficiency: The company gained live dashboards for tracking real-time data, leading to faster decision-making and more accurate forecasting.

This project empowered the CRO to make an immediate impact, reducing costs while simplifying and future-proofing the company’s operations while giving him a huge early win in his new role.

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