(This is part two of my series on getting your business organized. If you missed the first part, you can check it out here.)

Now that we’ve taken the time to evaluate what’s working in our business (and what’s not), and we’ve started getting our tasks and projects back under control, the next step is to look at something most of us avoid for far too long:

Our platforms and apps.
You know… the actual tools that run our business.

If you’re anything like me, especially at the beginning of running your business, it’s very easy to sign up for shiny new tools, try them for a while, and then move on without cleaning up what’s left behind. Or maybe you’ve outgrown some platforms but still have random tasks, emails, or settings floating around in them.

So today, we’re going to take a closer look at the tools in your business, what’s serving you, what’s not, and where you can simplify.

Step 1: Create a Full Inventory of Your Platforms

Start by making a simple list of every platform you use to run your business.

Write down:

• Platform name

• What you use it for?

• How much does it cost? How often do you pay for it?

• How often do you actually use it?

This alone can be eye-opening. Sometimes we realize we’re paying for tools we barely use or have forgotten about entirely!

Use this free Google Sheet to get started.

Step 2: Evaluate Each Platform Honestly

For each platform, ask yourself:

• Do I enjoy using this?

• Is it helping me or slowing me down?

• Does it overlap with something else I’m paying for?

• Am I using it effectively?

• Does it still make sense for the way my business runs today?

This is where I like to use a simple keep / archive / consolidate method.

Is this something I want to keep or delete? Do I want to consolidate it with another platform? Am I using it to the best of my ability?

Sometimes the issue isn’t the platform; it’s that we haven’t taken the time to learn how to use it well. Other times, we’ve simply outgrown it.

Step 3: Identify Overlapping Tools (We All Have Them!)

It’s so common to end up with:

• Two different schedulers

• Multiple platforms storing client info

• A random CRM you tried six months ago

• Three ways to create forms or checklists

• An old automation tool with a few lingering zaps still running

When you run a business long enough, this happens naturally. So don’t overthink it, just look for ways to streamline.

Ask yourself:

• Can I consolidate these tasks into fewer platforms?

• What tool am I actually using the most?

• Which tools feel easy and which feel like a chore?

Step 4: Clean Up and Consolidate

Once you’ve identified the platforms you want to keep, it’s time to move everything in that direction.

For me, this looked like:

• Moving lingering tasks from older platforms into the ones I use daily

• Deleting outdated automations

• Cleaning up old templates and forms

• Making sure each platform has a clear, specific purpose

I also took a deeper look at the tools I enjoy using the most. If I like working in a platform, I’m far more likely to use it consistently and get the most out of it.

Most of us don’t use our platforms to their full potential anyway, so this is a great opportunity to explore features that might make your life easier.

Step 5: Create One Place to Store Platform Information

This step is a lifesaver, especially as you grow.

Create a document or spreadsheet where you can store:

• Platform name

• Purpose

• What it connects to

• Where key settings live

• Renewal dates

• Notes for future you

This becomes your “tech hub”—a central place to reference whenever you need to make decisions, update things, or onboard a team member.

Choose a tool like Google Docs, Google Sheets, Airtable, or Notion, whatever feels simple and manageable for you.

Celebrate Your Streamlined Tech Stack

Once you’ve organized and consolidated your platforms, your business will instantly feel cleaner and easier to manage and navigate. Everything has its place. You know what you’re using. You know what you’re paying for. And you know why.

This clarity makes it so much easier to move into the next part of the series, where we’ll look at your workflows, SOPs, and automations.

When your platforms are organized, mapping your workflows becomes so much smoother. So stay tuned!

Organization Doesn't Have To Feel Overwhelming. And You Don't Have To Do It Alone

During a Workflow & Automation Strategy Call, we’ll simplify your processes, uncover time-saving automations, and workflows that help you stay on track, without frustration or burning out.