Best Practices June 01, 2026 • 4 min read

Written by The Spend Shift Optimization Desk

It is a common scenario in mid-sized businesses: the Marketing team prefers **Monday.com**, the Engineering team uses **Jira**, and the Sales Operations team runs on **Asana**. Each team has purchased their own licenses, resulting in fragmented workflows, siloed communication, and significant budget waste.

In our audits, we regularly see companies paying for 3 to 4 overlapping project management tools. Here's how to consolidate them without causing mutiny in your departments.

The cost of tool redundancy

Beyond the direct subscription fees (which can add up to thousands of dollars per month), duplicate tools create hidden overhead:

• Context Switching: Employees waste time jumping between platforms to look for task files or check project progress.
• SaaS Integration fees: Connecting Monday, Asana, and Jira to your other enterprise systems requires multiple custom API webhooks or paid Zapier subscriptions.
• Administrative Burden: IT teams must spend hours managing access logs, passwords, and billing contracts for multiple vendors.

How to Consolidate Successfully

Consolidating is more about change management than software licenses:

1. Perform a usage check: Use SSO data to verify which platform has the highest login rate and user adoption.
2. Hold a feature audit: Map the specific features each department uses. Often, Monday's automated boards or Asana's calendar timelines can be recreated in the other platform.
3. Choose one central tool: Establish one tool as the corporate standard. Grandfather existing projects to prevent disruptions, but require all new projects to be launched in the selected tool.
4. Provide training: Invest in onboarding workshops to help team members adapt to the new tool's layout and settings.

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