Top 5 Challenges of System Consolidation (And How to Overcome Them)

1. Overlapping & Redundant Tools

Post-integration, many MSPs face a sprawling tech stack with multiple tools performing the same function—PSAs, RMMs, backup solutions, or spam filters. This redundancy isn’t just expensive; it also creates inefficiencies and confusion among teams.

Every tool comes with its advocates. Leadership may prefer one PSA, while technicians swear by another. This can lead to analysis paralysis or decisions based on personal preference rather than strategy.

How to Overcome It: Establish Clear Decision Criteria

• Audit the Stack Early: Conduct a comprehensive inventory of all tools used by both organizations.
• Evaluate Against Goals: Align tools with your strategic priorities, such as scalability, client experience, or automation capabilities.
• Pilot Before Committing: Run side-by-side comparisons of overlapping tools to determine which performs better in real-world scenarios.

Pro Tip: Focus on the tools that will best support your future business—not just what’s working now.

2. Increased Security Risks

An unaligned tech stack isn’t just inefficient—it’s a security liability. Redundant tools, especially those with outdated security roles for users who may no longer be with the company, create an expanded attack surface.

For example, managing email security with multiple spam filters can increase the risk of phishing emails slipping through or leave one of the tools vulnerable to compromise. Every extra tool with outdated access credentials is an open door for potential breaches, putting client data and your reputation at risk.

How to Overcome It: Minimize Your Attack Surface

• Streamline and Vet Your Security Stack: Reduce your toolset to a select, highly vetted group of security solutions covering critical functions like AV/EDR, spam filtering, endpoint management, and backup. Fewer tools mean fewer entry points for attackers.
• Enforce User Role Reviews: Regularly audit and update security roles across all tools to ensure only current, authorized personnel have access. Remove accounts for former employees to close unnecessary security gaps.
• Strengthen Monitoring Across Systems: Consolidating tools enables centralized monitoring, making it easier to detect anomalies and enforce security protocols consistently.

Pro Tip: Reducing the surface area of your tech stack isn’t just about efficiency—it’s about safeguarding your clients and your business. A streamlined, secure infrastructure reduces vulnerabilities, enhances oversight, and ensures you’re prepared to defend against evolving threats.

3. Inconsistent Reporting and KPI Tracking

Accurate reporting and KPI tracking hinge on clean, consistent data. However, when data is drawn from multiple, disconnected systems, inconsistencies and inaccuracies become unavoidable.

For example, varying reporting formats across backup tools can skew insights, complicate billing, and erode client trust. Without unified data, your ability to make informed decisions and deliver on client expectations suffers.

How to Overcome It: Consolidate and Standardize Your Data Tools

• Centralize Reporting Systems: Reduce complexity by adopting a single, robust platform for critical services like backup, endpoint protection, and PSA. Consolidation minimizes errors, simplifies KPI tracking, and ensures consistent insights across the board.
• Implement Tailored Dashboards: Custom dashboards, like those built for Logically, provide clear, actionable views of your most critical metrics. These tools enhance decision-making and allow your team to track performance in real time, boosting both internal efficiency and client satisfaction.
• Drive Insights with Reliable Data: A single source of truth enables consistent reporting, transparent billing, and the insights needed to scale your business confidently.

Case in Point: Logically’s Transformation with MSP+ (read the case study here)

When Logically, an MSP operating across 11 locations, faced similar challenges, MSP+ stepped in to consolidate their fragmented data systems. We integrated their operations into a single ConnectWise PSA platform and implemented a unified BrightGauge instance with dashboards tailored to their unique needs. This approach eliminated discrepancies across locations, improved visibility into key metrics, and empowered the team to act on reliable data in real-time.

Pro Tip: By consolidating and standardizing your reporting tools, you not only reduce operational headaches but also unlock the power of data to deliver better client experiences and drive strategic growth.

4. Misaligned Workflows and Processes

Tools are only as good as the processes that support them. Post-integration, conflicting workflows (e.g., ticket escalation, billing, or client onboarding) can create bottlenecks and erode team efficiency.

Each organization has its way of doing things, and merging these habits can be a minefield. Without alignment, even the best systems can fail to deliver value.

How to Overcome It: Prioritize Process Alignment

• Map Critical Workflows: Identify and document the most important processes from both organizations.
• Involve Teams in Redesign: Create cross-functional groups to design workflows that reflect the best practices of both sides.
• Test for Clarity: Before rolling out new workflows, pilot them with small teams to ensure they are clear, scalable, and efficient.

Pro Tip: Alignment starts with people. Bring your team into the conversation early to reduce resistance and foster collaboration.

5. Lack of Scalability in Chosen Systems

Consolidation decisions often focus on short-term needs, but failing to consider future growth can result in systems that can’t scale.

Choosing tools or workflows that only solve today’s problems may leave you unprepared for tomorrow’s growth.

How to Overcome It: Design for Scalability

• Think Long-Term: Evaluate whether your systems can handle a larger client base, expanded service offerings, or additional team members.
• Leverage Automation: Identify opportunities to automate repetitive tasks to reduce manual effort as you grow.
• Build Modular Workflows: Design processes that can adapt and evolve with your business needs.

Pro Tip: Scalability isn’t about spending more—it’s about choosing tools and processes that grow with your business without unnecessary complexity.