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Rationalize Your Collaboration Tools

Best-of-breed approaches create more confusion than productivity.

  • Organizations collaboration toolsets are increasingly disordered and overburdened. Not only do organizations waste money by purchasing tools that overlap with their current toolset, but also employees’ productivity is destroyed by having to spend time switching between multiple tools.
  • Shadow IT is easier than ever. Without suitable onboarding and agreed-upon practices, employees will seek out their own solutions for collaboration. No transparency of what tools are being used means that information shared through shadow IT cannot be coordinated, monitored, or regulated effectively.

Our Advice

Critical Insight

  • Best-of-breed approaches create more confusion than productivity. Collaboration toolsets should be as streamlined as possible.
  • Employee-led initiatives to implement new toolsets are more successful. Focus on what is a suitable fit for employees’ needs.
  • Strategizing toolsets enhances security. File transfers and communication through unmonitored, unapproved tools increases phishing and hacking risks.

Impact and Result

  • Categorize your current collaboration toolset, identifying genuine overlaps and gaps in your collaboration capabilities.
  • Work through our best-practice recommendations to decide which redundant overlapping tools should be phased out.
  • Build business requirements to fill toolset gaps and create an adoption plan for onboarding new tools.
  • Create a collaboration strategy that documents collaboration capabilities, rationalizes them, and states which capability to use when.

Rationalize Your Collaboration Tools Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out how to create a collaboration strategy that will improve employee efficiency and save the organization time and money.

1. Evaluate current toolset

Identify and categorize current collaboration toolset usage to recognize unnecessary overlaps and legitimate gaps.

2. Strategize toolset overlaps

Evaluate overlaps to determine which redundant tools should be phased out and explore best practices for how to do so.

3. Fill toolset gaps

Fill your collaboration toolset gaps with best-fit tools, build business requirements for those tools, and create an adoption plan for onboarding.

Member Testimonials

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Workshop: Rationalize Your Collaboration Tools

Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Categorize the Toolset

The Purpose

  • Create a collaboration vision.
  • Acknowledge the current state of the collaboration toolset.

Key Benefits Achieved

  • A clear framework to structure the collaboration strategy




Set the vision for the Collaboration Strategy.

  • Beginnings of the Collaboration Strategy

Identify your collaboration tools with use cases.

  • At least five archetypical use cases, detailing the collaboration capabilities required for these cases

Learn what collaboration tools are used and why, including shadow IT.

  • Use cases updated with shadow IT currently used within the organization

Begin categorizing the toolset.

  • Overlaps and Gaps in Current Capabilities Toolset Template

Module 2: Strategize Overlaps

The Purpose

  • Identify redundant overlapping tools and develop a phase-out plan.

Key Benefits Achieved

  • Communication and phase-out plans for redundant tools, streamlining the collaboration toolset.




Identify legitimate overlaps and gaps.

  • Overlaps and Gaps in Current Capabilities Toolset Template

Explore business and user strategies for identifying redundant tools.

  • A shortlist of redundant overlapping tools to be phased out

Create a Gantt chart and communication plan and outline post-phase-out strategies.

  • Phase-out plan

Module 3: Build Business Requirements

The Purpose

  • Gather business requirements for finding best-fit tools to fill toolset gaps.

Key Benefits Achieved

  • A business requirements document




Use SoftwareReviews and the Collaboration Platform Evaluation Tool to shortlist best-fit collaboration tool.

  • A shortlist of collaboration tools

Build SMART objectives and goals cascade.

  • A list of SMART goals and a goals cascade

Walk through the Collaboration Tools Business Requirements Document Template.

  • Completed Business Requirements Document

Module 4: Create an Adoption Plan

The Purpose

  • Create an adoption plan for successfully onboarding new collaboration tools.

Key Benefits Achieved

  • An adoption plan




Fill out the Adoption Plan Gantt Chart Template.

  • Completed Gantt chart

Create the communication plan.

  • Adoption plan marketing materials

Explore best practices to socialize the new tools.

  • Long-term strategy for engaging employees with onboarded tools

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.


Overall Impact

Average Days Saved

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve.

Read what our members are saying

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

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Speak With An Analyst

Get the help you need in this 3-phase advisory process. You'll receive 9 touchpoints with our researchers, all included in your membership.

Guided Implementation 1: Evaluate the current toolset
  • Call 1: Identify toolset problems.
  • Call 2: Analyze overlaps and gaps.
  • Call 3: Outline rationalizations.

Guided Implementation 2: Strategize toolset overlaps
  • Call 1: Identify redundant overlapping tools.
  • Call 2: Resolve disagreement.
  • Call 3: Outline phase-out plan.

Guided Implementation 3: Fill toolset gaps
  • Call 1: Determine best-fit tool criteria.
  • Call 2: Build business requirements.
  • Call 3: Outline the adoption plan.


Thomas Randall


  • Josh Lee, CEO, Swit
  • Dr. Laurence Lock Lee, Co-Founder, SWOOP Analytics
  • James Randall, SEO Executive, The Evergreen Agency
  • Sorell Slaymaker, Principal Consulting Analyst, TechVision Research
  • 16 anonymous contributors
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