Fixing Your Tech Stack: A Practical Guide for Internal IT Teams and MSPs

Why Tech Stack Problems Happen

Your tech stack is either your silent partner or your biggest operational drag. For mid-sized IT teams and MSPs, complexity builds quickly:

• Tools accumulate without a clear strategy
• Workflows get tangled between platforms
• Licenses go underused, creating wasted spend

What starts flexible becomes fragile. The good news is that tech stack optimization is achievable with audits, integration planning, and the right RMM foundation.

Start With Core IT Functions

Every IT stack should be built on non-negotiable functions:

• Remote Monitoring and Management (RMM): Patching, remote access, scripting, monitoring
• Professional Services Automation (PSA): Ticketing, time tracking, billing
• Endpoint Protection (AV/EDR): Baseline security for all devices
• Backup and Disaster Recovery (BDR): Data protection and compliance readiness

Adding tools without planning integrations creates redundancy and risk. Start by defining how each function supports your team’s workflows.

Build Around Workflows, Not Features

Stack bloat often comes from chasing features instead of solving real problems.

• Internal IT teams: Focus on help desk triage, asset management, compliance workflows, remote support.
• MSPs: Prioritize multi-tenant visibility, SLA tracking, and audit-friendly reporting.

📌 Example: A healthcare IT manager dropped a complex PSA tool after six months because adoption was poor and workflows slowed down. Fit matters more than flash.

Prioritize Integration and Simplicity

Simplicity is a competitive advantage in IT operations.

• Use tools with open APIs and native integrations
• Reduce "tab fatigue" with single-pane-of-glass platforms
• Eliminate double entry with automation between RMM, PSA, and compliance systems

When tools integrate smoothly, your team spends more time resolving issues and less time reconciling data.

Conduct a Tech Stack Audit

A stack audit identifies inefficiencies before they become liabilities.

Steps:

1. List all current tools, licenses, and costs
2. Note who uses them and how often
3. Identify overlap and underused subscriptions

💡 Example: A $70/month patching tool used by only 2 out of 10 technicians = $6,720/year wasted.

Audits also uncover hidden drag:

• Tools that create manual work
• Systems that don’t integrate
• Features nobody uses

Common Pitfalls That Break Tech Stacks

1. Chasing Features Over Fit
   
   • Leads to shelfware and poor adoption
   • Pilot tools in real workflows before buying
2. Poor Integration Planning
   
   • Disconnected tools slow down operations
   • Always map data flow before onboarding
3. Underestimating Change Management
   
   • Even the right tool fails with poor adoption
   • Involve frontline users early and train thoroughly
4. Overstacking and Tool Sprawl
   
   • Redundancy creeps in over time
   • Regular audits prevent wasted spend
5. Vendor Lock-In
   
   • Punitive contracts limit flexibility
   • Choose vendors with export options and transparent pricing
6. Ignoring End-User Experience
   
   • Every tool impacts service delivery
   • Test portals, dashboards, and alerts as a user would
7. No Long-Term Strategy
   
   • Short-term fixes pile up
   • Review stack annually and align to growth goals

When Level Is the Right Fit

If your RMM setup feels like a constant workaround, Level RMM can help:

• Consolidate patching, monitoring, and remote access in one platform
• Scale to 200–10,000+ endpoints without contract renegotiations
• Automate repetitive work without requiring scripting expertise
• Provide transparent pricing and responsive vendor support

Level is built for:

• Modern endpoint environments
• IT teams seeking faster automation
• MSPs needing client-level visibility and SLAs

The True Cost of an Inefficient Tech Stack

• Financial Waste: Unused tools, overlapping features, integration costs
• Time Drain: Manual work, repetitive data entry, slow interfaces
• Burnout and Turnover: Complex tools frustrate technicians
• Compliance Gaps: Missed patches, fragmented logs, unmonitored assets
• Stakeholder Friction: Slower SLAs and poor user experiences damage trust

📌 Example: One unused $50/month tool across 12 users = $7,200/year lost.

Fix It: Steps to Build a Scalable Tech Stack

1. Audit and map your current stack
2. Define workflows and real team needs
3. Consolidate overlapping tools
4. Prioritize automation and integration
5. Involve frontline techs in decisions
6. Evaluate long-term fit over short-term flash
7. Document ownership and review annually

A great stack doesn’t make your team superhuman. It makes the work smooth, repeatable, and scalable.

FAQs on Fixing IT Tech Stacks

What is a tech stack in IT?
A tech stack is the collection of tools, software, and platforms IT teams or MSPs use to deliver operations, security, and compliance services.

How often should IT teams audit their tech stack?
At least once a year, but growing IT teams may benefit from quarterly stack audits to prevent tool sprawl.

How can MSPs reduce stack costs?
Consolidate overlapping tools, eliminate unused licenses, and prioritize vendors with transparent pricing and open integrations.

Why is RMM critical in an IT stack?
RMM provides the foundation for monitoring, patching, remote access, and automation, making it the backbone of both internal IT and MSP operations.