From 47 Productivity Tools to 6 Commands: Our Team's Transformation

Key Takeaways

• We slashed our stack from 47 productivity tools to just 6 core commands using SimpleDirect WorkOS.
• Tool overload was costing us over $1,200/month and 8+ hours/week in lost productivity.
• Our audit revealed that 30% of our tools were unused or duplicated.
• Switching to a conversational AI interface cut context switching by 60%.
• Team feedback: higher focus, faster onboarding, and better collaboration.
• Download our tool audit spreadsheet and command cheat sheet to start your own transformation.

Introduction

If you’re reading this, you probably have a dozen browser tabs open right now. Maybe more.
We get it—modern teams are obsessed with productivity, but ironically, the more tools we add, the less productive we become.

Last year, our startup was running on 47 different apps. That’s not a typo. We had a tool for everything: project management, email, analytics, support, meetings, calls, and more.

But instead of making us faster, it slowed us down. We were drowning in logins, notifications, and context switches.

This is the story of how we went from 47 tools to just 6 commands—using SimpleDirect WorkOS as our AI command center.

We’ll show you the real numbers, the process, and the results. Plus, you’ll get our actual tool audit spreadsheet and command cheat sheet to help you do the same.

The Problem: Drowning in Tools

Let’s be honest: most teams don’t realize how many tools they’re using until it’s too late.

Here’s what our stack looked like before:

Total: 47 tools, 10+ logins, 100+ notifications/day.

The Real Cost

• $1,200/month in SaaS subscriptions (not including hidden costs like training and integrations).
• 8+ hours/week lost to context switching, login issues, and tool confusion.
• Team morale: Frustration, burnout, and “where do I find that?” syndrome.

A typical day looked like this:

• Start in Slack, jump to Asana, check email, open Zoom, update Google Sheets, answer Zendesk tickets, check analytics, schedule meetings, and repeat.
• Every switch meant lost focus. Every tool meant another password, another learning curve.

Pro Tip:
“Context switching is the silent killer of productivity. Every time you jump between tools, you lose momentum—and it adds up fast.”
— CTO, SaaS Startup (San Francisco, CA)

The Audit: Mapping Our Tool Chaos

We knew something had to change. But first, we needed to see the full picture.

Step 1: List Every Tool

We created a simple spreadsheet and asked every team member to list every tool they used in a typical week.

Columns included:

• Tool name
• Category (e.g., communication, analytics)
• Primary user(s)
• Monthly cost
• Frequency of use
• Redundancy (is there overlap?)

Step 2: Categorize and Score

We grouped tools by function and scored them:

• Critical: Can’t run the business without it.
• Nice-to-have: Useful, but not essential.
• Redundant: Duplicates another tool.
• Unused: No one remembers why we have it.

Step 3: Surprising Findings

• 30% of tools were unused or duplicated.
• We had 3 project management tools (Asana, Trello, Jira) for different teams.
• Multiple chat apps (Slack, Teams, WhatsApp) causing missed messages.
• $400/month wasted on tools no one used.

Call-Out Box:

Key Stat:
The average US startup spends $2,000/month on SaaS tools, with 20-30% going unused. (Source: Blissfully, 2024)

The Solution: 6 Commands, 1 Conversation

After the audit, we set a bold goal: “What if we could run everything from one place?”

Why SimpleDirect WorkOS?

We needed a platform that could:

• Replace multiple tools with a single, unified interface.
• Automate repetitive tasks with AI.
• Work through simple, conversational commands (no more endless clicking).
• Scale as we grew.

Enter SimpleDirect WorkOS: The AI Command Center for Modern Teams.

The 6 Core Apps/Commands

Download our Command Cheat Sheet for real examples.

How the Conversational Interface Works

Instead of jumping between apps, you type (or speak) a command in SimpleDirect Chat:

• “Send follow-up email to all trial users.”
• “Show overdue invoices.”
• “Schedule a call with marketing team.”
• “Resolve all support tickets from yesterday.”

Pro Tip:
“If you can say it, you can do it. No more hunting for buttons or tabs.”

The Results: Tangible Wins

We didn’t just save time—we transformed how we work.

Time Saved

• Before: 8+ hours/week lost to context switching.
• After: Down to 3 hours/week—a 60% reduction.

Cost Savings

• Before: $1,200/month in SaaS subscriptions.
• After: $450/month (SimpleDirect + 2 legacy tools we still need).
• Annual savings: $9,000+.

Team Feedback

• Onboarding: New hires ramp up in days, not weeks.
• Morale: “I finally feel in control of my workday.”
• Collaboration: “We’re all on the same page—literally.”

Quote:
“I used to spend half my day just figuring out where things were. Now, I just ask SimpleDirect and get what I need.”
— Product Manager, NYC

Workflow Comparison: Old Way vs. New Way

Actionable Tips: How to Run Your Own Tool Audit & Simplify

Ready to cut your tool stack in half? Here’s how to get started.

Step-by-Step Guide

• List Every Tool

Use our audit spreadsheet to track all tools, costs, and users.

• Categorize by Function

Group tools: communication, project management, analytics, support, etc.

• Score Each Tool

Is it critical, nice-to-have, redundant, or unused?

• Calculate True Costs

Add up monthly/annual spend. Don’t forget hidden costs (training, integrations).

• Identify Overlaps

Are you paying for two tools that do the same thing?

• Get Team Feedback

Which tools do people love? Which do they avoid?

• Plan Your Consolidation

Look for platforms (like SimpleDirect) that can replace multiple tools.

• Pilot the Change

Start with one team or workflow. Gather feedback and iterate.

• Train & Transition

Use cheat sheets and onboarding sessions to help your team adapt.

• Review Quarterly

Audit your stack every 3-6 months to avoid tool creep.

Quick Reference Checklist

•  Download the audit spreadsheet
•  List all tools and costs
•  Identify redundancies
•  Calculate potential savings
•  Demo SimpleDirect WorkOS
•  Download the command cheat sheet
•  Plan your transition

Pro Tip:
“Involve your team early. The best tool is the one everyone actually uses.”

Conclusion & Next Steps

Cutting our tool stack from 47 to 6 wasn’t just about saving money—it was about reclaiming our focus and building a team that works smarter, not harder.

If you’re tired of drowning in apps, start with a simple audit. You’ll be surprised how much you can simplify.

Ready to transform your workflow?