From accounting to project management, there are an endless number of apps available to businesses today. The widespread popularity of hybrid work arrangements has only further fueled the demand for new and innovative business apps.
However, having too many business apps may actually be counterproductive, resulting in an issue known as app overload.
What's the issue with app overload?
App overload happens when an individual or business has so many apps that they become overwhelmed and cannot use these effectively. This can cause several issues. For one, the more apps you have, the more difficult it is to keep track of them all and know which one is best suited for a particular task. Dozens of resource-intensive applications can also use up valuable storage space and slow down devices, further hindering productivity.
App overload happens when an individual or business has so many apps that they become overwhelmed and cannot use these effectively
From a business manager's perspective, too many apps can significantly drive up costs. Not only do you have to worry about the price of purchasing or subscribing to each app, but you also have to account for the time and resources needed to train employees on how to use these apps. If there are apps that serve the same purpose, you could also be wasting money on redundant features.
What's more, cybersecurity becomes a greater concern when managing a larger number of apps because it increases the potential entry points for cybercriminals. If you're not on top of your software updates, your business apps may have security holes that cybercriminals could exploit. Plus, setting login credentials for each app can create security risks if employees use the same password for multiple accounts.
How can you manage app overload?
To deal with app overload, follow these best practices:
1. Take stock of current business apps
Start by taking inventory of all the apps you currently use and determine which ones are absolutely essential. List down the app name, its purpose, who is using it, and how often it's used. If there are apps that are rarely used or have redundant functionality, get rid of them immediately.
2. Choose apps that meet your team's needs
When implementing new apps, make sure they meet your team's specific needs. Hold discussions to determine the team's budget and the features they would like to have. It's also important to consider whether the app is intuitive enough to use or if employees would require training to use it.
Ideally, you'd want an app that integrates seamlessly with your current business processes and software. Otherwise, you could end up creating more work for yourself and your team.
3. Group similar apps together
If you find that you're using a lot of apps that serve similar purposes, see if you can group them together. For example, you could use a single business intelligence app for all of your analytics needs instead of using separate apps for gathering marketing, sales, and financial insights.
Also, consider replacing multiple apps with a single comprehensive solution. This is often a more cost-effective option in the long run and can help simplify things for your employees. Microsoft 365, in particular, offers cloud versions of productivity apps you may already be using, such as Excel, PowerPoint, Word, and OneNote. It also comes with collaboration apps like Microsoft Teams, which can be used to replace standalone third-party communication and project management apps.
4. Don't forget app security
No matter how many apps you're left with, you must always prioritize security. Establish a regular schedule for checking and installing updates. You can set aside time each week to update all of your apps, or automate software updates. Fortunately, there are device management tools that allow you to distribute software updates and set security policies for company devices in your network from a single console.
You should also install a password manager to generate strong and unique passwords for each app. This will prevent employees from reusing the same password for multiple accounts, which in turn reduces the risk of a full-scale security breach.
If you struggle with managing business apps, managed IT services providers like Athens Micro can provide the support you need. Our team can help you choose the right apps, implement them properly, and keep them updated with the latest security patches. Contact us now to prevent app overload.