Most organizations are running more applications than they realize. Over time, new tools are added for specific needs, older ones stick around longer than intended, and teams adopt their own “must-have” apps. Before long, leaders find themselves with hundreds of applications, many of which overlap in functionality, cost more than they should, or aren’t even being used.

This is where application rationalization comes in.

At its core, application rationalization is the process of reviewing the applications your organization uses, evaluating their purpose, and making decisions about which to keep, consolidate, upgrade, or retire. It’s about getting a clear picture of what you have, what value it provides, and how it fits into your overall strategy.

Why it matters

Application sprawl creates real problems:

• Wasted money – Licenses and maintenance fees add up quickly, especially when tools go unused or duplicate others.
• Security risks – Every application is another doorway into your environment. The more unused or unmanaged apps you have, the higher the risk.
• Complexity for employees – When people have too many tools to choose from, adoption drops and productivity suffers.
• Difficulty making changes – Redundant systems make integrations harder and digital transformation slower.

Rationalization tackles these issues head-on. It helps leaders reduce costs, strengthen security, and improve efficiency…all while making it easier for employees to do their work.

More than a one-time project

The biggest mistake organizations make is treating application rationalization as a clean-up project you do once and move on from. In reality, it needs to be an ongoing discipline. New business needs emerge. Teams try new software. Vendors change pricing. Without continuous review, the clutter comes right back.

When application rationalization is treated as a regular practice, it becomes part of how you run IT and the business:

• Each application has a clear owner who ensures it delivers value.
• New tools are reviewed against existing ones before being added.
• Redundant or outdated systems are retired in a structured way.
• Leaders always know what they’re paying for and why.

The role of tools

There are tools built specifically to support this work, often called Application Portfolio Management (APM) solutions. These platforms can help centralize your inventory, track costs, and visualize overlaps. However, many organizations struggle to use them effectively, sometimes because of their complexity, steep price tag, or the perception that they require too much ongoing effort.

That’s why lighter, more practical solutions have become increasingly valuable. Tools like GetInSync were designed with simplicity and clarity in mind, helping organizations rationalize their application portfolio without overwhelming the teams doing the work. Instead of adding more complexity, they provide just enough structure and visibility to make rationalization a sustainable habit.

Final thought

Application rationalization may sound like an IT project, but it’s really a business discipline. It’s about ensuring every application serves a clear purpose, delivers value, and fits into a bigger picture. Done well, it reduces clutter, lowers costs, and makes it easier to adapt to change. And when it becomes an ongoing habit, supported by the right tools, it helps organizations run with greater clarity and confidence.