Current stack map

The idea is to turn the feeling that “we use a bunch of scattered tools” into a clear picture: the right tool, for the right problem, with the right owner and costs under control.

What is this map for?

To see all tools in a single view.
To identify the real owners and users.
To calculate total cost and hidden risks.
To set the stage for a migration or consolidation.

1. Recommended template structure

You can build this map in a spreadsheet or in whatever system of record your operation already uses. Here are the essential columns:

Column	What to fill in (Examples)
Category	Communication, CRM, Finance, Marketing...
Tool name	Slack, Salesforce, Google Sheet X...
Internal owner	Who holds the contract/master access?
Usage level	Low, Medium, High (1-5)
Criticality	High (halts the company if it goes down), Medium, Low
Risks	Shadow IT, no backup, vendor lock-in...
Monthly cost	Total amount (licenses + extras)
Desired status	Keep, Optimize, Replace, Discontinue

2. How to fill it in (Step by step)

Step 1: List everything

CRM, ERP, but also the "invisible" ones: critical spreadsheets, apps for specific teams, forgotten trials.

Step 2: Define owners

Golden rule: "If this tool goes down today, who gets held accountable?" That person is the owner.

Step 3: Risks and Criticality

High criticality = direct impact on revenue. Risk = dependence on a single person, lack of backup, etc.

Step 4: Real costs

Add up licenses, taxes and extra costs. You will find expensive, barely used tools.

3. Making decisions with the map

Consolidate

Duplicate tools doing the same job? Pick one and switch the other off — every tool you drop is one less place where data goes missing.

Discontinue

Tools with high cost and low usage ("Low/Low"). Plan the shutdown and data export.

Prioritize migration

Identify the "1st wave": medium-criticality tools that deliver big savings if migrated quickly.

Practical filling examples

HIGH RISKGoogle Sheet "PIPELINE_FINAL_V5"

Owner: Former salesperson | Users: 6 | Cost: R$ 0

"Nobody can sell without it, but it has no backup and no controls."

Status: REPLACE (Migrate to CRM/Orbit)

HIGH COSTLegacy email marketing tool

Owner: Nobody | Users: 1 | Cost: R$ 2,500/month

"Paying without using it. Data scattered everywhere."

Status: DISCONTINUE

Need help with the assessment?

We help you map your stack and design the migration plan to Centriu.