The Overuse GAP in Procurement – More is not Always Merrier

The digital transformation of businesses has brought about many advantages, from increased efficiency to improved performance. However, there are also downsides to this rapid technological change.

In the interest of keeping up with market technological needs, companies often purchase too many apps for employee use (some of them essentially having the same purpose) causing employees to be overwhelmed and disgruntled with having to keep up with the roll out of new apps every month.

The Downside of App Overuse

Using too many different applications and platforms can result in wasted time, decreased productivity, and a poor user experience. In many large organizations, employees are expected to work with several work-related apps at the same time, each with its own unique user interface and operating characteristics. This can make finding the desired app a time-consuming task and switching between apps can disrupt the employee’s workflow.

One of the major problems with app overuse and software-enabled workflows is the lack of direction and guidance provided to employees. Employees are often expected to figure out how to use the various apps and integrate them into their workflows without adequate support. This can lead to confusion and frustration, leaving employees feeling overwhelmed by the amount of technology they are expected to use.

To address this issue, businesses need to take a more strategic approach to app deployment. This means carefully evaluating the needs of the organization and identifying key use cases that will drive desirable business outcomes. By providing employees with clear direction and guidance, businesses can improve productivity and morale, while minimizing the negative impacts of app overuse and software-enabled workflows.

Strategies to Avoid Disruptions of Employees’ Workflows

Employees also need to be armed with the right resources and information to make the best possible decision for their workday. Here are some strategies to avoid app overuse in order to not overwhelm employees:

  • Conduct a Needs Assessment: Before implementing any new apps, businesses need to conduct a thorough needs assessment. This will help to identify the specific apps and tools that are essential for employees to perform their jobs effectively. By focusing on a few key applications, businesses can minimize the number of disparate applications and platforms employees need to use.
  • Invest in Training: When introducing new apps or tools, it’s crucial to invest in training programs for employees. This can help them learn how to use the app effectively and integrate it into their workflow without disrupting their productivity. Ongoing training and support can also help to keep employees engaged and motivated.
  • Provide Centralized Access: To minimize confusion and reduce the time employees spend searching for apps, businesses should provide centralized access to all necessary applications. This can be done through a single sign-on portal or a digital workspace that integrates with all relevant apps, with comprehensive details of each apps purpose and how to best make use of them.
  • Review App Usage: Regularly reviewing app usage can help to identify any redundancies or inefficiencies. Businesses should be open to discontinuing apps that are no longer essential or that can be replaced by more effective tools. This will help to minimize the number of apps employees need to use while increasing productivity.
  • Prioritize User Experience: When selecting and implementing apps, businesses should prioritize user experience. This means choosing apps that are easy to use, have a consistent interface, and integrate well with other tools. By prioritizing user experience, businesses can minimize the learning curve for employees and reduce the risk of app fatigue.

It’s important for businesses to review their priorities and the challenges they are trying to address. Then, they can isolate key use cases that will drive desirable business outcomes. This means conducting a detailed evaluation, either done internally or with outside help. Through this process, businesses can reduce costs, optimize operations, and fuel growth and innovation.

Just as a project can be derailed when too many people are involved, using too many apps with the same or similar function can throw a business into disorder. Businesses need to be strategic about the apps they deploy and provide adequate support and guidance to their employees. By doing so, they can minimize confusion and frustration while maximizing the benefits of digital transformation.

Is clear to assume that digital transformation is necessary for businesses to remain competitive, but they should always keep an eye on the downsides to the rapid adoption of technology. App overuse and software-enabled workflows need direction and guidance to avoid overwhelming employees and negatively impacting productivity and morale.

Once businesses take a more strategic approach to app deployment, reduce the number of applications in use to prioritize relevant tools and provide adequate support and guidance to their employees, they can maximize the benefits of digital transformation while minimizing its downsides, keeping their team happy and productive all year round.


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