1. Rethinking the Promise of “All-in-One” Tools
In large organisations, streamlining digital processes is often a top priority. All-in-one platforms aim to meet this need by combining multiple functions (CRM, HR, finance, operations) into a single system. It’s a compelling idea: one platform, one interface, one point of contact.
However, it’s worth taking a closer look at the real-world impact of this approach. These broad solutions, designed to suit everyone, often struggle to meet the specific needs of individual roles with precision. This is why there’s growing interest in an alternative model: the so-called “best of breed” approach.
2. Two Approaches, Two Philosophies
All-in-one: a single solution covering all functions. Ideal in theory, it centralises but tends to generalise.
Best of breed: a collection of expert tools, each chosen for its effectiveness in a specific area. The aim is to maximise operational performance.
Simplified Comparison
| Criterion | All-in-One | Best of breed |
|---|---|---|
| Functional coverage | Broad but standardised | Specific and in-depth |
| User experience | Uniform, sometimes generic | Tailored and optimised for each use case |
| Agility | Heavily reliant on the vendor | High, thanks to a modular approach |
| Integration | Native internally, closed externally | Open via connectors/APIs |
| Initial cost | Often attractive | Scalable and adaptable |
| Business adoption | Moderate | High, when well selected |
| Long-term risk | Dependent on a single provider | Distributed, and therefore more controlled |
3. The Limitations of All-in-One Solutions
In practice, teams often share similar frustrations with generalist tools:
- Limited expertise: overly broad features that fail to reflect the realities of their roles.
- Lack of flexibility: rigid processes that are hard to adapt to day-to-day needs.
- Usability issues: interfaces designed for everyone, but ideal for no one.
- Uncertain adoption rates: engagement often remains low, held back by limited relevance to the job.
4. The Strengths of a Specialised Ecosystem
Better alignment with operational needs
Each specialised tool is built around the concrete realities of specific roles, the teams driving day-to-day operations. The result: sharper features, user experiences with purpose, and meaningful impact in everyday work.
Encouraging Seamless Adoption
When a solution speaks the users’ language, adoption becomes intuitive. Less training, less resistance, greater impact.
Building a Scalable Architecture
A modular approach allows tools to be integrated, adjusted, or replaced without overhauling the entire system. It’s a powerful lever for agility, and crucial in multi-site organisations.
Simplifying Integration
Today, APIs and integration platforms such as Zapier, Make, or Mulesoft make it easier to connect tools. Even without a dedicated IT team, business units can shape a coherent digital environment.
5. A More Strategic Investment
A More Flexible Investment
Contrary to common belief, a best-of-breed ecosystem isn’t necessarily more expensive. It allows for step-by-step progress, based on business priorities.
A Return-on-Investment Focused Approach
The benefits are clear: smoother processes, time savings, user satisfaction, increased productivity. These are tangible, measurable indicators of real impact.
Easier Resource Pooling
Specialist integrators and consulting partners can help streamline implementation efforts, reducing the costs associated with complexity.
6. Challenging Common Misconceptions
- “It’s too complex”: Many tools today are available in no-code or low-code formats, with clear, intuitive interfaces.
- “It’s more expensive”: Over time, adaptability and user performance more than offset the initial cost.
- “Too many suppliers, too much risk”: With strong governance, clearly defined roles, and a well-mapped ecosystem, oversight remains smooth and controlled.
7. Getting Started: Five Key Guidelines
- Map business needs: Identify core processes, pain points, and areas for improvement.
- Focus on high-impact tools: Prioritise those that deliver measurable results.
- Check interoperability: Ensure technical compatibility via APIs or connectors.
- Involve users: Their buy-in is essential for smooth adoption.
- Establish governance: Appoint leads, document workflows, and plan for future developments.
8. Conclusion: Choosing Wisely
Tool centralisation can appear to offer simplicity. Yet in practice, this promise often proves difficult to uphold in complex operational environments. By contrast, a specialised approach requires more thoughtful planning, but delivers lasting impact and genuine adaptability on the ground.
The goal isn’t to commit rigidly to one model, but to assess the organisation’s priorities, resources, and operational realities with clarity. Investing in a modular ecosystem means giving teams a more agile, better-fitting framework, one that evolves with them.