How to Fix Fragmented Business Systems: Practical Steps for Growth

When businesses grow quickly, they often end up with a messy mix of tools and systems. This problem with fragmented business systems, aka “Frankenstein’s monster,” happens when teams add software and processes without a clear plan. At first, these systems might seem to work, but over time, they cause wasted time, frustration, and slow progress.

In a recent podcast episode, Tony Harcourt co-founder at WorkGuru sat down with Marty Lewis, director and founder of Optex Consulting, to discuss how businesses can tackle this common challenge. Their conversation was a masterclass in identifying, managing, and fixing fragmented business systems. Here’s what we learned.

Marty Lewis describes it as “software added piece by piece, often by multiple people, without a coherent vision of how it all fits together.” The result? Teams double—or even triple—enter data, and important information gets lost between systems.

Does this sound familiar? Here’s an example: Marty worked for a service company whose owner used four separate systems to track projects, sales, and customer information. Employees spent hours transferring data manually, which frustrated even the best team members. As Marty said, “If you make smart people do dumb jobs, they’ll leave.”

If growing your client base overwhelms you, you might have a fragmented system.

Disconnected tools don't just waste time. They hurt your team and your business:

Procrastination is one of the most significant barriers to fixing fragmented systems. Putting off this task is easy because it feels overwhelming and doesn’t deliver immediate results.

Marty shared a common scenario: A business owner who attempted to enhance their sales system realised it would also affect inventory, accounting, and delivery. Facing the project's complexities is often shelved for “later,” creating a vicious cycle of inefficiency.

This procrastination isn’t just a logistical issue; it’s psychological. Many owners view system improvements as non-urgent compared to day-to-day operations. But as Marty puts is, "It's not a problem until it's a problem—and by then, it's a much bigger problem."

Fixing Frankenstein systems isn’t only about technology; it’s about people. Poor communication and resistance to change can derail even the best plans. Here’s how to avoid these pitfalls:

WorkGuru offers a Support Portal with tools and resources to help you and your staff smoothly transition to an integrated workflow. 

Watch the full episode 👇

Investing in systems that work together makes your business run smoother and prepares it for growth. Here’s how:

WorkGuru is a great example of a tool that helps businesses centralise data and automate manual tasks. With the right systems, you can get a clear picture of your performance and reduce mistakes, making daily work easier and more efficient.

If your business system feels chaotic than a well-oiled machine, now is the time to fix it. Remember, even the most successful companies have faced these challenges. Start small by mapping your processes or solving one major issue. Over time, these changes will make a big difference.

Don’t let your business run on duct tape and hope. Build systems that work and give you room to grow. Start by reviewing how WorkGuru can help you take control of your projects, finances, and resources.