Example 1 (Marketing agency) Duplicate Functionality Map Asana and Trello both provide project/task management — direct functional overlap, though used by different sub-teams (all 12 vs. 2 designers). HubSpot (CRM) and the spreadsheet-based client tracker both store client information — direct overlap, and the source of the stated data-mismatch pain point. Switching Cost Assessment Trello → Asana consolidation: Low-Medium switching cost — only 2 users affected, though their stated preference for Trello's creative workflow suggests some retraining/change-management friction, not just a data migration issue. Spreadsheet → HubSpot consolidation: Low switching cost on the data-migration side (spreadsheets export easily), but Medium overall due to the ops person's habit and process built around manual spreadsheet maintenance. Unused Capacity Audit Trello appears underused relative to cost if it's paid separately from Asana, given only 2 of 12 users are on it — flagged as a likely consolidation candidate, though usage depth (how heavily the 2 designers rely on it daily) wasn't detailed. No clear signal of unused capacity in HubSpot, Slack, Google Workspace, Canva, or Adobe Creative Cloud based on the usage detail given. Data Handoff Friction Map Client info re-entered or maintained separately in both HubSpot and the spreadsheet is the clearest friction point, and it's directly tied to the stated pain point about mismatched client data. Design assets likely move between Trello (creative pipeline) and Asana (broader project tracking) when a creative task needs visibility outside the design team — a probable friction point given the stated "feels isolated" complaint, though not explicitly confirmed. Process Dependency Check Trello is flagged for special handling despite being a duplicate: the designers explicitly said it "works better for creative," meaning cutting it isn't purely a redundancy question — it risks disrupting a workflow the design team has actively chosen, and needs their buy-in, not just a top-down switch. The spreadsheet is flagged for special handling because the ops person "maintains" it, suggesting embedded manual process and institutional knowledge that needs to be captured before removal, not just deleted. Consolidation Recommendation Merge client data into HubSpot, retire the spreadsheet — driven by Steps 1 (direct duplication) and 4 (this is the exact friction point causing the stated data-mismatch complaint); manageable switching cost, but involve the ops person in the migration to preserve their process knowledge (Step 5). Evaluate migrating Trello's creative pipeline into Asana using a workflow the designers approve — driven by Steps 1 and 3 (duplication + likely unused capacity), but only after addressing Step 5's flag: don't cut Trello without designer buy-in on how creative work will be tracked in Asana instead. Keep Slack, Google Workspace, Canva, and Adobe Creative Cloud as-is — no overlap, underuse, or friction signals found for these in the given evidence.