The Rescue Guide
When Software Becomes Expensive Shelfware
That software you're not using? It's not your fault.
You bought it with good intentions. The demo looked great. The salesperson was convincing. You could see exactly how it would transform your business. Then reality hit.
Why Implementations Fail (It's Not What You Think)
- 1Vendors sell features, not implementation — They showed what it could do, not what it takes to get there.
- 2Training doesn't create adoption — Your team watched the videos. They still don't use it.
- 3The tool might be wrong for you — What works for 500-person companies doesn't work for 15-person companies.
- 4Process comes before technology — You can't automate chaos.
- 5Nobody had time — You were going to "set it up properly" when things calmed down. They never did.
You're not dumb. You didn't fail. The software industry just makes implementation look easier than it is.
You're in Good Company
The Three Options You Actually Have
Option 1: Rescue What You Bought
Sometimes the software is right, it just wasn't implemented right.
- Simplify the configuration — strip out unused features
- Match it to your actual workflow, not the ideal one
- Create visible use cases — make it essential for one thing first
- Lower the friction — automation, integrations, fewer required fields
Best when: The tool is right for your size, you just need proper implementation.
Option 2: Exit Gracefully
Sometimes the tool is wrong. It's too complex, too expensive, or designed for a business you're not.
- Extract your data cleanly while you still can
- Find a right-sized alternative
- Migrate without losing history
- Learn what went wrong so you don't repeat it
Best when: You're paying enterprise prices for features you'll never use.
Option 3: Hybrid Approach
Sometimes parts of the system work and parts don't.
- Keep what's working — if email marketing works, keep it
- Replace what isn't — if CRM is unused, find something simpler
- Connect the pieces — integrate tools so data flows between them
Best when: You've got some adoption but critical gaps.
Rescue Scenarios
These scenarios represent common patterns I've encountered across 30+ years in technical industries. Details are illustrative, but the problems and solutions are based on real situations.
What went wrong
- Too many features enabled from the start
- Workflows didn't match how sales team actually worked
- No integration with their quoting software
- Leadership still ran pipeline meetings from a spreadsheet
The rescue
- Stripped HubSpot down to essential features only
- Connected it to their quoting tool (quotes create deals automatically)
- Built a dashboard for pipeline meetings
- Made one thing non-negotiable: if it's not in HubSpot, it doesn't count
Result
80% daily active usage, actual pipeline visibility, marketing finally aligned with sales.
What went wrong
- Paying $150/user/month for features they'd never use
- Configuration so complex they couldn't change anything
- Every customization required a consultant
- Simple things (add a field, change a dropdown) took weeks
The migration
- Extracted all data cleanly (contacts, deals, notes, history)
- Migrated to a right-sized CRM (Pipedrive, $15/user/month)
- Set up integrations with their existing tools
- Kept it simple enough that anyone can change it
Result
$13,000/year saved, simpler system everyone actually uses.
What went wrong
- Boards were created by someone who left
- Nobody understood the structure
- Updates required logging in and manually entering status
- No connection to where work actually happened
The rescue
- Connected Monday to email and calendar (tasks created from emails)
- Integrated with Slack (status updates from messages, not the app)
- Simplified the board structure
- Made updates automatic whenever possible
Result
Monday reflects reality because it's connected to reality. Meeting replaced with a 2-minute dashboard check.
Is My System Rescuable?
Signs rescue is worth trying
- Some people on your team actually use parts of it
- The tool is designed for businesses your size
- Your data is reasonably clean (not complete chaos)
- You know what you wanted it to do, it just doesn't do it yet
- You're paying a reasonable amount (not enterprise pricing)
Signs exit makes more sense
- Literally nobody uses it (including you)
- You're paying enterprise prices as a small business
- The tool is wildly over-featured for your needs
- Your data is a mess and would need to be rebuilt anyway
- You've already had one failed rescue attempt
Not sure? That's what the assessment is for.
Tools We've Rescued
If you bought it with good intentions and it's not working, we've probably seen it before.
You deserve a system that works.
Every subscription renewal is a little sting. Every time someone asks about the CRM and you have to explain that "we're not really using it," you feel the embarrassment.
You made a decision in good faith. The software looked good. The sales pitch was convincing. You thought it would work.
It didn't. That happens. To smart people. All the time.
What matters now is what you do next.
Two ways forward
Quick Assessment: Is It Fixable?
Tell us what you bought, what you're paying, and what's not working. We'll tell you honestly whether it's rescuable or not. 30 minutes, no charge, no pitch.
Get a Free AssessmentNo judgment. Just answers.