Oversized Systems, Overlapping Tools, and the Hidden Cost of “Just in Case” IT

The difference in the size of systems can be night and day in biotech IT.

If you’re a biotech startup, your software tools should scale with your growth, not cost more than needed and certainly not slow you down. 

But that’s precisely what happens when startups adopt software without a strategy.  

The result? You’re burning through budget and fielding too many requests to track. 

Oversized: Introducing software or a system that’s just far larger than your needs require. More than just expensive licenses, this route leads to far more support costs, and in some cases, the need to hire someone with experience on that system. 

 This is a common challenge in biotech when team members are added from larger organizations, like pharma. 

What 'Oversized Systems' Look Like:

The system might be oversized if… 

• Your team is paying $300 per seat for Acrobat Pro, when they could use Standard for $100.  

• You’ve bought software in which only a small fraction of the capabilities are in use.  

• You’re spending as much on supporting the software as you did to license it.  

How to do it right: Steps for Gatekeeping to Stop Bloating Systems

Gatekeep user requests, understand their needs, and solve from a place of experience.  

Build for the next milestone/goal/value inflection point. Include enough strategy and experience to know how you will mature that capability down the road.  

Overlap: Teams each using different tools for the same task. We all want our teams to be productive. And team members are productive when using the tools they have used in the past. Left unmanaged, there will be a number of tools that essentially do the same thing.  

Common examples include eSignature apps, data visualization, and project timelines.  

What’s the harm? Typical downsides include more licenses than required, confusion as to which tool to use, incompatibility, and support costs. 

How Does Basis Bio Help Streamline Software?   

Basis acts as a gatekeeper to filter out the nonsense and get back to basics; the essentials. When users request tools, we don’t just say yes.  

We consider/ask: 

1. What is being used currently that could do the job? 

2. What will be the frequency of use  

3. Have we reached a tipping point for a more cost-effective licensing model? 

Often the response from the user is... “Oh, I didn’t know we were establishing a standard. That’s great. Yes, please.” 

The Hidden Costs of Software 

Software costs more than you think. It’s not just license fees.  

Deploying/First Time Use 

Even the smallest software requires some effort to make it available. Compatibility, SSO configuration, security for install all need to be considered when the first user is set up.  

Request/Approval/Procurement/Installing

Each user and step requires time. This time adds up, sometimes equally or surpassing the license fees. 

Opportunity Cost

When users can’t do their work, your costs skyrocket and your schedule is put at risk. 

You’re not just burning budget, you’re losing momentum. Your progress depends on clear workflows, reliable systems, and a lean team. 

What to Do with Your Software Stack Now

Here's how you can do IT right: 

1. Fight for a Proven biotech stack of software – Don't reinvent IT or how software tools are used in your biotech. Instead, target proven tools with durability.  

2. Fight for the Right(sizing) - Budget and Strategy are powerful weapons in battling requests for overbuilding. Socialize “scrappy” and “make do” and make them part of the culture.  

3. Let someone else be the gatekeeper – unless you have the biotech IT experience, pushing back or seriously evaluating a request will be difficult. Your time is better spent moving your program forward. Find a partner to gatekeep the requests and escalate to you as needed. 

   
   
   
   

Build Smart, Scale Confidently with the Right Systems

We’re not disclosing our closely guarded secrets here; instead, we’re offering a glimpse into the effective strategies we implement. It’s about helping you see what’s possible when your systems are set up to support your team, not slow it down.  

Once you get a feel for how much easier things can run, you won’t want to go back. 

Startups aren’t supposed to operate like Fortune 500s. That’s the whole point. You’re building something high-impact with a small, nimble team. That means your systems need to be focused, secure, and scaled to the job. 

We can help. Let’s talk.