You didn’t set out to build a monster.

But between the chaos of scaling, the pressure to deliver, and the allure of quick fixes, your business has ended up with a system that feels... stitched together. Different tools in every department. Workarounds on top of workarounds. Data scattered across a dozen logins.

This is the Frankenstein Effect, a challenge we often see in fast-growing businesses. It happens when your tech stack evolves without a clear plan. 

At Via, we specialise in helping ambitious businesses replace reactive tech with systems that actually scale. Here’s how the Frankenstein Effect comes to life, the red flags to watch out for, and four practical things you can do this week to prevent (or reverse) it.

Outgrowing systems is a natural part of growth

When you're growing fast, it’s natural to prioritise delivery over design. You need to solve operational problems quickly, so delivery can keep happening. But without a strategy, your tools multiply faster than your processes mature.

Teams end up with overlapping apps, duplicated data entry and clunky integrations. What started as "just get it working" becomes "we have no idea how this works anymore."

Outgrowing systems is part of the journey. But letting it go unchecked will hold you back from the next stage of growth.

Watch for these signals:

• Are teams creating workarounds just to get basic tasks done?
• Do individuals rely heavily on spreadsheets or manual exports between systems?

What to do next:

List every tool in use across your business. Map which teams use what, and for which purpose. Highlight overlaps, underused tools and any manual steps between systems. This is your starting point for simplification.

No one owns the whole picture

In many businesses, no one is accountable for the system as a whole. Each department makes its own tech decisions, often in isolation. Over time, you end up with siloed systems that don’t talk to each other, and sometimes teams that don’t either.

Without someone overseeing the entire business systems landscape, there’s no alignment between tools, no strategy behind purchases, and no clear roadmap for improvement.

Watch for these signals:

• Teams are using different tools to track similar work
• System changes happen without visibility across departments

What to do next:

Create a system owner: someone responsible for aligning tools. They don’t need to be technical; they need to be curious, cross-functional and have the power to ask “why are we doing it this way?” across the entire organisation.

You’re choosing tech for “right now,” not for the long game

When everything feels urgent, it’s easy to reach for a tool that solves one immediate issue. You install something to fix a scheduling problem. You onboard a new system because sales need visibility now. But tools added without examining the underlying process can create more complexity than they solve.

You end up with systems that don’t speak to each other, data in multiple places, and processes that no one really understands. The problem wasn’t a lack of tech: it was unclear processes from the start.

Watch for these signals:

• Teams frequently ask for “another tool” to fix a recurring issue
• You’ve lost sight of what your tech stack is meant to enable
• Department leaders are unclear about which system is the source of truth

What to do next:

Next time a tool is suggested, pause. Get the team to map the process it’s supposed to improve. Is it clear? If the process is broken, no tech will fix it. Clean up the workflow first, then find the right tech to support it.

Changing feels too big, so you avoid it

“We have other projects”, “It’s EOFY”, “The CFO is on leave, we need to wait until she’s back…”

Once you’ve got a Frankenstein system in place, the idea of changing it can feel overwhelming, and excuses may start bubbling up. People are used to the way things are, even if they’re not the best, and what if the next system is even worse? 

The thought of replacing tools, retraining staff and disrupting workflows feels risky. But living with poor systems is far more expensive than changing them. The cost goes beyond operational efficiency: it’s your people who bear the brunt of it. A systemised business can become your best employee retention tool, or be one of the reasons your team is quietly quitting.

Watch for these signals:

• Leadership avoids conversations about changing systems
• Team members in key roles leave (ops manager, system admin, delivery department leaders)
• When they do, their knowledge of “how things are done” leaves with them

What to do next:

Take our Systems Scorecard. It’s a free diagnostic tool that gives you instant clarity on how well your systems are supporting your team and where the cracks are forming.‍

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The Frankenstein effect isn’t just about bad tools: it’s often about good tools used in the wrong context. As your business grows, so too must your systems.

Adding more software to broken workflows only creates noise. Instead, focus on simplifying and aligning your processes first. Then, choose the right tools to support them.

Watch for early warning signs that your systems aren’t keeping up, so you can plan growth intentionally and build a tech stack that actually works for your team.

Looking for a place to start?

This week, take 15 minutes to complete our free Systems Scorecard.
A growing business deserves better than duct-tape tech.