Whether you are an Operations Head, HR Lead, or IT manager, workplace software tools like email, file sharing, HR systems, and project management apps, keep your company running smoothly.

But how can you tell if these apps your entire team is using are managed well, secure, and cost-effective?

We created the quick Workplace Apps Management Self-Check to help you find out:

After answering this self-assessment, keep reading to understand your results and see your next steps. Below are the four levels of app management, the signs of each level, and simple ways to improve.

What is the Workplace Apps Management Self-Check?

This short self-assessment helps you quickly see how well your company’s software tools are organized and if you are getting the most value for your business after answering 21 Yes or No questions. Based on your answers, you will see your resulting level that shows where you stand and what you can do next:

Level 1: Ad Hoc

You are at the starting point. Most company apps and tools are not organized or tracked yet.

Key Indicators:

• There is no central list of all the apps and software used in the company.
• Many employees are using unapproved or “shadow” tools that are not monitored.
• Security basics like password policies or app permissions are rarely enforced.
• Nobody is tracking software costs, licenses, or upcoming renewals.
• Software choices are not connected to overall company goals.

Recommendations:

• Start by making a list of all software your employees use, including email, chat, HR systems, and file storage.
• Ask your team to report any tools they use that are not on your list.
• Set some basic rules for which apps people should or should not use and share them with your team.
• Keep track of what you are paying for, what is expiring soon, and which licenses you really need.
• Need help? Please refer to the end section of this article: "What's Next?"

Level 2: Foundational

You have the basics covered. Some tracking and security is in place, but important gaps remain.

Key Indicators:

• There is a basic inventory of company apps, but it is incomplete or not updated regularly.
• You have found some shadow IT, but these apps are not always added to your approved list.
• Some security is in place, such as two-factor authentication, but not for every tool.
• You track some costs, but not all, so you may miss out on savings.
• Some efforts are made to match your tech choices to company goals.

Recommendations:

• Expand your inventory. Find and add any hidden apps to your main list.
• Update your inventory at least monthly so it is current.
• Apply security basics like strong passwords and two-factor authentication everywhere possible.
• Audit your licenses and spending every quarter to catch unnecessary costs.
• Start assessing vendors for security and compliance when you purchase new software.
• Need help? Please refer to the end section of this article: "What's Next?"

Level 3: Emerging

You are making good progress. Most apps and tools are tracked and some controls are in place, but there is still room to improve.

Key Indicators:

• You have a regularly updated list of all company apps.
• Shadow IT is found, monitored, and added to the official list.
• Security features like SSO, MFA, and encryption are widely used, but could become more consistent.
• App costs and license use are tracked, with some active effort to optimize.
• Company goals guide most of your software purchases.

Recommendations:

• Automate onboarding and offboarding so people only have access to what they need.
• Set reminders for permission reviews and adjust access when employees change roles.
• Identify and cut unused licenses to save money.
• Create a plan to scale your software tools as your company grows.‍
• Need help? Please refer to the end section of this article: "What's Next?"

Level 4: Optimized

Your company’s apps and tools are well-organized, secure, and under control.

Key Indicators:

• You keep a comprehensive, real-time inventory of all software tools used across the company.
• All unapproved app usage is detected, reviewed, and brought under central control.
• Advanced security like SSO, MFA, role-based access, and regular audits is in place for all tools.
• Costs and licenses are fully optimized, and renewals are managed proactively.
• Software choices are always matched to business goals and return on investment.

Recommendations:

• Use analytics to anticipate software needs and spot risks early.
• Automate response plans for any security incidents related to workplace apps.
• Stay ahead by regularly reviewing new trends and tools that could benefit your company.
• Offer ongoing training for staff on security and best practices with new apps.
• Want to keep your lead? Please refer to the last section below

What’s Next?

No matter where you are today, small improvements can noticeably boost your company’s productivity and security.

You can get started right away using the recommendations above as many steps are simple and can be done with your current team and tools. But if you find that you do not have the time, resources, or want expert support to set things up efficiently, we’re here to help.

As a trusted partner of Josys, a leading platform used by over 600 global clients to organize, secure, and optimize all workplace software, Symph can support you in streamlining your app management and making the whole process easier.

Book your free one-on-one consultation today to see how we can help.