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Audit Scope and Inventory

Audit scope documented with included teams and departments

List the teams, departments, or business units included in this audit.

Tool categories in scope identified

Select the collaboration tool categories being reviewed.

Complete inventory of tools captured for each team critical (required)

Confirm that each in-scope team has a documented list of tools used for collaboration and work management.

Yes No N/A

Tool owner or business sponsor recorded for each platform

Verify that each tool has an identified owner, admin, or business sponsor.

Yes No N/A

License count and contract status captured where applicable

Confirm that license counts, renewal dates, and contract ownership are recorded for paid tools.

Yes No N/A

Shadow IT or unsanctioned tools identified

Check whether any collaboration tools are used without formal approval or procurement visibility.

Yes No N/A

Inventory evidence attached

Attach supporting evidence such as export files, screenshots, or inventory reports.

Usage and Overlap Analysis

Active usage verified for each in-scope tool critical (required)

Confirm whether each tool has current active users or recent activity within the review period.

Yes No N/A

Inactive or low-adoption tools identified

Identify tools with minimal usage, dormant accounts, or no clear business activity.

Yes No N/A

Overlapping tools serving the same function identified critical (required)

Determine whether multiple products are used for the same collaboration function, such as chat, meetings, or file sharing.

Yes No N/A

Primary use case documented for each duplicate tool set

Describe the business reason each overlapping tool is still in use, if any.

Usage data reviewed from admin console or analytics

Confirm that the audit used usage reports, admin dashboards, or analytics exports rather than anecdotal feedback alone.

Yes No N/A

Tools with redundant features mapped by capability

Select the capability areas where overlap exists.

Usage notes and exceptions documented

Capture any exceptions, regional requirements, or team-specific needs that explain tool overlap.

Governance, Risk, and Compliance

Data classification and access controls reviewed

Confirm that access permissions align with the sensitivity of content stored or shared in each tool.

Yes No N/A

Retention and archival settings documented

Verify that retention, deletion, and archival settings are known for each platform.

Yes No N/A

Security and compliance risks from duplicate tools assessed critical (required)

Assess whether duplicate tools create risk through inconsistent controls, unmanaged data, or fragmented oversight.

Yes No N/A

Policy alignment confirmed for sanctioned tools

Confirm that approved tools align with internal IT, security, and records management policies.

Yes No N/A

Third-party vendor and contract risk reviewed

Check whether vendors have been reviewed for procurement, privacy, and contractual obligations.

Yes No N/A

Consolidation blockers documented

Record any legal, regulatory, technical, or operational blockers that prevent consolidation.

Consolidation Opportunities and Action Plan

Preferred standard tool identified for each capability critical (required)

Specify the recommended standard platform for each major collaboration function.

Tools recommended for retirement or migration

Select tools that should be retired, merged, or migrated to a standard platform.

Estimated savings or efficiency gains documented

Enter estimated annual savings, license reduction, or time savings from consolidation.

Migration dependencies identified

Confirm whether data migration, training, integrations, or change management dependencies are documented.

Yes No N/A

Action owner assigned for each recommendation critical (required)

Verify that each consolidation action has an accountable owner and target date.

Yes No N/A

Priority ranking assigned to recommendations

Select the overall priority for the recommended consolidation work.

Findings, Corrective Actions, and Sign-Off

Key findings summarized

Summarize the most important deficiencies, overlaps, and consolidation opportunities discovered during the audit.

Corrective actions recorded for each major deficiency critical (required)

Confirm that each major finding has a documented corrective action.

Yes No N/A

Follow-up review date scheduled

Enter the date and time for the follow-up review or remediation checkpoint.

Inspector sign-off completed

Inspector or audit lead signature.

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Run: Digital Workplace Tool Sprawl Audit

Audit Scope and Inventory

Usage and Overlap Analysis

Governance, Risk, and Compliance

Consolidation Opportunities and Action Plan

Findings, Corrective Actions, and Sign-Off

Get your results