Software We Use

Run this process everytime you want to give a basic structure for a "Software We Use" Subject to employees Purpose & Targets: As required and based on your responsibilities, more detailed and 1 on 1 training will also be provided. We'll keep this Subject updated, so you'll be notified if we add anything new to our toolbox. This Subject will be a great resource that you can refer back to whenever needed. When you have completed this Subject, you will be able to:Use company systems and devices according to guidelines listed in this Subject

7 steps

Software general

Import this template free

Process steps

Software 1

5 days from previous step

task

[logo, gif, video] Website: [insert the website, appstore download location, etc.] Login Information: Username: Password: Description: [include a brief description of what the tool is and how it brings value to your business.] What we use it for:[use 1] [use 2] [use 3]

Software 2

5 days from previous step

task

Document all approved software

1 day from previous step

task

List every tool the company officially uses. Include purpose, owner, and license type. This is your single source of truth. Shadow IT creates security and compliance risks.

Categorize by function

1 day from previous step

task

Group tools by what they do - communication, project management, finance, design, etc. This helps people find what they need and shows where you have overlap or gaps.

Provide access instructions

1 day from previous step

task

How does someone get access to each tool? Who approves it? Include links to request forms or IT contacts. Make it easy for new hires to get what they need.

Track costs and renewals

1 day from previous step

task

Know how much each tool costs and when licenses renew. Avoid surprise bills or service interruptions. Cancel unused subscriptions - most companies waste money on forgotten tools.

Review and update regularly

1 day from previous step

task

Software changes constantly. Review the list quarterly. Remove tools no longer in use. Add new ones that have been approved. Keep the documentation current.