Most businesses don't know what technology they actually have. Software subscriptions pile up. Tools get adopted and forgotten. Critical systems run on outdated versions. Nobody knows what talks to what — until something breaks.
A technology audit fixes that. It's an inventory of what you have, an assessment of what's working, and a foundation for deciding what to do next.
You don't need a consultant for this. Here's a practical framework you can run yourself.
Step 1: Inventory everything
Start by listing every piece of technology your business uses. This includes:
Software subscriptions: Everything with a monthly or annual fee. Check your credit card statements, your accounting software, and your app store subscriptions. You'll probably find things you forgot you were paying for.
Free tools: Tools you use but don't pay for. These often have hidden costs in time and data fragmentation.
Hardware: Computers, phones, tablets, printers, networking equipment. Note the age and condition.
Custom software: Anything built specifically for your business, including spreadsheets with complex logic.
Hosted services: Your website, email, file storage, backup services.
Create a simple spreadsheet with columns for: name, category, cost, who uses it, what it does. Use Notion, Airtable, or Google Sheets — whatever you're comfortable with.
Step 2: Map the connections
Technology doesn't exist in isolation. Your tools talk to each other — or they should.
For each system, ask:
- What data goes into it?
- What data comes out of it?
- What other systems does it connect to?
- How does data move between systems — automatically or manually?
Draw it out. A simple diagram showing which systems connect helps you see your technology landscape clearly. You'll often discover redundant connections, missing integrations, or manual processes that could be automated.
Step 3: Assess what's working (and what isn't)
For each tool in your inventory, answer honestly:
Is it being used? Check login activity if possible. Ask people. Some subscriptions sit unused for months or years.
Is it solving the problem it was meant to solve? Just because you're paying for project management software doesn't mean projects are actually being managed well.
Is it creating new problems? Some tools cause more frustration than they're worth. If your team is constantly working around a tool instead of with it, that's a red flag.
Is it secure and up to date? Old software with no updates is a security risk. So are weak passwords and no two-factor authentication.
What's the cost-to-value ratio? Some expensive tools are worth every penny. Some cheap tools cost more in hidden labor.
Be ruthless. It's easy to keep paying for things "just in case." That's how tech sprawl happens.
Step 4: Identify pain points
Ask your team: "What technology frustrates you?" and "What takes longer than it should?"
Common pain points include:
- Manual data entry between systems
- Can't find files or information when needed
- Duplicate or conflicting data
- Software that's slow or unreliable
- No visibility into what's happening in the business
- Security concerns
- Onboarding new employees is complicated
These pain points are your opportunities. They show where technology is holding you back instead of helping you forward.
Step 5: Check your security basics
While you're auditing, do a quick security check:
Password management: Are you using a password manager like 1Password or LastPass? Are passwords unique and strong?
Two-factor authentication: Is 2FA enabled on your critical accounts — email, banking, cloud services?
Backups: Is your important data backed up? Have you ever tested a restore?
Access control: Do former employees still have access? Does everyone have more access than they need?
Software updates: Is everything running current, patched versions?
Security isn't glamorous, but a breach is expensive. A quick check now prevents bigger problems later.
Step 6: Calculate your true costs
Add up what you're actually spending on technology:
- Direct costs: Subscriptions, licenses, hardware, hosting
- Labor costs: Time spent on manual processes that could be automated
- Opportunity costs: What could your team do if they weren't fighting their tools?
- Hidden costs: Training, workarounds, duplicate subscriptions
This number usually surprises people. Technology costs more than most business owners realize — and not always in obvious ways.
Step 7: Prioritize what to fix
Now you have a clear picture. The question is what to do about it.
Organize your findings into categories:
Quick wins: Things you can fix immediately with minimal effort. Cancel unused subscriptions. Enable 2FA. Update old software.
Important but not urgent: Issues that matter but need planning. Replacing a clunky system. Implementing better backups. Automating a manual process.
Strategic changes: Bigger decisions that affect how you operate. Moving to the cloud. Implementing a CRM. Building custom software.
Leave alone: Things that are working fine. Not everything needs to change.
Tackle quick wins immediately. Use the rest as the basis for a technology roadmap.
Tools to help with your audit
You don't need special software to run a technology audit, but some tools can help:
- For the inventory: Notion, Airtable, or Google Sheets
- For subscription tracking: Your accounting software or credit card statements
- For passwords: 1Password or LastPass
- For file organization: Dropbox or Google Drive
- For project management: Trello, Asana, or Monday.com
When to get help
This DIY approach works well for small businesses with relatively simple technology. It's a great way to understand your landscape and identify obvious issues.
Consider bringing in help when:
- Your technology is complex and you don't know where to start
- You've identified problems but don't know how to solve them
- You need an outside perspective on strategic decisions
- Security concerns are beyond your expertise
- You want a formal report for stakeholders or investors
The audit gives you the knowledge. What you do with that knowledge is the real work.