How to Do a Simple IT Audit

How to Do a Simple IT Audit

An IT audit sounds formal, but at its core it is just finding out what you have. If you have never done one, you can make a solid start in an afternoon. Here is how.

Step 1: List Every Device You Can See

Walk through your office or workspace. Note every device you can physically see: laptops, desktops, monitors, phones, tablets, printers, switches, routers, access points.

For each device, record:

• What it is (laptop, monitor, etc.)
• Make and model
• Serial number (usually on a sticker on the bottom)
• Where it is located

Do not worry about perfection. A partial list is better than no list.

Step 2: Check Your Microsoft 365 or Google Workspace Admin

Log in to your admin console. This tells you what software licences you are paying for and who has them.

In Microsoft 365, go to the admin centre and look at active users and their assigned licences. In Google Workspace, check the user list and the licences assigned to each.

Note down:

• Total number of user accounts
• How many licences of each type you are paying for
• Any accounts for people who have left the company

This step alone often reveals licences you are paying for unnecessarily.

Step 3: Review Your Credit Card Statements

Software subscriptions are usually paid by card. Go through the last three months of statements and list every recurring charge that looks like software.

Common ones to look for:

• Microsoft 365 or Google Workspace
• Adobe Creative Cloud
• Slack
• Zoom
• CRM tools (HubSpot, Salesforce, Pipedrive)
• Accounting software (Xero, QuickBooks)
• Cloud storage (Dropbox, Box)
• Project management tools (Asana, Monday, Trello)

For each, note the monthly cost and who is responsible for the account.

Step 4: Note What Each Device Is Assigned To

Go back to your device list from Step 1. For each device, record who it is assigned to. If it is shared, note that. If it is in storage, mark it as unassigned.

If you do not know who a device belongs to, that is useful information too. It means the device is untracked, which is exactly the problem you are trying to fix.

Step 5: Identify Gaps

Now compare what you found:

• Are there user accounts in Microsoft 365 for people who no longer work at the company? Those are wasted licences.
• Are there software subscriptions on your credit card that no one recognises? Those are candidates for cancellation.
• Are there devices with no assigned owner? Those need to be allocated or stored properly.
• Are there devices on your list that you cannot find? Those may be lost or taken home.

Write down every gap you find. Each one is something to act on.

Practical Takeaways

• You do not need specialist software to do a first audit. A spreadsheet is fine.
• Combine what you can see (devices) with what you can find in admin consoles (licences) and on your card statements (subscriptions).
• Do not try to do it perfectly the first time. An incomplete audit you actually do is worth more than a perfect plan you never start.
• Schedule a follow-up in three months to fill in the gaps and keep the register current.