In this article, I’ll show you how to create order with a 5-step process – without a bureaucratic monster and without a dedicated IT team.<\/p>\n\n
\n\n
\ud83d\udccb Contents<\/h2>\n\n\n- Typical problems in the SaaS chaos<\/a><\/li>\n\n\n\n
- The 5-step process<\/a><\/li>\n\n\n\n
- Quick Wins: MFA, SSO & central admin accounts<\/a><\/li>\n\n\n\n
- Reporting: Making costs & risks visible<\/a><\/li>\n\n\n\n
- On-\/Offboarding as a core process<\/a><\/li>\n<\/ul>\n\n
\n\nTypical problems: When SaaS becomes a cost monster<\/h2>\n\n
Before we get into the solution, it’s worth taking a quick look at the most common sources of problems. Many of these are not the result of negligence, but simply because companies grow and the tool landscape grows organically with it – without anyone keeping track. <\/p>\n\n
The shadow IT dilemma<\/h3>\n\n
Sarah from Marketing books Canva Pro. Tim from Sales does too. Neither of them know anything about each other. Result: 240\u20ac\/year wasted.<\/strong> Even more common: tools are booked for projects, the project ends – the subscription continues. After 12 months, it becomes apparent when the credit card is declined. <\/p>\n\n
The admin rights black box<\/h3>\n\n
Imagine the following scenario: <\/p>\n\n
Your former head of marketing had admin rights to:<\/p>\n\n
\n- Google Workspace<\/li>\n\n\n\n
- Slack<\/li>\n\n\n\n
- Asana<\/li>\n\n\n\n
- HubSpot<\/li>\n\n\n\n
- Canva<\/li>\n<\/ul>\n\n
He’s been gone for 4 months. Has anyone deactivated his accesses? Mostly not.<\/strong> <\/p>\n\nThis is not a hypothetical horror scenario. According to a study by BetterCloud, 68% <\/strong>of companies have active accounts of former employees in at least one SaaS tool. That’s not just a cost issue – it’s also a serious data protection risk. <\/p>\n\nDouble subscriptions & license corpses<\/h3>\n\n
Typical findings during a SaaS audit:<\/p>\n\n
\n- 3 Zoom accounts (different departments)<\/li>\n\n\n\n
- 15 Slack licenses, 8 active users<\/li>\n\n\n\n
- Dropbox Business + Google Drive + OneDrive (all paid)<\/li>\n\n\n\n
- Adobe Creative Cloud for ex-employees<\/li>\n<\/ul>\n\n
Average savings potential: \u20ac400-1,200\/month<\/strong> for 10-30 employees.<\/p>\n\n
\n\nThe 5-step process: getting to grips with SaaS chaos<\/h2>\n\n
The good thing about this process is that it takes just one time – around 2-4 hours for the initial setup. After that, the system runs almost automatically and only takes 30 minutes per quarter. <\/p>\n\n
Step 1: Create inventory (one-off 2 hours)<\/h3>\n\n
Collect ALL SaaS tools. Sources: <\/p>\n\n
\n- Credit card statements for the last 12 months<\/li>\n\n\n\n
- Consult the IT team<\/li>\n\n\n\n
- Employee survey: “Which tools do you use every day?”<\/li>\n\n\n\n
- Check browser extensions (LastPass, 1Password show saved logins)<\/li>\n<\/ul>\n\n
Experience shows that this step always brings up 3-5 tools that the management has never heard of – and which nevertheless regularly charge the company credit card.<\/p>\n\n
Record minimum inventory:<\/strong><\/p>\n\nTool<\/th> Costs\/ Owner<\/th> Number of users<\/th> Renewal date<\/th> Admin access<\/th><\/tr><\/thead> Slack<\/td> 80\u20ac<\/td> IT<\/td> 12<\/td> 15.03.2025<\/td> Max, Julia<\/td><\/tr> Canva<\/td> 24\u20ac<\/td> Marketing<\/td> 3<\/td> 01.02.2025<\/td> Sarah<\/td><\/tr><\/tbody><\/table><\/figure>\n\nStep 2: Define owner (5 minutes per tool)<\/h3>\n\n
For each tool: Who is responsible?<\/strong><\/p>\n\n\n- Owner = decision on extension<\/strong><\/li>\n\n\n\n
- Owner must have budget responsibility<\/li>\n\n\n\n
- No owner = tool is not needed \u2192 cancel<\/li>\n<\/ul>\n\n
The owner rule sounds simple, but it is the most effective lever in the entire process. As soon as a real person is responsible for a tool, the probability of unused licenses decreases significantly. <\/p>\n\n
Example:<\/strong><\/p>\n\n\n- Slack \u2192 IT management<\/li>\n\n\n\n
- HubSpot \u2192 Sales management<\/li>\n\n\n\n
- Figma \u2192 Design Team Lead<\/li>\n<\/ul>\n\n
Step 3: Centralize access<\/h3>\n\n
Problem:<\/strong> Everyone books with their credit card. Cancellations impossible if the person is away. <\/p>\n\nSolution:<\/strong><\/p>\n\n\n- Central company credit card<\/strong> for all SaaS subscriptions<\/li>\n\n\n\n
- Central e-mail<\/strong> for registrations:
saas@ihrefirma.de<\/code><\/li>\n\n\n\n- Password manager<\/strong> (1Password Business, Bitwarden) for admin accesses<\/li>\n<\/ul>\n\n
Quick check:<\/strong><\/p>\n\n\n- [ ] Switch all tools to company e-mail<\/li>\n\n\n\n
- [ ] Store central payment method<\/li>\n\n\n\n
- [ ] Save admin passwords in the Team Vault<\/li>\n<\/ul>\n\n
Step 4: Set up renewal tracking<\/h3>\n\n
Rule of thumb:<\/strong> Check annual subscriptions 30 days in advance, monthly subscriptions quarterly.<\/p>\n\nSimple solution:<\/strong><\/p>\n\n\n- Google Calendar: Reminders for all renewal dates<\/li>\n\n\n\n
- Excel\/Google Sheet: Column “Renewal date” + filter<\/li>\n\n\n\n
- Dedicated tools (optional): Torii, Blissfully, Zylo<\/li>\n<\/ul>\n\n
Process:<\/strong><\/p>\n\n\n- 30 days before renewal: Owners ask: “Still needed?”<\/li>\n\n\n\n
- Yes \u2192 extend<\/li>\n\n\n\n
- No \u2192 cancel immediately (observe notice periods!)<\/li>\n<\/ol>\n\n
Tip: Create a separate calendar color for renewal reminders in Google Calendar. This way, these important dates won’t get lost in the daily grind. <\/p>\n\n
Step 5: Quarterly review (30 minutes)<\/h3>\n\n
What is checked:<\/strong><\/p>\n\n\n- [ ] Are all licenses actively used? (Slack Analytics, Google Workspace Admin) <\/li>\n\n\n\n
- [ ] New tools added? (Check credit card statement) <\/li>\n\n\n\n
- [ ] Ex-employees still have access? (go through admin lists) <\/li>\n\n\n\n
- [ ] Double subscriptions? (e.g. 2x Zoom, 3x Dropbox) <\/li>\n<\/ul>\n\n
Output:<\/strong> List with:<\/p>\n\n\n- Tools to be canceled<\/li>\n\n\n\n
- Downgrade options (e.g. from 20 to 12 licenses)<\/li>\n\n\n\n
- New tool requests<\/li>\n<\/ul>\n\n
30 minutes per quarter doesn’t sound like much – and it is. The trick is to firmly anchor this appointment in your calendar, preferably directly after the quarterly closing, when budget issues are on the table anyway. <\/p>\n\n
\n\nQuick Wins: MFA, SSO & central admin accounts<\/h2>\n\n
In addition to the structural 5-step process, there are measures that you can implement today – with minimal effort and immediate security gains.<\/p>\n\n
1. enforce multi-factor authentication (MFA)<\/h3>\n\n
Why:<\/strong> 99.9% of account takeovers could be prevented by MFA.<\/p>\n\nWhere to activate:<\/strong><\/p>\n\n\n- Google Workspace<\/li>\n\n\n\n
- Microsoft 365<\/li>\n\n\n\n
- Slack<\/li>\n\n\n\n
- GitHub<\/li>\n\n\n\n
- All tools with admin rights<\/li>\n<\/ul>\n\n
Time:<\/strong> 15 minutes setup, all users activate within 1 week<\/p>\n\nImportant: <\/em><\/strong>Introducing MFA is one thing – ensuring that all employees have actually activated it is another. Set a clear deadline and monitor the activation rate in the admin dashboard. <\/p>\n\n2. introduce Single Sign-On (SSO) (optional)<\/h3>\n\n
For companies with 15 or more employees:<\/strong><\/p>\n\n\n- Google Workspace as an identity provider<\/li>\n\n\n\n
- Connect all tools via SSO (Slack, Asana, Notion, etc.)<\/li>\n\n\n\n
- Advantage:<\/strong> One login for everything, central deactivation possible<\/li>\n<\/ul>\n\n
Disadvantage:<\/strong> Often only available in more expensive tariffs (Business\/Enterprise)<\/p>\n\nSSO is the game changer in offboarding: as soon as an employee account is deactivated in Google Workspace, the person automatically loses access to all connected tools – no more manually clicking through 15 platforms.<\/p>\n\n
3. set up central admin accounts<\/h3>\n\n
Never again:<\/strong> “Only Max knows the password, and Max is on vacation.”<\/p>\n\nSolution:<\/strong><\/p>\n\n\n- At least 2 admins<\/strong> per critical tool<\/li>\n\n\n\n
- Admin accounts in Password Manager (Team Vault)<\/li>\n\n\n\n
- Personal accounts \u2260 Admin accounts<\/li>\n<\/ul>\n\n
Example:<\/strong><\/p>\n\n\n- Slack: IT management + management as admin<\/li>\n\n\n\n
- Google Workspace: 3 super admins (IT, GF, deputy GF)<\/li>\n<\/ul>\n\n
4. app approval light (no bureaucracy monster!)<\/h3>\n\n
Problem:<\/strong> Employees book tools on their own \u2192 Shadow IT<\/p>\n\nSolution without permit madness:<\/strong><\/p>\n\n\n- Rule:<\/strong> Tools under \u20ac20\/month \u2192 self-booking allowed<\/li>\n\n\n\n
- Condition:<\/strong> Entry in the central SaaS sheet<\/li>\n\n\n\n
- Tools over \u20ac20\/month \u2192 IT approval required<\/li>\n<\/ul>\n\n
So it remains pragmatic:<\/strong><\/p>\n\n\n- No 3-step approval process<\/li>\n\n\n\n
- Simple Google Form: “Which tool? What for? Cost?” <\/li>\n\n\n\n
- Answer within 24h<\/li>\n<\/ul>\n\n
This EUR 20 limit is deliberately set at a low level. It prevents large, uncontrolled expenses without undermining the personal responsibility of employees. Most SMEs that introduce this rule report significantly better acceptance than with stricter approval processes. <\/p>\n\n
\n\nReporting: costs per team\/tool, risks, potential savings<\/h2>\n\n
Many companies shy away from “reporting” because they think of complex BI tools. The good news is that a well-structured Google Sheet is all you need for effective SaaS controlling. <\/p>\n\n
Dashboard minimum standard<\/h3>\n\n
You don’t need a tableau. A Google Sheet is enough: <\/p>\n\n
Monthly overview:<\/strong><\/p>\n\nCategory<\/th> Costs\/month<\/th> Number of tools<\/th> Risk<\/th><\/tr><\/thead> Communication<\/td> 280\u20ac<\/td> 3<\/td> \ud83d\udfe2 Low<\/td><\/tr> Project management<\/td> 150\u20ac<\/td> 2<\/td> \ud83d\udfe1 Medium (double tools)<\/td><\/tr> Design<\/td> 120\u20ac<\/td> 4<\/td> \ud83d\udd34 High (Ex-MA with access)<\/td><\/tr> TOTAL<\/strong><\/td>550\u20ac<\/strong><\/td>9<\/strong><\/td>–<\/td><\/tr><\/tbody><\/table><\/figure>\n\nRisk assessment<\/h3>\n\n![\"\"](\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\")
<\/figure>\n<\/div>\n\n\n\ud83d\udfe2 Low risk:<\/strong><\/p>\n\n\n\n\n- All users active<\/li>\n\n\n\n
- MFA activated<\/li>\n\n\n\n
- Central payment method<\/li>\n<\/ul>\n<\/div>\n\n\n\n\n
\ud83d\udfe1 Medium Risk:<\/strong><\/p>\n\n\n\n\n- Double tools (Canva + Figma)<\/li>\n\n\n\n
- Too many licenses (20 purchased, 12 used)<\/li>\n<\/ul>\n<\/div>\n\n\n\n\n
\ud83d\udd34 High Risk:<\/strong><\/p>\n\n\n\n\n- Ex-employee with admin rights<\/li>\n\n\n\n
- No MFA<\/li>\n\n\n\n
- Private credit card as a payment method<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n
Calculate savings potential<\/h3>\n\n
Formula:<\/strong><\/p>\n\nMonatliche Verschwendung = \n (Ungenutzte Lizenzen \u00d7 Preis) + \n (Doppel-Abos) + \n (Tools ohne Owner \u00d7 Durchschnittspreis)<\/code><\/pre>\n\nExample:<\/strong><\/p>\n\n\n- Slack: 20 licenses at \u20ac8 each, only 14 active \u2192 \u20ac48\/month<\/strong><\/li>\n\n\n\n
- Zoom: 2 accounts at \u20ac15 each \u2192 \u20ac15\/month<\/strong><\/li>\n\n\n\n
- Dropbox Business (unused project) \u2192 20\u20ac\/month<\/strong><\/li>\n<\/ul>\n\n
= 83\u20ac\/month = 996\u20ac\/year savings<\/strong><\/p>\n\nThis calculation shows that it’s not about doing without tools. It’s about only paying for what is actually used. <\/p>\n\n
\n\nOn-\/Offboarding as a core process<\/h2>\n\n
All previous measures will come to nothing if the offboarding process does not work. The hard truth:<\/strong> without proper offboarding, SaaS management is useless.<\/p>\n\nOnboarding checklist (new employees)<\/h3>\n\n\n- [ ] Create Google Workspace \/ Microsoft 365 account<\/li>\n\n\n\n
- [ ] Grant access to required tools (from SaaS inventory)<\/li>\n\n\n\n
- [ ] Force MFA activation<\/li>\n\n\n\n
- [ ] Set up password manager access<\/li>\n\n\n\n
- [ ] In the SaaS sheet: Update number of users<\/li>\n<\/ul>\n\n
Time:<\/strong> 15 minutes<\/p>\n\nTip: Create a role-based access list, e.g. “What does each new sales employee get?”. This will save valuable minutes during the next onboarding. <\/p>\n\n
Offboarding checklist (departing employees)<\/h3>\n\n\n- [ ] Deactivate Google\/Microsoft account (\u2192 SSO accesses are automatically removed)<\/li>\n\n\n\n
- [ ] Manually remove from tools that do not have SSO<\/li>\n\n\n\n
- [ ] Check admin rights: Was person admin? \u2192 Appoint new person <\/li>\n\n\n\n
- [ ] Release or cancel license<\/li>\n\n\n\n
- [ ] In the SaaS sheet: Update number of users<\/li>\n<\/ul>\n\n
Time:<\/strong> 20 minutes<\/p>\n\nCritical:<\/strong> Offboarding on the last day of work<\/strong>, not “sometime afterwards”.<\/p>\n\n\nPro tip:<\/strong> Link offboarding with the HR process. Checklist in BambooHR, Personio or simple Google Form: “Employee leaves company \u2192 automatic reminder to IT.” <\/p>\n<\/blockquote>\n\nIncidentally, structured offboarding is not just an IT issue, but also a legal one: Under data protection law, companies are obliged to prevent access to personal data after an employee has left the company.<\/p>\n\n
\n\nConclusion: Fewer tools, more control, lower costs<\/h2>\n\n
SaaS chaos is not destiny. With a simple 5-step process (Inventory \u2192 Owner \u2192 Access \u2192 Renewal \u2192 Review), you can bring order to your tool landscape – without a bureaucratic monster. <\/p>\n\n
The investment:<\/strong><\/p>\n\n\n- One-off: 2-4 hours setup<\/li>\n\n\n\n
- Ongoing: 30 minutes per quarter<\/li>\n<\/ul>\n\n
The return:<\/strong><\/p>\n\n\n- 400-1,200\u20ac\/month cost savings<\/li>\n\n\n\n
- No more admin rights black box<\/li>\n\n\n\n
- Clean onboarding\/offboarding<\/li>\n\n\n\n
- Compliance & Security (MFA, SSO)<\/li>\n<\/ul>\n\n
The first step is always the hardest – but in this case it literally takes two hours. After that, the system almost runs itself. <\/p>\n\n
\n\n\ud83c\udf81 Free download<\/h2>\n\nSaaS inventory list with renewal tracking <\/h3>\n\n
Get our tried and tested template:<\/p>\n\n
\u2705 Inventory list with all relevant columns
\n\n
Typical problems: When SaaS becomes a cost monster<\/h2>\n\n
Before we get into the solution, it’s worth taking a quick look at the most common sources of problems. Many of these are not the result of negligence, but simply because companies grow and the tool landscape grows organically with it – without anyone keeping track. <\/p>\n\n
The shadow IT dilemma<\/h3>\n\n
Sarah from Marketing books Canva Pro. Tim from Sales does too. Neither of them know anything about each other. Result: 240\u20ac\/year wasted.<\/strong> Even more common: tools are booked for projects, the project ends – the subscription continues. After 12 months, it becomes apparent when the credit card is declined. <\/p>\n\n Imagine the following scenario: <\/p>\n\n Your former head of marketing had admin rights to:<\/p>\n\n He’s been gone for 4 months. Has anyone deactivated his accesses? Mostly not.<\/strong> <\/p>\n\n This is not a hypothetical horror scenario. According to a study by BetterCloud, 68% <\/strong>of companies have active accounts of former employees in at least one SaaS tool. That’s not just a cost issue – it’s also a serious data protection risk. <\/p>\n\n Typical findings during a SaaS audit:<\/p>\n\n Average savings potential: \u20ac400-1,200\/month<\/strong> for 10-30 employees.<\/p>\n\n The good thing about this process is that it takes just one time – around 2-4 hours for the initial setup. After that, the system runs almost automatically and only takes 30 minutes per quarter. <\/p>\n\n Collect ALL SaaS tools. Sources: <\/p>\n\n Experience shows that this step always brings up 3-5 tools that the management has never heard of – and which nevertheless regularly charge the company credit card.<\/p>\n\n Record minimum inventory:<\/strong><\/p>\n\n For each tool: Who is responsible?<\/strong><\/p>\n\n The owner rule sounds simple, but it is the most effective lever in the entire process. As soon as a real person is responsible for a tool, the probability of unused licenses decreases significantly. <\/p>\n\n Example:<\/strong><\/p>\n\n Problem:<\/strong> Everyone books with their credit card. Cancellations impossible if the person is away. <\/p>\n\n Solution:<\/strong><\/p>\n\n Quick check:<\/strong><\/p>\n\n Rule of thumb:<\/strong> Check annual subscriptions 30 days in advance, monthly subscriptions quarterly.<\/p>\n\n Simple solution:<\/strong><\/p>\n\n Process:<\/strong><\/p>\n\n Tip: Create a separate calendar color for renewal reminders in Google Calendar. This way, these important dates won’t get lost in the daily grind. <\/p>\n\n What is checked:<\/strong><\/p>\n\n Output:<\/strong> List with:<\/p>\n\n 30 minutes per quarter doesn’t sound like much – and it is. The trick is to firmly anchor this appointment in your calendar, preferably directly after the quarterly closing, when budget issues are on the table anyway. <\/p>\n\n In addition to the structural 5-step process, there are measures that you can implement today – with minimal effort and immediate security gains.<\/p>\n\n Why:<\/strong> 99.9% of account takeovers could be prevented by MFA.<\/p>\n\n Where to activate:<\/strong><\/p>\n\n Time:<\/strong> 15 minutes setup, all users activate within 1 week<\/p>\n\n Important: <\/em><\/strong>Introducing MFA is one thing – ensuring that all employees have actually activated it is another. Set a clear deadline and monitor the activation rate in the admin dashboard. <\/p>\n\n For companies with 15 or more employees:<\/strong><\/p>\n\n Disadvantage:<\/strong> Often only available in more expensive tariffs (Business\/Enterprise)<\/p>\n\n SSO is the game changer in offboarding: as soon as an employee account is deactivated in Google Workspace, the person automatically loses access to all connected tools – no more manually clicking through 15 platforms.<\/p>\n\n Never again:<\/strong> “Only Max knows the password, and Max is on vacation.”<\/p>\n\n Solution:<\/strong><\/p>\n\n Example:<\/strong><\/p>\n\n Problem:<\/strong> Employees book tools on their own \u2192 Shadow IT<\/p>\n\n Solution without permit madness:<\/strong><\/p>\n\n So it remains pragmatic:<\/strong><\/p>\n\n This EUR 20 limit is deliberately set at a low level. It prevents large, uncontrolled expenses without undermining the personal responsibility of employees. Most SMEs that introduce this rule report significantly better acceptance than with stricter approval processes. <\/p>\n\n Many companies shy away from “reporting” because they think of complex BI tools. The good news is that a well-structured Google Sheet is all you need for effective SaaS controlling. <\/p>\n\n You don’t need a tableau. A Google Sheet is enough: <\/p>\n\n Monthly overview:<\/strong><\/p>\n\n \ud83d\udfe2 Low risk:<\/strong><\/p>\n\n\n\n \ud83d\udfe1 Medium Risk:<\/strong><\/p>\n\n\n\n \ud83d\udd34 High Risk:<\/strong><\/p>\n\n\n\n Formula:<\/strong><\/p>\n\n Example:<\/strong><\/p>\n\n = 83\u20ac\/month = 996\u20ac\/year savings<\/strong><\/p>\n\n This calculation shows that it’s not about doing without tools. It’s about only paying for what is actually used. <\/p>\n\n All previous measures will come to nothing if the offboarding process does not work. The hard truth:<\/strong> without proper offboarding, SaaS management is useless.<\/p>\n\n Time:<\/strong> 15 minutes<\/p>\n\n Tip: Create a role-based access list, e.g. “What does each new sales employee get?”. This will save valuable minutes during the next onboarding. <\/p>\n\n Time:<\/strong> 20 minutes<\/p>\n\n Critical:<\/strong> Offboarding on the last day of work<\/strong>, not “sometime afterwards”.<\/p>\n\n Pro tip:<\/strong> Link offboarding with the HR process. Checklist in BambooHR, Personio or simple Google Form: “Employee leaves company \u2192 automatic reminder to IT.” <\/p>\n<\/blockquote>\n\n Incidentally, structured offboarding is not just an IT issue, but also a legal one: Under data protection law, companies are obliged to prevent access to personal data after an employee has left the company.<\/p>\n\n SaaS chaos is not destiny. With a simple 5-step process (Inventory \u2192 Owner \u2192 Access \u2192 Renewal \u2192 Review), you can bring order to your tool landscape – without a bureaucratic monster. <\/p>\n\n The investment:<\/strong><\/p>\n\n The return:<\/strong><\/p>\n\n The first step is always the hardest – but in this case it literally takes two hours. After that, the system almost runs itself. <\/p>\n\n Get our tried and tested template:<\/p>\n\n \u2705 Inventory list with all relevant columnsThe admin rights black box<\/h3>\n\n
\n
Double subscriptions & license corpses<\/h3>\n\n
\n
\n\nThe 5-step process: getting to grips with SaaS chaos<\/h2>\n\n
Step 1: Create inventory (one-off 2 hours)<\/h3>\n\n
\n
Tool<\/th> Costs\/ Owner<\/th> Number of users<\/th> Renewal date<\/th> Admin access<\/th><\/tr><\/thead> Slack<\/td> 80\u20ac<\/td> IT<\/td> 12<\/td> 15.03.2025<\/td> Max, Julia<\/td><\/tr> Canva<\/td> 24\u20ac<\/td> Marketing<\/td> 3<\/td> 01.02.2025<\/td> Sarah<\/td><\/tr><\/tbody><\/table><\/figure>\n\n Step 2: Define owner (5 minutes per tool)<\/h3>\n\n
\n
\n
Step 3: Centralize access<\/h3>\n\n
\n
saas@ihrefirma.de<\/code><\/li>\n\n\n\n\n
Step 4: Set up renewal tracking<\/h3>\n\n
\n
\n
Step 5: Quarterly review (30 minutes)<\/h3>\n\n
\n
\n
\n\nQuick Wins: MFA, SSO & central admin accounts<\/h2>\n\n
1. enforce multi-factor authentication (MFA)<\/h3>\n\n
\n
2. introduce Single Sign-On (SSO) (optional)<\/h3>\n\n
\n
3. set up central admin accounts<\/h3>\n\n
\n
\n
4. app approval light (no bureaucracy monster!)<\/h3>\n\n
\n
\n
\n\nReporting: costs per team\/tool, risks, potential savings<\/h2>\n\n
Dashboard minimum standard<\/h3>\n\n
Category<\/th> Costs\/month<\/th> Number of tools<\/th> Risk<\/th><\/tr><\/thead> Communication<\/td> 280\u20ac<\/td> 3<\/td> \ud83d\udfe2 Low<\/td><\/tr> Project management<\/td> 150\u20ac<\/td> 2<\/td> \ud83d\udfe1 Medium (double tools)<\/td><\/tr> Design<\/td> 120\u20ac<\/td> 4<\/td> \ud83d\udd34 High (Ex-MA with access)<\/td><\/tr> TOTAL<\/strong><\/td> 550\u20ac<\/strong><\/td> 9<\/strong><\/td> –<\/td><\/tr><\/tbody><\/table><\/figure>\n\n Risk assessment<\/h3>\n
![\"\"](\"https:\/\/itsupport.online\/wp-content\/uploads\/2026\/02\/Risiko-Bewertung-visual-selection-1.png\")
<\/figure>\n<\/div>\n\n
\n
\n
Calculate savings potential<\/h3>\n\n
Monatliche Verschwendung = \n (Ungenutzte Lizenzen \u00d7 Preis) + \n (Doppel-Abos) + \n (Tools ohne Owner \u00d7 Durchschnittspreis)<\/code><\/pre>\n\n\n
\n\nOn-\/Offboarding as a core process<\/h2>\n\n
Onboarding checklist (new employees)<\/h3>\n\n
\n
Offboarding checklist (departing employees)<\/h3>\n\n
\n
\n
\n\nConclusion: Fewer tools, more control, lower costs<\/h2>\n\n
\n
\n
\n\n\ud83c\udf81 Free download<\/h2>\n\n
SaaS inventory list with renewal tracking <\/h3>\n\n