# The same tool, to audit your own organization

> Audit your own organization: how applications are really used, pain points, workaround tools, with the same tool consulting firms use.

Source : https://tellmehow.io/en/use-cases/it-departments-internal-teams · Updated on : 2026-10-18

TellMeHow is built first for consulting firms. An IT department or a continuous improvement team can use it the same way to understand how its applications are really used.

For an IT department or a continuous improvement team, TellMeHow is the same tool consulting firms use, applied internally: it runs interviews with employees, by voice and with sight of their screen, then consolidates real application usage, pain points, and unlisted tools into a process map linked to its evidence.

### Auditing your own organization

An IT department knows its application portfolio, its tickets, and its licenses. It sees less of what happens between applications: the export reworked every week, the online form a department set up, the file that serves as master data. Continuous improvement teams see the same thing in processes. Interviewing users one by one takes time the team rarely has, and feedback often passes through the management filter.

### What is hard to see from the inside

#### Shadow applications

Online forms, shared spreadsheets, and free tools adopted by a department hold company data without appearing in the inventory.

#### Pain points nobody reports

A slow screen, a double login, or daily re-keying ends up feeling normal. These never become tickets, but they cost time every day.

#### Less candor internally

Describing your workarounds to the team that runs the tools is not a neutral act. Without clear safeguards, employees describe the official way of doing things.

### The same approach, applied internally

The workflow is the same as a consulting engagement; your team plays the consultant’s role and your leadership plays the sponsor’s.

#### Prepare the guide

You start from a method template, such as the tools audit, then add your context: the applications in place, internal vocabulary, the departments involved, and the expected demonstrations.

#### Interview the users

Each employee gets a link and does the interview whenever they choose, with the AI interviewer rather than a colleague from IT. They choose what they show, review what was captured, and validate it before it goes anywhere.

#### Analyze actual usage

The analysis links each process step to the tool actually used, flags re-keying, pain points, and unlisted tools, and proposes follow-ups when two departments describe the same flow differently.

#### Share the results

Your team reviews, selects evidence, and publishes a navigable deliverable for leadership, who see the synthesis and the chosen evidence, never full recordings.

### Example: a business school with 380 staff

Illustrative example, not a client case.

Private business school, 380 administrative and academic staff, an in-house IT team of twelve, reviewing usage before renewing its applications.

- Student records
- Admissions
- Corporate relations
- Finance

- Applications used day to day
- Tools created or adopted by the department
- Data exchanges between departments
- Pain points and workarounds
- Peak periods in the academic year

- Show me how you track an application
- Show me the internship agreement tracking file

Internship agreements are collected through a free online form set up by the department, outside the applications IT manages.

Each admitted candidate is re-entered by student records in the student information system, from an export of the admissions platform.

At the start of the academic year, enrollment certificates are generated one at a time, which ties up the department for several days.

### What the team gets

- A view of how applications are really used, process by process and department by department.
- An inventory of shadow applications and of files that serve as master data.
- Day-to-day pain points and re-keying, linked to their evidence.
- Prioritized opportunities to feed the IT roadmap or the continuous improvement plan.

### Common questions from internal teams

**Can an internal team use TellMeHow without a consulting firm?**

Yes. The product is the same as for firms: an IT or operations department gets its own workspace, runs its engagements, and publishes its deliverable internally. The quote is prepared as for a firm, after a demo.

**Do we need to inform employee representatives?**

In France, a tool that records voice and screen may require informing and consulting the works council (CSE), even for a pilot. TellMeHow provides a works council kit and a DPIA template, and the final legal assessment is up to your lawyer or DPO.

**Can leadership listen to the interviews?**

No. In TellMeHow, the sponsor sees the published synthesis and the selected evidence, never raw recordings or full transcripts. Progress shown to the sponsor during the engagement is aggregated by population.

**Do we need to install software on workstations?**

No. The interview runs in the browser from a personal link, with no agent installed, and nothing is captured outside a session the employee has opened. On a managed computer, the operating system’s screen sharing permission may still need to be granted.

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- Français : https://tellmehow.io/cas-usage/dsi-equipes-internes.md