Avoid chaos: Best practices for controlling tools developed by superusers

By Pierre Lepage – October 2024

The experts at KuriosIT looked at a current issue in today’s business reality: the impact of tools developed in-house by supertutors within an organization.

Superusers play an essential role in modern companies, developing innovative solutions to optimize internal processes. They are employees with advanced technical skills who develop tools and solutions to improve their own and their colleagues’ productivity. However, while these initiatives may seem beneficial at first glance, they can also pose certain challenges within an organization. Here’s a look at how these ad hoc tools can cripple an organization and eventually hinder its evolution.

Data fragmentation
One of the main problems associated with a tool developed by superusers is data fragmentation. When different departments or individuals create their own solutions, data can be stored in a variety of formats and disparate locations. This makes it difficult to consolidate information and obtain a coherent overview of the company.

Security and compliance
Tools developed on the initiative of a superuser may not comply with the organization’s security and compliance standards. In such a development context, superusers may not be aware of data security best practices, which can lead to vulnerabilities, data breach risks or the leakage of sensitive information.

Inconsistent processes
The use of multiple non-standardized tools within an organization can lead to inconsistencies in work processes. The fact that each department or team can develop its own methods and tools can complicate employee training, reduce operational efficiency and make it difficult for teams to collaborate and share information.

Maintenance and support
It is not uncommon for tools developed on an ad hoc basis to lack documentation and support due to the context in which the tool is developed. If the tool’s creator leaves the organization, it can be difficult for other resources to maintain or update these solutions. This can lead to service interruptions and over-dependence on specific individuals.

Overloaded IT resources
In the event of technical problems related to in-house developed tools, IT teams can be overwhelmed by support requests for these unofficial tools because they are not equipped to respond. Troubleshooting requests for custom applications can monopolize IT teams’ time, preventing them from focusing on broader digital transformation initiatives. Ironically… it is often the lack of availability of IT teams to respond quickly to users’ specific needs that drives users, and particularly superusers, to develop their own applications.
This creates a vicious circle, where the multiplication of custom applications adds to the workload of IT teams, resulting in long-term technological debts that can hamper innovation and the company’s digital transformation.

How can we control these risks?
To better control the risks associated with the development of internal tools by superusers, it is crucial to put in place clear governance policies and promote the use of standardized tools approved by the organization. Here are some strategies for achieving this:

By implementing these strategies, organizations can leverage the skills and innovation of superusers, while minimizing the risks associated with ad hoc tools. The result is a more coherent, secure and efficient working environment, where individual initiatives contribute positively to overall corporate performance!

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