So, you’ve decided to implement an Information Security Management System (ISMS)? Great move! It’s a proactive way to protect your business, earn customer trust, and maybe even land those bigger contracts that ask for ISO/IEC 27001 certification.
You’ve come to a fork in the road, deciding how you will actually manage your ISMS? Should you invest in a specialised GRC software platform, or can you stick with the tools you already use – like Google Workspace, Confluence, or Microsoft Word and Excel?
Key Takeaways
GRC software is specifically designed to to help businesses manage their governance, risk and compliance framework. It is often a cloud based platform that includes support for multiple frameworks such as ISO/IEC 27001, SOC, PCI//DSS, NIST and others.
Yes, you most definitely can. You are most likely paying subscriptions for these tools already and no need to take on additional cost. However, as your ISMS grows, you may find it beneficial to make use of specialised GRC software to support your operations.
Using GRC software brings many benefits, but one single advantage stands out – and that’s the ability to ensure that all documentation is in one place, well structured and maintained, and easily accessible for audit purposes.
What does specialised GRC software do?
In a nutshell, GRC software is designed specifically to help businesses manage their GRC framework. That means it typically includes features like:
- Risk assessment templates
- Control mapping and tracking
- Automated document versioning
- Audit trails and built in approvals
- Reporting dashboards
- Workflow automation for tasks like approvals, reviews and to-dos
Think of it as a toolbox built specifically for GRC, with all the right compartments and labels.
We’ve unpacked the pros and cons of using specialised GRC software to manage your ISMS. Let’s take a closer look:
Specialised software
If you’re managing a growing system, especially with a view toward certification, GRC software can offer some serious advantages.
✅ Everything in one place: GRC software centralises your policies, risks, controls, incidents, and more. You can usually link them together too—for example, tying a risk to a control, and that control to a policy.
✅ Built for ISO/IEC 27001: These platforms often come with frameworks, templates, and guidance built-in. It’s like having a little helper who knows the standard inside and out.
✅ Time-saving automation: Set reminders for reviews, automate approval flows, and generate reports at the click of a button. It’s a huge time-saver, especially when you’re juggling other priorities.
✅ Easier collaboration and audit readiness: Many platforms have role-based access, commenting features, and real-time editing. Plus, audit logs and version histories are automatically tracked—making audit time far less stressful.
⚠️ It comes at a cost: These platforms usually charge per user or per feature tier. For a small business, the cost might feel hard to justify, especially early on.
⚠️ There’s a learning curve: Although most providers try to keep interfaces user-friendly, there’s always a bit of setup and training involved.
Existing tools
Let’s be real: if you’re a small business or just starting out, the idea of using what you already have is appealing; and with good reason. You may already be using tools like Google Workspace, Confluence and Jira, Microsoft Excel and Word etc.
✅ It’s cost-effective: You probably already pay for existing tools, so why add another subscription to the list?
✅ You know how it works: No need for training sessions or learning curves. Your team is already comfortable with Docs, Sheets, or your existing wiki setup.
✅ Flexible and customisable: You can create your own folders, templates, or dashboards however you like. There’s freedom in that, especially if you have someone handy with spreadsheets or scripting.
⚠️ It can get messy: Over time, ISMS documents, risk registers, and control logs can multiply like rabbits. Keeping track of the latest versions, approvals, and deadlines becomes harder than it should be. You may end up with duplicates, outdated versions, or miscommunication across teams.
⚠️ Resource heavy: Most general-purpose tools weren’t designed to handle ISMS-specific workflows. You may find yourself spending more time manually updating documents and chasing colleagues for input.
⚠️ Audit prep can be a headache: When it’s time for an internal or external audit, gathering evidence and generating reports can feel like a scavenger hunt.
So, what’s right for you?
Here’s a quick way to think about it:
- Use existing tools if your ISMS is still small, your team is tech-savvy, and you’re not aiming for certification just yet. Keep it lean, and make sure your system is still structured and version-controlled.
- Consider specialised software if your ISMS is growing, you want certification soon, or you’re spending too much time managing spreadsheets and chasing updates.
Start with what you have, but design it with scale in mind. And when it starts feeling like more work than it should be, that might be your sign to explore a software solution.
Conclusion
Your ISMS should support your business, not slow it down. Whether you go with simple tools or an all-in-one platform, the key is to stay organised, consistent, and aligned with your risk and security goals. But ask yourself this question: “Would I try and mange my finances without a specialised financial management tool?” If your answer is no, then perhaps you should be considering specialised GRC software too.
Need help choosing or setting up the right tools for your ISMS? That’s what we’re here for. See all our services here, or get in touch for a free, no-commitment consultation to discuss your options and find the way that works for you.
