With countless apps in your tech stack, managing Software as a Service (SaaS) applications can feel like juggling streaming subscriptions. Just a few years ago, organisations had only a handful of SaaS applications. Now, the options for cloud-based, over-the-internet SaaS apps seem endless – like the expansion of streaming services. Remember when you just had Netflix? Us, too.
To effectively manage SaaS applications, organisations must take a comprehensive approach that includes taking inventory, monitoring spending on licensing, and securing your stack.
When a staff member leaves an organisation, their Microsoft, Google and other commonly used app account licensing are often removed. If someone new arrives, a seat is added to these app licences. This is easier to manage with monthly subscriptions. What about annual licences? Are they being monitored and reassigned? And who is tracking the SaaS tools used by a departing staff member that are not commonly used?
Understand how to manage your SaaS sprawl better to reduce money wasted on unused tools.
Unused licenses, overlaps in software, incompatible applications, and weak vendor security can quickly make your organisation a leaky ship if you’re not careful.
The benefits of SaaS applications
SaaS is more cost-effective and flexible than traditional software licensing, reducing the burden on a company’s IT team. SaaS allows for automatic updates and patches and can be integrated with other products from the same provider.
The risks of SaaS sprawl
• Your team’s tools should be useful and help make people more efficient and better at what they do. Money spent on something not used is dollars down the drain. Usage is everything. Idle tools need to go. Overlaps in software functionality mean sometimes you are paying for parts of tools no longer being used.
• A high level of inquisitiveness in your team can drive productivity and innovation. This is exactly what we want! However it can also increase the adoption of more and more tools and lead to SaaS sprawl.
• If data ownership and control are important, get legal advice on the data management policy of tools before you go ahead.
Taking SaaS inventory
Keep an inventory as you sign up for SaaS and update as licensing numbers change. Auditing respectively is a hard and laborious process, even with tools.
Comprehensive Visibility
Establishing and maintaining a complete SaaS inventory is crucial. This involves cataloguing every application in use within the organisation. Tools like Datto RMM and IT Glue can assist in inventory management by cataloguing newly acquired hardware and software.
Centralised Control
Decentralised purchasing can lead to license waste and overspending. Centralising control helps in managing applications effectively and ensuring regulatory and security compliance.
Regular Audits
Conducting regular audits to identify all SaaS applications in use, including those purchased outside the IT department’s purview, helps in maintaining an accurate inventory.
Monitoring spending on licensing
Use money as a speed bump. Limit annual auto renewals. Another option if no one knows whether a tool is being used – remove it ruthlessly and see who yelps.
License Management Tools
Implementing SaaS license management tools like License Logic can help oversee, control, and optimise licenses and subscriptions. These tools provide a centralised view of all SaaS subscriptions and their current usage
Cost Optimisation
Speak with your staff about their usage to identify underutilised licenses and opportunities for cost savings. This includes tracking software renewals and ensuring compliance with vendor terms.
Automation
Using automation to track and monitor license usage can streamline the process and reduce manual effort. Automated alerts for renewals and compliance checks can help control SaaS spending.
By taking these steps, organisations can effectively manage their SaaS applications, ensuring they get the most out of their investments while maintaining security and minimising spend. Remember, managing your SaaS is like managing your streaming subscriptions – stay on top of it, and you’ll always have the best tools at your disposal.
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Boost IT offers IT procurement advice and assistance with hardware and software inventory management.
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