Without clear visibility into SaaS application usage, organizations are flying blind, which is why it’s critical to get a holistic view of your cloud workloads and manage them wisely. The insatiable demand for SaaS applications is creating an IT environment where uncontrolled SaaS sprawl results in lower resource utilization, higher costs and rising cybersecurity risk. However, without a structured approach to subscription portfolio management, a company may lack visibility into the total cost of its SaaS portfolio, making it challenging to assess the overall financial impact and return on investment. Organizations frequently acquire various SaaS subscriptions over time to address specific needs or challenges. Calculate The Total Cost Of Your SaaS Portfolio Regularly assessing the needs of the organization and aligning subscriptions with usage ensures that resources are allocated wisely. By actively optimizing subscriptions, organizations can not only reduce costs, but also improve the overall efficiency of their software tools. One way organizations fail to optimize their SaaS usage is by not actively managing and monitoring their subscriptions. Regularly Assess Your Organizational Needs Chris Stegh, eGroup | Enabling Technologies 9. In bundles such as Microsoft 365, having multiple service owners (for security, SharePoint, Teams and so on) can maximize value. That entails nurturing a group of champions, notifying users about new capabilities and demonstrating them, teaching appropriate and secure use, and analyzing metrics. Owners not only help design, manage and support the service, but also expand its adoption. Assign Service Owners To Each SaaS ProductĪssigning a service owner to each SaaS can optimize ROI. As more organizations feel the pressure of growing SaaS expenses, they need to opt for solutions that “wear many hats.” When selecting a SaaS product, IT leaders should think not only about the primary offering, but also about how it can augment some of the products that the company is currently investing in (or help eliminate them altogether). The key to optimizing SaaS usage is consolidation and value enhancement. SaaS brings industry-standard practices to many problems for better processes. Companies should look into additional use cases they can solve with the tools. Most SaaS platforms provide functionality that exceeds what they were originally acquired for. Utilizing only some features and continuing with antiquated processes are two major reasons enterprises don’t get full value from their SaaS platforms. Ensure You’re Leveraging All The Features Even if the technology adds significant value, don’t assume users will focus on it. Whether you’re rolling out a new enterprise resource planning system or asking clinicians to leverage a new care tool, think about the adoption strategy as much as the use case. In reality, everything has a customer acquisition cost. Think About Adoption As Much As Use CasesĪ common oversight is the assumption that users will simply realize a new tool exists the minute it becomes available. Ask, “Is perpetual, individual or concurrent licensing required, and does everyone need the same level of service?” Review these details and reduce costs! - Mark Brown, British Standards Institution (BSI) 5. Many organizations have been sold the dream of less expensive technology landscapes, moving to SaaS models based solely on operating expenses, only to see a significant increase in costs as they fail to monitor the usage and appropriateness of what’s been licensed. Carefully Review Licensing Needs And Agreements Namrata Sengupta, Stellar Data Recovery Inc. For example, a company using project management software can enhance optimization by tailoring training programs to different user roles, ensuring team members understand the features relevant to their responsibilities. Inadequate onboarding and training programs lead to reduced efficiency and underutilization of software features.
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