I have two questions for you.
First: how many subscriptions do you pay for that pertain to your business and its software? Second, how many of those subscriptions are actively used in your business’ processes?
This kind of sprawl is too easy to fall into if you aren’t carefully paying attention to these agreements… but you must. Let’s explore why.
If Left Unchecked, SaaS Sprawl Introduces Business Issues
Of course, there’s the issue that you’re likely thinking of: all the wasted money that SaaS sprawl contributes to. This is certainly something to consider, but it is far from the only problem present:
Security Concerns
When unauthorized software is used, it exposes your data to various security risks. For instance, is that free service using an insecure server to store your data? That’s a data breach waiting to happen.
Compromised Productivity
Let’s say two separate departments are using two different project management tools that don’t communicate with each other. This is exactly how information is siloed, which hinders collaboration and slows work.
Compliance Complications
Regulated industries—such as healthcare and financial services, among others—can be slammed by fines as a result of using unvetted software.
None of this is good… which makes it essential that you have control over the software your business has in place. This will require a full audit.
How to Audit Your Software Subscriptions
Step 1: Seek Out
Do a deep dive into your finances. Pore over your business credit card statements, expense reports, and ask your team members what they’re using. You need a comprehensive list of all tools currently in use at your business, as well as those that have been installed in the past, whether approved or not.
Step 2: Analyze
With this list, you need to determine who is using what, how often, and whether it is critical to their role in the workplace. This will help you evaluate your actual functional needs and determine whether they are being met. Chances are, you’re overpaying.
Step 3: Identify Issues
Are there any redundant subscriptions or services that aren’t being used, or are more being paid for than necessary? Identifying these extraneous subscriptions will help you identify ways to reduce your spending.
We Can Help!
While an audit is a great start, you need to implement a system to prevent shadow IT and other unused tools from consuming your budget and compromising your security.
We’ll work with you to help manage your software licenses and their renewals on your behalf, ensuring that you’re only paying for what you need. Get started by calling us at (732) 360-2999 today!