If you think purchasing software licences is costly, you should look into the penalties of installing unlicenced applications. Many companies have suffered the consequences of improper software asset management over the past few years. It is for this reason that IT professionals from managed IT services in Australia dedicated themselves to stressing the importance of software licensing and software licence management.
Why Is Software Licence Management Important?
Once you install the software you purchased for your organisation, you will automatically enter into a licence agreement with the licensor. This agreement is commonly known as the End-User Licence Agreement (EULA). In this agreement, the licensor will set the ground rules on how users are allowed to use the product. Non-compliance to this EULA can lead to numerous legal and financial risks. That’s why it’s important for businesses to deploy an active licence management program.
While the acquisition of software licences is essential, it’s also fundamental for business organisations to perform regular software licence management. With its help, business owners can track and manage the software agreements that they have acquired. Furthermore, it also gives them the assurance that the software they are using is legal and safe to use.
Here are the benefits that you can enjoy with proper software licence management:
It Allows You to Create a Licence Inventory
When software licence management is done properly, it gives business owners the capacity to monitor the licences IT services in Australia installed in their offices. With its help, organisations gain the knowledge and insight whether it’s time for them to renew their licence contract or not. Furthermore, it enables them to create a licence pool of the software they purchased.
By consolidating a licence inventory, you will be able to help your IT department to increase their efficiency in responding to your employees’ licence requests. Through that, your company will be able to complete projects faster.
It Helps You Save Money
You may not see this right away, but effective software licence management can help your business save a lot of money in the long run. When you manage your software licences, you will be able to determine the software that you are utilising frequently in your company—and the ones that you are underutilising. With this information, you acquire the insight on the software licence contracts that you should renegotiate and the ones that you should simply cut off.
It Optimises Your Business for the Cloud
As companies move their solutions and platforms to the cloud, the need to implement software licence management programs increases more than ever. Licence managers can oversee software use in the cloud effectively.
It is undeniable that the cloud offers numerous benefits to its users. However, it also poses a challenge to the licence managers of the organisations that avail of it. While cloud solutions and applications offer portability to businesses, it makes it difficult for licence managers to monitor the status of the software licences that are being used. Hence, it is ideal to implement software licence management programs if you want to embrace cloud computing benefits without any problems.
Best Practices for Effective Software Licence Management
Businesses get a lot of benefits from managing their software licences. That’s why more and more business owners implement software licence management programs in their respective workplaces.
Software licence management obviously has can help companies’ inventory—organise and optimise their software licence holdings effectively and efficiently. But before you can do this successfully, there are certain things that you need to do first. The best practices of software licence management will be discussed in detail. Follow these practices and you get to enjoy the benefits of managing your software licences.
1. Align It with Your Software Asset Management Program
Before anything else, it’s important to remember that software licence management and software asset management work hand-in-hand. While software licence management is concentrated on ensuring solutions don’t go under or over licenced, software asset management is focused on functionalities, cost, and deployment of the solution. Because of this, it is fundamental that these two programs are closely aligned with one another.
One way that you can achieve this is by centralizing the two programs in one team. By doing this, you will be able to ensure licence optimisation and make your organisation combat-ready for any unannounced software audit.
2. Start with A Compliance Audit
The best way to implement a software licence program is by starting it with a compliance audit. By doing this, you can get a better view of the software you installed in your company and your allotted entitlements. Through this, you will be able to establish an Effective Licence Position (ELP) easily. Furthermore, this also enables you to correct any discrepancies made—if there are any.
Clearly, software licence management and software asset management is essential for companies all over the world. It helps organisations manage risks and optimise software spending. It’s only imperative that the two programs are done regularly to ensure its effectivity.
3. Make Use of a Software Licence Management Solution
With the advancements in technology present today, it became normal for organisations to acquire a surge of software licences for their own benefit. Although these licences gave companies the capacity to improve business operations, its large volume made it impossible for licence managers to track and optimise each software licence. For this reason, it became ideal for businesses to utilise software licence management solutions in their business establishments.
Through these software solutions, you’ll be able to make the lives of your licence managers easier. Aside from automating the process of locating deployed licences, it also helps users to record how the software is used. Observing and practicing software licence management solutions is the best way for companies to gather accurate information about their software licences.
4. Document and Standardize Your Processes
As you can see, all business owners have their own way of running their respective businesses. But regardless of what kind of process they find effective, it is important for organisations to document and standardise processes if they want to be consistent with their work quality. The same rule applies for software licence procurements within a company. By establishing standardised processes for licence procurement, your organisation will gain the capacity to make the most of your software licences and licence certificates.
5. Organise Your Licence Inventory
Apart from the ones mentioned above, it is also a good practice for businesses to organise their licence inventory properly. By establishing an organisational system for your licence procurements, you will be able to create a central licence inventory that can simplify the lives of your licence managers. This will serve as a helpful tool that they can use to help them locate software documents easier and faster when the need arises. Furthermore, they can also make use of it to learn their licence metrics and determine the licences that they need.
6. Create an Inventory of All Your Systems
Other than making an inventory for your software licences, it is also recommended by experts that you create an inventory for your systems. By following this tip, you can spot underutilised systems. Through that, you will be able to make sure that you’re getting your money’s worth as you run your business. In addition, you can also make use of discovery tools to make sure that you don’t miss anything as you catalogue your software.
7. Estimate the Number of Licences You Need Per Software
As you implement a software licence management program in your business, you should always see to it that you’re applying your software’s product use rights accordingly. By doing this, you will be able to estimate the number of licences you need for all the software that you possess effectively. Aside from that, this will also enable you to acquire the full value of the licences you procured and eliminate unnecessary costs.
Without any doubt, software licence management programs help business organisations maximize the use of their licences seamlessly. It gives business owners a better view of whether their companies are over-licenced or under-licenced. Aside from that, it also gives them insight and knowledge if it’s better for them to reallocate their available licences to cover their current business needs.
It is unmistakable that these software licence management best practices have the power to give your organisation a competitive edge in the business world. By employing these practices in your company, you will be able to enjoy an effective licence position that comes with many operational and financial benefits.
With an effective software licence management program in place, you will be able to prepare for the audits and licence model changes that await your company in the future. The best way that you can accomplish this is by turning to professionals from reputed managed services like House of IT.