In today’s fast-paced digital landscape, Software-as-a-Service (SaaS) solutions have become the backbone of modern businesses. From streamlining workflows to enhancing collaboration, SaaS tools empower organizations to stay competitive and agile. However, as companies adopt more SaaS applications, managing them effectively becomes a critical challenge. Without proper oversight, businesses risk overspending, security vulnerabilities, and inefficiencies.
To help you stay ahead, we’ve compiled the top SaaS management best practices for 2023. Whether you’re a small business or a large enterprise, these strategies will ensure you maximize the value of your SaaS investments while maintaining control and security.
One of the biggest challenges in SaaS management is the lack of visibility across all applications. With multiple departments subscribing to different tools, it’s easy to lose track of what’s being used, who’s using it, and how much it costs.
Best Practice: Implement a centralized SaaS management platform to gain a holistic view of all your subscriptions. These tools can help you monitor usage, track costs, and identify redundant or underutilized applications. Popular platforms like BetterCloud, Torii, and Zylo are excellent options to consider.
SaaS sprawl is a common issue, where businesses accumulate too many applications over time. This not only leads to unnecessary expenses but also creates security risks. Regular audits can help you identify unused or duplicate tools and ensure compliance with company policies.
Best Practice: Schedule quarterly or bi-annual SaaS audits to review all active subscriptions. Evaluate whether each tool aligns with your business goals and eliminate any that no longer serve a purpose. Don’t forget to involve key stakeholders to ensure you’re making informed decisions.
SaaS costs can quickly spiral out of control if left unchecked. Many businesses fall into the trap of paying for unused licenses, over-provisioning, or failing to negotiate better pricing with vendors.
Best Practice: Monitor your SaaS spending closely and look for opportunities to cut costs. Consolidate tools with overlapping features, downgrade unused premium plans, and negotiate discounts for annual subscriptions or bulk licenses. Tools like SaaS management platforms can provide detailed cost analytics to help you make data-driven decisions.
With sensitive business data stored across multiple SaaS platforms, security should be a top priority. Poorly managed SaaS applications can expose your organization to data breaches, unauthorized access, and compliance violations.
Best Practice: Implement strict access controls, enforce multi-factor authentication (MFA), and regularly review user permissions. Additionally, ensure all SaaS vendors comply with industry security standards such as SOC 2, GDPR, or ISO 27001. Partnering with your IT team to establish a robust SaaS security policy is essential.
Employee onboarding and offboarding are critical moments in SaaS management. Without a streamlined process, new hires may lack access to essential tools, while departing employees may retain access to sensitive systems, posing a security risk.
Best Practice: Create a standardized onboarding and offboarding workflow that includes provisioning and deprovisioning SaaS accounts. Automate these processes where possible to save time and reduce errors. Many SaaS management platforms offer automation features to simplify this task.
SaaS management isn’t just an IT responsibility—it requires input from all departments. Marketing, sales, HR, and other teams often have unique needs and preferences when it comes to SaaS tools.
Best Practice: Foster collaboration between departments to ensure SaaS decisions align with company-wide goals. Establish a cross-functional SaaS committee to evaluate new tools, review existing ones, and address any concerns. This approach promotes transparency and ensures everyone’s needs are met.
Understanding how your team uses SaaS applications is key to optimizing their value. Usage analytics can reveal which tools are driving productivity and which ones are being underutilized.
Best Practice: Use SaaS management platforms or built-in analytics features to track user activity and engagement. Identify tools with low adoption rates and provide additional training or resources to boost usage. Alternatively, consider replacing them with more user-friendly options.
The SaaS industry is constantly evolving, with new tools and features emerging every year. Staying informed about the latest trends can help you identify innovative solutions that give your business a competitive edge.
Best Practice: Subscribe to industry blogs, attend SaaS conferences, and network with other professionals to stay updated on the latest developments. Keep an eye on emerging technologies like AI-powered SaaS tools, which are expected to dominate the market in 2023.
Effective SaaS management is no longer optional—it’s a necessity for businesses looking to thrive in 2023 and beyond. By centralizing management, optimizing spending, enhancing security, and fostering collaboration, you can unlock the full potential of your SaaS investments while minimizing risks.
Start implementing these best practices today to take control of your SaaS ecosystem and drive better business outcomes. Remember, the key to success lies in continuous improvement and staying proactive in your approach.
Ready to streamline your SaaS management? Share your thoughts or let us know your favorite SaaS tools in the comments below!