The landscape of work has undergone a significant transformation with the rise of remote work. As organizations adapt to this new way of working, the use of SaaS solutions has surged to support dispersed teams. However, this shift brings a unique set of challenges in managing SaaS subscriptions and the financial cost that comes with this.
Handling multiple subscriptions across remote teams has become a difficult task. The decentralized nature of work, coupled with the increased autonomy granted to remote employees, makes it challenging to track and consolidate usage data efficiently.
Furthermore, security concerns related to SaaS become more critical in remote work setups. Addressing potential data privacy and compliance risks associated with decentralized SaaS usage is essential for maintaining a secure work environment.
Finding the right balance between autonomy and accountability is crucial for organizations. They need to navigate a path that allows employees a level of independence in using SaaS, while ensuring they remain responsible and transparent in their actions. Here are three strategies organizations can employ to achieve this equilibrium:
1. Establish clear policies and communication
Developing and effectively communicating remote work policies around SaaS usage is vital. Within this framework, organizations can articulate clear expectations and guidelines and foster a culture of conscientious use that aligns with cost-effective practices.
Begin by clearly outlining the objectives of the SaaS usage policy, the specific SaaS tools that are covered, and the scenarios in which they should be used. Provide detailed guidelines on the proper use of each SaaS tool, addressing aspects such as account access, data sharing, and collaboration features.
Policies should also clearly define the roles and responsibilities of employees, IT administrators, and managers in overseeing SaaS usage. It’s also important to establish clear communication channels and reporting structures for employees to seek guidance, report issues, or request additional resources related to SaaS use.
2. Provide employee training
By investing in training and education, organizations not only equip their remote teams with the skills needed for proficient SaaS use, but also cultivate a culture of continuous learning.
This should include hands-on training sessions that familiarize employees with the functionalities, shortcuts, and features of the tools relevant to their roles. By enhancing proficiency, employees can maximize the benefits of SaaS applications, contributing to improved productivity and streamlined workflows.
Training sessions should go beyond just practical use though — they should also be used to underscore the importance of security in SaaS usage. Educate employees on potential threats, phishing attacks, and the significance of safeguarding sensitive information. Provide practical tips for recognizing and responding to security risks, encouraging vigilance and collective responsibility.
3. Consider SaaS management platforms
Increased employee autonomy comes with decreased visibility in how software is being used and purchased across the organization. This causes huge SaaS management problems for IT, procurement and finance teams. Such issues include wasted SaaS spend caused by duplicate, redundant, or unused licenses, as well as increased security and compliance risks through shadow IT and data exposure.
To address these challenges, organizations should consider partnering with a SaaS management platform. These platforms compile all information related to SaaS usage and costs in one dashboard, providing leaders with the necessary tools to take charge of their software portfolio and eliminate unnecessary expenditures.
A unified platform allows for better monitoring, management, and control of SaaS subscriptions, as well as offering features like usage analytics that aid in efficient cost optimization. By adopting a data-driven approach, organizations can make informed decisions about optimizing SaaS spending.
