{"id":9349,"date":"2023-11-05T09:55:00","date_gmt":"2023-11-05T04:25:00","guid":{"rendered":"https:\/\/www.tactyqal.com\/blog\/?p=9349"},"modified":"2023-10-11T12:11:05","modified_gmt":"2023-10-11T06:41:05","slug":"simplifying-saas-management","status":"publish","type":"post","link":"https:\/\/tactyqal.com\/blog\/simplifying-saas-management\/","title":{"rendered":"Simplifying SaaS Management: A Guide for Businesses"},"content":{"rendered":"\n<p>The world of software is changing rapidly. Gone are the days when businesses had to purchase servers and software licenses and handle time-consuming software installations themselves. Now, with the growth of cloud computing and Software-as-a-Service (SaaS) apps, companies can easily subscribe to the tools they need, accessed entirely through the web browser.<\/p>\n\n\n\n<p>While the convenience and flexibility of SaaS apps provide huge benefits, they can also create new management headaches. With staff using dozens of different web apps that are constantly updating, how can tech leaders keep things running smoothly? Proper SaaS management is essential.<\/p>\n\n\n\n<p>In this post, we\u2019ll explore practical tips and strategies to simplify the administration of SaaS applications. Whether you\u2019re a startup using SaaS tools for the first time or a large enterprise with thousands of SaaS subscriptions, you\u2019ll discover ways to boost productivity and reduce costs through better SaaS management.<\/p>\n\n\n\n\n\n<h2 class=\"wp-block-heading\">Why Effective SaaS Management Matters<\/h2>\n\n\n\n<p>First, let\u2019s quickly recap what exactly SaaS is and why it has become so popular. SaaS stands for \u201cSoftware as a Service\u201d, referring to cloud-based software applications delivered over the internet. Rather than installing software locally on individual computers, SaaS tools are accessed on-demand through a web browser.<\/p>\n\n\n\n<p>Common examples of SaaS apps include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Office 365 for email, documents, and collaboration<\/li><li>Salesforce for CRM<\/li><li>Slack for team communication<\/li><li>Zoom and Google Meet for video conferencing<\/li><li>Dropbox for cloud storage<\/li><\/ul>\n\n\n\n<p>Some key advantages of SaaS include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Lower upfront costs<\/strong>\u00a0&#8211; No large upfront license purchases are needed, just pay a monthly subscription fee<\/li><li><strong>Automatic updates<\/strong>\u00a0&#8211; Software is automatically kept up-to-date without any effort by the customer<\/li><li><strong>Scalability<\/strong>\u00a0&#8211; It&#8217;s easy to add or remove users as needed<\/li><li><strong>Accessibility<\/strong>\u00a0&#8211; Users can access apps from anywhere with an internet connection<\/li><\/ul>\n\n\n\n<p>With all these benefits, it\u2019s no surprise that SaaS adoption has skyrocketed. But as companies embrace dozens or even hundreds of different web apps, new headaches emerge:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>How many SaaS apps are employees using?<\/li><li>Which users have access to what apps and data?<\/li><li>Are we paying for subscriptions that no one is using?<\/li><li>How can we track SaaS spending across departments?<\/li><\/ul>\n\n\n\n<p>Without visibility into SaaS usage, it\u2019s impossible to effectively budget, manage risk, or optimize investments. That\u2019s where SaaS management comes in &#8211; providing control, oversight, and policy enforcement for web-based software.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Key Elements of SaaS Management<\/h2>\n\n\n\n<p>Effective management of SaaS applications has a few core components:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">SaaS Discovery<\/h3>\n\n\n\n<p>The first step is gaining full visibility into what SaaS apps are being used and who is using them. This allows you to identify redundant apps, unsanctioned apps, unused subscriptions, and opportunities to negotiate better deals.<\/p>\n\n\n\n<p>Tools like <a href=\"https:\/\/www.zylo.com\/\">Zylo<\/a> and <a href=\"https:\/\/www.blissfully.com\/\">Blissfully<\/a> can automatically scan your network and endpoints to create a catalog of all cloud services in use. Some also integrate with expenses systems to match SaaS vendors with payment records.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">User Provisioning<\/h3>\n\n\n\n<p>Managing what users have access to each application is a huge challenge. When employees join, move to a new role, or leave the company, their app permissions need to be updated accordingly.<\/p>\n\n\n\n<p>SaaS management platforms like <a href=\"https:\/\/www.bettercloud.com\/\">BetterCloud<\/a> allow you to automatically provision and de-provision user accounts across multiple applications. This simplifies onboarding\/offboarding and ensures employees only have access to approved apps.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">SSO and Identity Management<\/h3>\n\n\n\n<p>Constantly juggling multiple logins is an annoyance for users and a security risk for companies. Single sign-on (SSO) centralizes access so users only need one set of credentials. Leading identity providers like <a href=\"https:\/\/www.okta.com\/\">Okta<\/a> make rolling out SSO easy and secure.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Data and API Integration<\/h3>\n\n\n\n<p>Pulling data from SaaS platforms into other apps for reporting and analytics is made possible through APIs (application programming interfaces). API-led connectivity layers like <a href=\"https:\/\/www.workato.com\/\">Workato<\/a> and <a href=\"https:\/\/tray.io\/\">Tray.io<\/a> can smooth the flow of data between systems.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Spending Optimization<\/h3>\n\n\n\n<p>As SaaS app usage grows, you can end up overspending on unused subscriptions or miss out on volume discounts. Tools like <a href=\"https:\/\/www.intello.io\/\">Intello<\/a> provide intelligence into SaaS spending patterns to eliminate waste and improve budgeting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Developing a SaaS Management Strategy<\/h2>\n\n\n\n<p>Approaching SaaS oversight strategically can maximize the value of web-based tools while minimizing hassles. Consider the following tips:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Start with Discovery<\/h3>\n\n\n\n<p>Run sweeps using a SaaS management platform to uncover all web apps currently in use. You can\u2019t manage what you can\u2019t see. Discovery exposes redundant and risky apps.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Implement a SaaS Policy<\/h3>\n\n\n\n<p>Define which apps are approved for use, who can access them, and how they should be used. This prevents staff from arbitrarily signing up for apps that create security gaps or compliance risks.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Enforce the Policy<\/h3>\n\n\n\n<p>Simply defining a SaaS policy isn\u2019t enough &#8211; you need to enforce it. Leverage tools that let you block unsanctioned apps and automatically revoke access when employees leave or switch roles.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Integrate Provisioning<\/h3>\n\n\n\n<p>Link your SaaS management solution to your existing identity management and HR systems. This allows you to automatically onboard new hires and update or deactivate accounts as needed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Negotiate from a Position of Strength<\/h3>\n\n\n\n<p>With full visibility into SaaS spend and usage, you can consolidate apps and negotiate better deals with vendors based on complete data.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Monitor for Unusual Activity<\/h3>\n\n\n\n<p>Use analytics tools to watch for suspicious spikes in usage or access that could indicate compromised credentials or malicious insiders. Also, review periodically for dormant subscriptions that are no longer needed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Create a Culture of Security<\/h3>\n\n\n\n<p>Educate staff on SaaS risks and company policies. The human element is vital &#8211; careless or malicious insiders are the source of many cloud app breaches.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Key Questions to Guide SaaS Management Decisions<\/h2>\n\n\n\n<p>As you evaluate SaaS management tools and develop your policies, answering the following questions can help guide effective decisions:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Which apps pose the biggest security and compliance risks?<\/li><li>What is our actual vs. budgeted spend for each SaaS app?<\/li><li>Which apps have fallen out of use and can be eliminated?<\/li><li>How many copies of redundant apps like project management tools do we really need?<\/li><li>Can we negotiate better rates based on our total number of users?<\/li><li>Are there unused features we\u2019re paying for that could be downgraded or eliminated?<\/li><li>What new apps are employees using without approval?<\/li><li>What controls do we have to revoke access when an employee leaves?<\/li><li>How can we simplify the login process for users?<\/li><li>What third-party apps should have access to our SaaS data via APIs?<\/li><li>Do we have monitoring in place to catch unusual spikes in SaaS activities?<\/li><\/ul>\n\n\n\n<p>Asking questions like these will uncover opportunities to tighten security, cut costs, and streamline SaaS management.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">SaaS Management Best Practices<\/h2>\n\n\n\n<p>Beyond having the right tools and strategy in place, there are some helpful best practices that contribute to smooth SaaS oversight:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Maintain a Master List of Approved Apps<\/h3>\n\n\n\n<p>A centralized list of sanctioned apps ensures everyone is on the same page about what SaaS tools are acceptable. This makes it easier to spot and block unauthorized apps.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Require Approval for New Apps<\/h3>\n\n\n\n<p>Don\u2019t allow employees to sign up for apps at will. Have a clear process for submitting new SaaS requests that require approvals from IT, Security, and Budget.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Review Permissions and Access Frequently<\/h3>\n\n\n\n<p>Make sure employee permissions are limited to only the apps and data they need. Conduct periodic access reviews to catch stale permissions.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Provide Self-Service Options<\/h3>\n\n\n\n<p>Enable self-service password resets and account management. This reduces the burden on IT and gives users independence.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Automate Everything Possible<\/h3>\n\n\n\n<p>Take full advantage of automation for provisioning, de-provisioning, data integration, and more. The more you can automate SaaS management tasks, the more efficient the process.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Designate SaaS Owners<\/h3>\n\n\n\n<p>Identify \u201cowners\u201d for each app &#8211; people responsible for managing costs, compliance, access, and renewals. This provides accountability.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Regularly Review Usage Analytics<\/h3>\n\n\n\n<p>Use analytics to see who is actually using applications and identify ways to eliminate waste. You may find many unused seats.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Train End Users<\/h3>\n\n\n\n<p>Educate employees on security best practices for SaaS apps, like using strong passwords and multi-factor authentication when available.<\/p>\n\n\n<h3 class=\"crp-list-title\">Related Posts<\/h3><ul class=\"crp-list\"><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/iaas-vs-paas-vs-saas-a-comparison\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"iaas vs paas vs saas\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/09\/iaas-vs-paas-vs-saas-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/iaas-vs-paas-vs-saas-a-comparison\/\">IaaS vs PaaS vs SaaS: A Clear Comparison for Cloud Computing<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/saas-marketing\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"saas marketing\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/09\/saas-marketing-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/saas-marketing\/\">SaaS Marketing: How to Find More SaaS Customers with Smart Marketing Experiments<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/saas-pricing-strategies-experiments\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"SaaS pricing strategies experiments\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/07\/saas-pricing-strategies-experiments-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/saas-pricing-strategies-experiments\/\">SaaS Pricing Experiments You Should Try at Every Stage of Business Growth<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/saas-pricing-how-to-price-your-saas-for-success\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"saas pricing strategy &amp; models\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/09\/saas-pricing-strategy-models-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/saas-pricing-how-to-price-your-saas-for-success\/\">SaaS Pricing: How to Price Your SaaS for Success?<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/the-only-6-saas-metrics-that-matter-how-to-improve-them\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"key saas metrics\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/09\/key-saas-metrics-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/the-only-6-saas-metrics-that-matter-how-to-improve-them\/\">The Only 6 SaaS Metrics That Matter (And How to Improve Them)<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/the-subscription-business-model\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"What is a Subscription Business Model?\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/11\/What-is-a-Subscription-Business-Model-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/the-subscription-business-model\/\">The Subscription Business Model: A Smart Way to Generate Recurring Revenue<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-left crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/www.tactyqal.com\/blog\/why-saas-is-the-best-business-model\/\"><img loading=\"lazy\" decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"data:image\/svg+xml;charset=utf-8,&lt;svg xmlns%3D&#039;http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg&#039; viewBox%3D&#039;0 0 150 150&#039;%2F&gt;\" class=\"attachment-50x50 size-50x50 ld-lazyload wp-post-image\" alt=\"why saas is the best business model\" data-src=\"https:\/\/tactyqal.com\/blog\/wp-content\/uploads\/2023\/09\/why-saas-is-the-best-business-model-150x150.jpg\" data-aspect=\"1\" srcset=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/www.tactyqal.com\/blog\/why-saas-is-the-best-business-model\/\">Why SaaS is the Best Business Model?<\/a><\/div><\/li><\/ul>\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways and Next Steps<\/h2>\n\n\n\n<p>With a smart strategy, the right tools, and ongoing oversight, you can effectively harness the upside of SaaS while minimizing the pitfalls. Some key takeaways include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Discover all SaaS apps in use with automated scanning tools<\/li><li>Establish policies and controls for SaaS acquisition and usage<\/li><li>Leverage provisioning automation and access governance features<\/li><li>Implement SSO for simplified access and enhanced security<\/li><li>Monitor activity and spending data to uncover optimization opportunities<\/li><li>Provide self-service options and training resources for end users<\/li><\/ul>\n\n\n\n<p>Ready to implement a more structured approach to SaaS oversight? Here are some suggested next steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Document your current SaaS applications and subscriptions<\/li><li>Research SaaS management platforms that fit your needs<\/li><li>Draft SaaS usage guidelines and policies<\/li><li>Explore SSO options to streamline end-user access<\/li><li>Identify redundancies and negotiate pricing where possible<\/li><li>Automate provisioning integrations with HR systems<\/li><li>Schedule periodic reviews of usage analytics and spending<\/li><\/ul>\n\n\n\n<p>The way we acquire and use software is fundamentally changing. But with the right SaaS management strategy, your organization can readily embrace these changes while keeping costs, security, and compliance in check. Smarter SaaS oversight delivers simplicity, visibility, and enhanced productivity.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The world of software is changing rapidly. Gone are the days when businesses had to&#8230;<\/p>\n","protected":false},"author":3,"featured_media":9351,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-9349","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Simplifying SaaS Management: A Guide for Businesses - Tactyqal<\/title>\n<meta name=\"description\" content=\"Without visibility into SaaS usage, it\u2019s impossible to budget, manage risk, or optimize investments. 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