Doing 'more with less' is a must for IT managers. One of the main measures that managers have been taking recently, concerns the control of software licensing.
IT management is fundamental for optimizing the use of software and also for its use, properly aligned with license rights.
IT asset management is essential for extending equipment life and controlling the park's life cycles.
For several reasons, I see few organizations conducting effective control over their licenses. Two more recurring consequences are the payment of fines for improper use of software or the purchase of licenses unnecessarily.
The 8 tips to improve software licensing control
1. Make the team recognize the importance of license control
Promote IT professionals with the importance of controlling software licensing for the organization through training programs.
Emphasize that proper license management prevents payment of compliance fines and reduces excessive software purchases. The waste of resources these days is a luxury that we cannot afford.
2. Assign roles and responsibilities to IT staff
IT managers should delegate the function of monitoring licenses to one or more professionals, this will depend on the number of software assets that the company has, of course.
The control of software assets is not a temporary task performed once a month or a year. This control must be continuous to ensure that the use of the software is in compliance with the usage licenses.
3. Document the management policies and procedures
For proper monitoring, formal documentation of policies and procedures is crucial for controlling software licensing.
This will give you a better understanding and the possibility of complying with the use of the software, thus eliminating the risk of a fine.
4. Get accurate software inventory
With a good software inventory, managers are able to know if a certain software is properly licensed and monitor if it is showing errors or compatibility problems. In this way, the IT manager can act proactively. A software inventory also indicates whether the company needs to acquire new licenses, based on its actual need.
5. Properly record all acquisitions and implementations
When purchasing a software license, managers must quickly register it so that the asset management process during the time that they are in the business environment is, in fact, effective. Not only the acquisition processes, but also the implementation processes must be registered.
With these procedures the company will have total control of the assets that enter and are implemented in the environment.
6. Follow the software withdrawal processes
In companies where there is no effective control of licensing, managers forget to remove software that is no longer being used or, in some cases, simply ignore this important task.
You cannot imagine how much planning and monitoring of effective software withdrawal processes can bring many benefits to the company, such as:
But what they probably don't know is the planning and monitoring of effective software withdrawal processes can bring many benefits to the company, such as:
- Cost optimization: thanks to the reuse or removal of obsolete or no longer used computer software by employees;
- Risk mitigation: through the adequate removal of software from computers or servers, in accordance with the use rights established by the supplier;
- Inventory update: software records remain accurate, which makes it possible to identify software that needs to be purchased or not.
7. Periodically evaluate usage rights
Some IT managers do not reconcile the use rights they acquire with what is implemented in the business environment and end up paying an unrealistic price for the software that employees are using. That is why they need to periodically evaluate usage rights and contact suppliers to adapt them to the needs of the organization. This tip is very important for the company's cashier.
8. Adopt technology that assists in managing
Many companies, which control software licensing, choose to perform this task manually, using Excel spreadsheets. These, in addition to requiring the collection and manual insertion of data - which takes a long time, also do not allow managers to collect information related to the use of software that is extremely important for their decision making, such as:
- What software does the company have;
- What computers are the software installed on;
- Which software is being used by the team, and which is not;
- Whether the use of each software is in compliance with the licenses;
- When licenses must be renewed;
- The term of expiry of licenses or termination of the contract;
- How the software was configured.
But by adopting software from IT asset management, like Force 1, managers are able to obtain better licensing control with all information automatically, regardless of the number of software licenses purchased.
Proactively manage software compliance, avoid the excessive purchase of licenses, optimize their use and negotiate contracts with suppliers.