8 Licensing Control Tips

Do more with less? is a must for IT managers. One of the main measures that managers have been taking in recent times concerns the control of software licensing.

IT management is essential for optimizing the use of software and also for its use properly aligned with license rights.

IT asset management is essential for increasing equipment life and controlling park life cycles.

For various reasons, I see few organizations carrying out effective control of their licenses. Two more frequent consequences are the payment of fines for improper use of the software or the unnecessary purchase of licenses.

The 8 tips to improve software licensing control

1. Make the team recognize the importance of controlling licenses

Emphasize that proper license management avoids paying compliance fines and reduces software overbuying. Wasting resources these days is a luxury 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.

Tracking 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 complies with the use licenses.

3. Document management policies and procedures

For proper monitoring, formal documentation of policies and procedures is crucial for software licensing control.

This will allow you a better understanding and the possibility of complying with the use of the software, thus eliminating the risk of fines.

4. Get an accurate software inventory

With a good software inventory, managers can know if a certain software is properly licensed and monitor if it is having errors or compatibility issues. In this way, the IT manager can act proactively. A software inventory also indicates whether or not 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 they are in the business environment is, in fact, effective. Not only the acquisition processes, but also the implementation ones must be recorded.

With these procedures, the company will have full 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 over licensing, managers forget to remove software that is no longer being used or, in some cases, simply ignore this important task.

You can't 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 planning and following up on effective software retirement processes can bring many benefits to the company, such as:

  • Cost optimization: thanks to the reuse or removal of obsolete computer software or no longer used 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 or does not need to be purchased.

7. Periodically evaluate usage rights

Some IT managers do not reconcile the usage 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's why they need to periodically assess usage rights and contact vendors to tailor them to the organization's needs. This tip is very important for the company's cashier.

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8. Adopt technology that assists in managing

Many companies, which control software licensing, choose to perform this task manually, through Excel spreadsheets. These, in addition to requiring the manual collection and insertion of data ? which takes a lot of time, they 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;
  • On which computers the software is installed;
  • Which software is being used by the team, and which is not;
  • Whether the use of each software complies with the licenses;
  • When licenses must be renewed;
  • The expiration date of the licenses or the termination of the contract;
  • How the software was configured.

But by adopting software from IT asset management, like Force 1, managers can 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.

Did you follow all our tips? Now it's time to put them into practice and properly control software licensing in your company! Take the opportunity to know our solution or leave your questions in the comments!


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