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5 Typical SaaS Operations Issues & Their Solutions

By: saurabhkumar644 | Posted Jun 12, 2024 | General | 118 Views

Although a comprehensive SaaS management program is ideal, SaaS is sometimes addressed in part by other business processes. Organizations may manage their software assets in various ways, from enterprise architecture to spend management and SaaS operations—or what we prefer to call SaaS Management by a different name.


To guarantee the smooth running of business-critical technologies, companies that handle SaaS operations (SaaSOps) concentrate on streamlining operational and security activities. This usually entails selecting the appropriate apps pertinent to the work environment, streamlining the onboarding procedure, ensuring spending plans are adhered to, and controlling security threats.




All these objectives, meanwhile, come with their own set of difficulties. To guarantee SaaS securely generates value, each must be resolved. Today, we'll discuss five typical SaaS operations problems and practical solutions for them.


Challenge #1 for SaaS Operations: Redundant Tools




The Issue


Every industry's SaaS portfolio has the same issue: a lot of duplication. Project management software, teamwork, and online training courses are the main offenders. Functional overlap, however, might happen elsewhere.






The Resolution


Identifying redundancy is the first step towards fixing it. You can't handle an issue you can't see, as we often say. Therefore, visibility comes first. And there are a few, better methods than the others, to get there.




For instance, managing, well, virtually everything, has long been done by hand using spreadsheets. Teams might use a master sheet to document conclusions from their self-reporting of program usage. Spreadsheets, on the other hand, need a lot of human labor, and the results expire rapidly. Even worse, they're inaccurate.


For this reason, we always advise using a SaaS management platform such as Easexpense, whose Discovery Engine instantly and automatically detects SaaS apps and uses them.




Reducing functional application redundancy therefore just requires doing the following:


Establishing a record-keeping system






  • Conducting user surveys.




  • Tracking expenses and use




  • Determining the optimal quantity of applications




  • Discarding pointless applications






Challenge #2 for SaaS Operations: Lower SaaS Expenses without Upsetting Procedures




The Issue


Everyone wants to minimize their operational costs, even in prosperous economic times. Regretfully, SaaS may make this difficult, particularly if operational effectiveness is also a concern.




An average organization's annual SaaS spending is around $45 million. They squander almost $18 million of this money on licenses that aren't used. Spend management is a major issue for the entire company, even though it is typically beyond the purview of SaaSOps. Because of this, it's crucial to take operations into account while rationalizing apps and rightsizing licenses.


The Resolution


It is accomplished in many ways. It can entail removing unnecessary apps and dead weight from the stack. As an alternative, rightsizing enables businesses to adjust the number of paid license seats to suit their need. In any case, understanding the where, how, and why of SaaS usage is necessary.


Challenge #3 for SaaS Operations: Limited Visibility




The Issue


You cannot manage what you cannot see, as we have already stated. When it comes to SaaS administration, this presents a unique problem.




Six percent of employees pay for SaaS, and it's simple for that to be forgotten if they don't go through the proper channels. Thus, Shadow IT is widely available. While not all shadow IT is harmful, there can be significant issues with it. Optimizing and making sure your applications are generating value for the company is extremely challenging when you don't know what apps are installed in your environment.


The Resolution


Fortunately, there are things that a business can do to get rid of Shadow IT.




The first step, like with every SaaS difficulty, is to increase visibility across your whole SaaS portfolio. This instance highlights once more how crucial it is to use efficient SaaS discovery. The following actions can start as soon as every application is visible.




After you've got full visibility, you might want to take a harsh stance against your Shadow IT. But in this instance, cultivating a rapport with your SaaS customers and promoting communication are more crucial. There's a reason these buyers choose to use these programs. Determining if the old shadow IT should stay in the stack will be made easier by understanding their demands.


Lastly, decide on your SaaS governance plan. This will aid in the future prevention of shadow IT. It should cover how you share SaaS management when practical, identify IT management tiers, and regulate what goes into the IT stack.


Challenge #4 for SaaS Operations: Ineffective Onboarding




The Issue


Giving staff members the resources they require to do their duties is the goal of SaaS. But if they don't know about the software in your stack, it can't accomplish that. Because of this, you must establish early in the onboarding process exactly what resources are accessible to new hires.






The Resolution


If not, you run the danger of having a bad employee experience at the most important point in an employee's career with your company.




Therefore, creating a SaaS onboarding checklist is crucial:






  • Introduce new hires to the SaaS options available




  • Describe how each tool fits into their position




  • Offer proof and assistance




  • Gain practical experience - Follow up and help






Furthermore, creating an application catalog offers a one-stop shop for SaaS to both new and existing staff members. They can use this catalog to learn how to place new orders and seek access to company-standard software.


SaaS Operations Challenge #5: Security Risks & Offboarding




The Issue


Offboarding is just as crucial as onboarding. Even yet, despite all the concerns, it's often ignored.




Inadequate offboarding exposes a company to legal infractions. An organization may violate laws like the General Data Protection Regulation (GDPR) or the Health Insurance Portability and Accountability Act (HIPAA) if former workers, for instance, still have access to sensitive data. Both of which run the possibility of costing a company millions. In addition to $115 million from a class-action lawsuit, Anthem Inc. was hit with fines totaling $16 million.




Not to mention the possibility of data loss, wasteful spending, or breaches of confidentiality. To avoid this, all of an employee's access to corporate hardware and software must be terminated upon their departure.




The Resolution


Using an offboarding checklist might be beneficial, much like with onboarding:






  • Establish distinct protocols for both voluntary and involuntary terminations.




  • Discontinue services and applications




  • Reevaluate offboarding.




  • Reassign licenses to other coworkers.




  • Update shared passwords and logins.






The Benefits of a SaaS Management Platform




One thing unites all these SaaS operations problems' solutions: a SaaS management platform might be useful.






The following are some advantages of a SaaS management platform:


- Central Source of Truth: Easexpense, a SaaS management platform, offers total visibility over all your SaaS, including shadow IT.


- Categorization: This feature allows you to group programs according to their redundancy, which simplifies rationalization and eliminates the need for laborious spreadsheet administration.


- Automated Insights:Without relying on guessing, you can move fast on optimization possibilities, accelerating the SaaS management process.


- Enable Onboarding, Intake, and Offboarding: Monitoring your SaaS and interacting with staff members is simple when you have rapid access to your SaaS stack.


- Find Possible Security holes: By finding security holes, data breaches may be avoided, and compliance can be maintained.


Organizations may improve security, save expenses, and streamline operations by utilizing a strong SaaS management platform, which will eventually increase the return on their SaaS investments.


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