We get it! Managing software needs and determining the best course of licensing can be time-consuming, but some strategies and considerations can help streamline the process.
Here are a few steps you can follow:

Evaluate your software requirements

Start by understanding your organisation's software needs. Determine the types of software applications required, the number of users, and the specific functionalities needed to meet your business objectives.

Assess licensing models

Familiarise yourself with different licensing models, such as perpetual licenses, subscription licenses, open source licenses, and software as a service (SaaS) models. Each model has advantages and considerations, so evaluating which aligns best with your organisation's requirements and budget is essential.

Consider the total cost of ownership (TCO)

When comparing licensing options, consider the upfront costs and the long-term expenses associated with software maintenance, support, upgrades, and scalability. Calculate the TCO for each licensing option to understand the financial implications comprehensively.

Review vendor agreements

Thoroughly review the licensing agreements provided by software vendors. Pay attention to terms and conditions, restrictions, usage rights, upgrade policies, and support services. Ensure the license terms suit your organisation's needs and align with regulatory or compliance requirements.

Explore volume licensing and discounts

If you have more software licenses to acquire, consider volume licensing options. Many vendors offer discounts or customised pricing structures based on the number of licenses purchased. Negotiating with vendors can help you obtain favourable terms and reduce costs.

Consider open-source alternatives

Evaluate whether open-source software can fulfil your organisation's requirements. Open-source software is often cost-effective and provides flexibility, although it may require more effort in implementation, customisation, and support.

Leverage software asset management (SAM) tools

Consider implementing software asset management tools to track and manage software licenses effectively. These tools can assist in monitoring license compliance, tracking software usage, and optimising license utilisation.

Regularly review and update your software portfolio

Conduct periodic software portfolio reviews to identify redundant or underutilised licenses. This process can help you eliminate unnecessary expenses and optimise your licensing strategy.

Talk to us if you find the software licensing landscape complex or time-consuming. We can provide guidance tailored to your practice’s needs, supporting you in making informed decisions and minimising the time spent managing software needs.