Which Software Licenses and Subscriptions Are Right For My Practice?
When it comes to software licenses and subscriptions, making the right choice depends on various factors, such as your needs, budget, and long-term plans.
Which licensing model?
There are generally two model software licensing options:
Dedicated licenses with each person having their own (also known as a one-to-one license)
Shared/open licensing is when you share a small number of licenses between a greater number of users.
Sometimes, the only option is a one-to-one license, Office 365 being a prime example of the dedicated licensing model.
Suppose there is the option for shared or dedicated licensing. In that case, you might be able to run a hybrid where some team members get dedicated licenses, and others can "dip" in and out of the software using shared licensing.
Does Everyone Need a License?
I'm sure we have all asked the questions…
"Does everyone need a license?",
"How do I know someone is always using the software?" and
"Is the software over the top for their needs?".
Your best option is to proactively manage your software use to know the answers to these questions; in doing so, it could also prevent employees from hanging around twiddling their thumbs, waiting for an available license.
When choosing the suitable licensing model, you need to consider the losses resulting from employees not having access to the correct software or not having a license and the time it takes to micromanage software deployments.
The time spent needs to be cost-effective. There's no point in a lengthy discussion over whether you can purchase another license when the time spent has exceeded the cost of the very thing you are discussing.
Scalability
Consider whether the software can scale with your organization as it grows. Will the license or subscription accommodate increasing users, additional features, or higher usage levels without significant cost increases or operational disruptions?
Contract terms and flexibility
Review the contract terms and conditions, paying attention to factors such as contract length, cancellation policy, and potential penalties for early termination. Ensure the software license or subscription aligns with your organization's needs and growth plans.
Integration capabilities
Consider how well the software license or subscription integrates with your existing infrastructure if you already use other software systems. Smooth integration can streamline workflows and enhance productivity.
Trial or demo
Take advantage of trial versions, demos, or free tiers offered by software providers whenever possible; this allows you to assess the software's suitability for your needs. Test its functionality, and evaluate the user experience before committing to a purchase.
3rd party reputation and reliability
Research the reputation and reliability of the 3rd party software provider. Look for reviews, testimonials, and case studies to gain insights into customer satisfaction, product quality, and longevity in the market.
At Logicle HQ, we use tools and working methods to proactively manage the licensing and subscription minefield for our clients, including:
Strategic Reviews of software usage statistics
3rd party tools if the vendor has not provided one for tracking usage
Review of those who don't always need dedicated access and whether shared licenses would be suitable