The Top Licence Management Process: 4 important tips

When a software audit comes with a hefty price tag, it can be disruptive to your company. It will not only place a financial strain on the company but also harm your company's reputation. In worst cases, companies may only have a few options when faced with copyright infringement claims and may have to resolve the matter out of court. It's crucial to ensure this never happens to you.

For this, you must have a practical licence management process in place. There's a reason the global software licensing market is to grow to $14.34 billion by 2023. This article focuses on four significant reasons companies should ensure top licenses management process. However, before jumping on that topic, let's first understand how to manage licenses effectively. 

Go for license management solution companies

There are many SLM (Social Licence Management) tools with the help of which IT admins can ensure that each licence is accounted for and is used properly. Moreover, these tools also ensure all software products comply with their respective software licences. Several tools also help admins ensure the organization doesn't take unnecessary financial risks.

Below mentioned are a few of such tools:

• Zluri
• Asset Sonar
• Altair
• Quick License Manager by Soraco
• Reprise License Manager by Reprise Software

Now that we know about licence management solution companies let's dive right in with why companies need to ensure the top license management process. 

#1.Avoid painful audits

 Ensuring licence management is the easiest way to avoid any misstep in your budgeting. Besides preventing hefty fines or painful audits, it also helps you find areas where you may have wasted software spending. Whether you're a small business or a global enterprise, throwing money on unused resources will easily fidget your budgeting and put an unnecessary financial strain.

Also, if your company is unaware of the expenditure on the licence after its installation, you may unknowingly continue to pay for the unutilized software. With a licence management tool, you can save your company's money by negotiating your licence contracts and paying only for what is needed. The information by such tools will also help you realise if your business needs to correct noncompliance early on.  Here are a few things to consider when try to audit cumbersome audits, and how to prepare.

1. Keep accurate records: Maintain accurate and up-to-date records of all your software licenses, including purchase dates, expiration dates, and the number of licenses you have.
2. Understand your licensing agreements: Make sure you fully understand the terms of your software licensing agreements and adhere to them. This includes understanding how many licenses you are allowed to use and how they can be used.
3. Assign ownership of licenses: Assign specific individuals or teams within your organization to be responsible for managing and maintaining your software licenses. This will help ensure that licenses are being used properly and that renewals and updates are being handled in a timely manner.
4. Use license management software: There are many software tools available that can help you manage and track your software licenses. These tools can make it easier to keep track of expiration dates, assign ownership of licenses, and monitor usage to ensure compliance.
5. Conduct regular audits: Regularly audit your license usage to ensure that you are in compliance with all of your software licenses. This can help you identify any potential issues and take corrective action before they become major problems.
6. Don't overbuy licenses: It's important to only purchase the number of licenses you need, as having too many licenses can be a waste of resources.
7. Communicate with your software vendors: If you have any questions about your software licenses or need clarification on any terms, reach out to your software vendors for assistance. They can often provide helpful guidance and support to ensure that you are in compliance with your licensing agreements.

So by tracking and monitoring all such purchases, you ensure that each licence is appropriately used and accounted for. 

#2.Get a clear view of licences 

 While licence management helps avoid hefty fines, it also gives organizations a clear and consolidated view of their deployments and licenses across all software solutions. The information offered by these tools can be incredibly valuable when encountered with a software audit. The data will help companies know what they need to mitigate potential risks and remain compliant with the software licence.

Top licence management is especially required for large businesses using numerous software solutions. Keeping track of the licence for each could be a daunting task. So if you're a large enterprise and aren't already using licence management tools for your business, it's time to consider using them. 

License management is important and to get a clear view here are a few things to do:

1. Legal compliance: Ensuring proper license management is essential for compliance with software licensing agreements. Failing to do so can result in legal action being taken against your company, which can be costly and damaging to your reputation.
2. Cost management: Proper license management can help you avoid overbuying licenses, which can save your company money. It can also help you avoid fines and other penalties for non-compliance, which can be expensive.
3. Productivity: Ensuring that all software being used within your organization is properly licensed can help ensure that your employees have the tools they need to be productive.
4. Asset management: Good license management can help you keep track of your software assets and ensure that they are being used effectively.
5. Risk management: Proper license management can help mitigate the risk of legal action and financial penalties, which can be a major threat to your company's operations and bottom line.

#3.Monitor from anywhere, everywhere 

One of the most promising things about today's infrastructure is that everything is moving to the cloud. When cloud solutions and applications are deployed, they challenge the licence management teams since the software can be consumed without installation. Your SLM must enable you to monitor software use in the cloud in addition to mobile environments and on-premises.

Monitoring licences through an app deployed in the cloud enables the organization to embrace the benefits the cloud offers while staying compliant and within its budget. However, moving to the cloud is still secondary. You first need to ensure that at least an effective SLM methodology will ensure that only highly utilized applications are transferred to the cloud to keep your cloud environment optimized.

Copyright licencing is also an important concept, especially in the digital world. The certificate allows you to use the owner's content or digital works as you like. Keeping a tab on the latest digital marketing trends is vital too for your business to keep growing online. Ensure you know the latest trends and have a copyright certificate issued to run your online business smoothly. 

#4.Avoid operational disruptions 

 Subscriptions and Licences have a lifecycle that requires periodic renewals. Efficient licence management ensures these regular renewals occur at appropriate times and avoids operational discrepancies. When you have the data of licences across all software solutions, you also get a fair idea of which licence to renew and which contract needs to end.

From the points mentioned above, the reasons for smooth licence management process is quite evident. 

In conclusion 

Strong asset management is vital to your business and company budget, whether you're a small business or a giant enterprise. Ensure to follow proper license management practices, conduct regular audits, maintain compliance, and maximize company revenues. While the article enlists reasons to ensure a complete management process, it's up to you to decide which licence management practices work for your company.

Of the mentioned tools, go for the one that satiates your business and budget needs. Doing so will protect your assets and the company's credibility. Take this article as your cue to select a licence management tool and take advantage of the financial and operational benefits that come with it.