SaaS Portfolio Management



SaaS Portfolio Management

SaaS Portfolio Management


Admina team

May 29, 2023

The Rising Popularity of SaaS

It's no secret that Software-as-a-Service, or SaaS for short, has completely revolutionized business operations. With around 17,000 SaaS companies in the United States alone and a staggering 59 billion customers worldwide, it's safe to say that SaaS is here to stay.

But with so many SaaS solutions available, organizations often grapple with a common challenge: managing their SaaS portfolio effectively.

As companies continue to embrace the power of cloud-based software, optimizing spending, streamlining operations, and maximizing the value of SaaS investments have become more crucial than ever.

That's why we've created a guide on SaaS portfolio management. We'll walk you through the importance of managing your SaaS portfolio and provide a few expert tips to help you navigate the ever-expanding SaaS landscape.

We understand the challenges organizations face when it comes to SaaS spend, and our goal is to empower you with the knowledge and tools you need to make informed decisions and optimize your SaaS investments. Let's get started!

Source: Unsplash

Nowadays, SaaS is considered the hero of modern business operations. A whopping 70% of business apps are now SaaS-based, so it's clear that businesses across industries are recognizing the benefits and jumping on the SaaS bandwagon.

So, what's the fuss all about? Well, SaaS has become the go-to choice for businesses because of its accessibility and convenience at a lower cost. As your business grows, you can easily scale up your SaaS subscriptions to accommodate your changing needs. It's flexible, cost-effective, and keeps you on the cutting edge of technology.

As a result, companies today are setting up SaaS portfolios because of the vast array of products and services that cater to their specific business needs, resulting in a tailored technology stack. This customization empowers organizations to optimize operations, improve productivity, and enhance team collaboration. 

What is a SaaS Portfolio?

A SaaS portfolio refers to the collection of cloud investments you have made as part of your business. It's similar to a collection of stocks or assets, but it consists of various SaaS software subscriptions instead of physical items. Essentially, it is part of your investment portfolio.

As an investor or a fund management team, your goal is to carefully select a range of SaaS companies that you believe have the potential for growth and profitability. These could be established SaaS giants or up-and-coming startups with innovative solutions.

You might have subscriptions to project management software, customer relationship management (CRM) tools, communication platforms, and many more. Individually, each SaaS solution serves a specific purpose and provides business value.

How does SaaS Portfolio Management work?

At first, grabbing as many SaaS applications as you think will work for your organization may seem tempting. However, a SaaS portfolio that's "overflowing" can make it challenging to stay on top of costs, manage user access, ensure security and compliance, and identify redundancies or underutilized tools.

An overwhelming SaaS portfolio then leads to SaaS sprawl, resulting in overlapping functionalities and ballooning costs. 

That's where SaaS portfolio management comes in. It's a strategic approach to oversee and optimize your SaaS investments. A dedicated SaaS management platform can help you gain visibility into your SaaS stack, analyze usage and spending patterns, and make informed decisions about your subscriptions.

By effectively managing your SaaS portfolio, you can identify opportunities to streamline your toolset, eliminate redundancies, negotiate better pricing, and ensure that your organization maximizes value from each SaaS subscription. 

So, if your SaaS portfolio is bursting at the seams and you feel like you're losing control of your software subscriptions, SaaS portfolio management can be a game-changer. 

It brings order, efficiency, and optimization to your SaaS ecosystem, helping you make the most of your investments and ensuring your business stays on top of its software needs.

Source: Unsplash

Benefits of SaaS Portfolio Management 

As the number of SaaS tools grows, so does the complexity of managing them effectively. Enter SaaS portfolio management - the key to rising above the chaos and unleashing the true potential of your SaaS ecosystem.

Here are some notable benefits of SaaS portfolio management.

Gain Control and Visibility

Remember that time you discovered an unused SaaS subscription that had been silently draining your budget? 

With SaaS portfolio management, you can bid farewell to these surprises. By having a comprehensive view of your entire SaaS stack, you can easily identify redundancies, underutilized tools, and unnecessary expenses. It's like flipping on the lights and seeing everything clearly— even the things you were afraid of.

Optimize Costs and Budgeting

Wasting money is never a good thing. SaaS portfolio management lets you dive deeply into your subscription spending and see where improvements can be made. 

You can analyze usage patterns, assess each tool's value, and make data-driven decisions on renewals, upgrades, or cancellations. With optimal SaaS investments, you can control costs, allocate resources more effectively, and eliminate budgetary leaks.

Maximize Operations

Too many SaaS tools can create chaos, hinder productivity, and lead to unnecessary complexity. With SaaS portfolio management, you can identify overlapping features, consolidate similar tools, and integrate workflows. When you simplify your SaaS stack, you empower your team to work more efficiently and focus on what matters most.

Enhance Collaboration and User Experience

Ever encountered issues where certain team members couldn't access the tools they needed? SaaS portfolio management ensures a smooth user experience by managing user access, permissions, and licenses. 

Business leaders can assign roles, revoke unnecessary access, and ensure everyone has the right tools at their fingertips. This fosters collaboration, improves cross-functional workflows, and boosts the company's performance.

Investment Management

The primary goal of any investment is to yield the best possible business outcomes, and SaaS subscriptions are no exception. 

With SaaS portfolio management, you can evaluate the value and impact of each tool. By identifying the most effective solutions and eliminating low-value ones, you can maximize the return on your SaaS investments for optimal portfolio performance. 

Cost Savings

It's all about getting the most bang for your buck. SaaS portfolio management offers cost savings by eliminating redundancies, optimizing spending, and negotiating better pricing. You can eliminate unnecessary expenses by streamlining your software stack and identifying underutilized tools. 

Ensure Security and Compliance

Protecting detailed records and ensuring compliance with regulations is paramount. SaaS portfolio management allows you to assess the security measures implemented by each SaaS vendor, ensure data privacy, and meet compliance standards. 

A centralized management gives you better control over security protocols, user access controls, and data handling practices, mitigating potential risks.

Managing a growing SaaS portfolio can be overwhelming, but the benefits of SaaS portfolio management are undeniable. From gaining control and visibility to optimizing costs, streamlining operations, and maximizing value, it empowers your organization to thrive in the fast-paced world of SaaS.

Source: Unsplash

Tips for Successful SaaS Portfolio Management 

Managing a SaaS portfolio can sometimes feel like trying to navigate a labyrinth. With countless subscriptions, renewals, and ever-changing technology, it's easy to get lost in the complexity. 

But fear not! We're here to guide you with these invaluable tips for successful SaaS portfolio management.

Start with a Solid Foundation

Just like building a house, successful SaaS portfolio management begins with a strong foundation. 

Start by conducting an inventory of all your existing subscriptions. Take note of the tools, costs, and user details. This will give you a clear picture of your current SaaS stack and serve as a baseline for future management efforts.

Check for Overlapping or Underused SaaS Applications

Look closely at your SaaS stack and identify any overlapping or underused applications. Overlapping tools can lead to duplicated functionalities and unnecessary costs. Consolidate similar tools and choose the ones that best fit your needs.

Additionally, assess the usage and value of each application. If a SaaS tool is underused or not providing significant value, it may be time to consider alternatives or discontinue the subscription.

Define Your Goals and Priorities

Understanding your organization's goals and priorities is crucial for effective SaaS portfolio management. Identify what you want to achieve with your software investments. Is it cost optimization, enhanced collaboration, or improved efficiency?

Align your SaaS portfolio management strategy with these goals, ensuring that every decision you make aligns with your overarching objectives.

Compare Your SaaS Costs to Industry Averages

To ensure cost-effectiveness and optimize your SaaS portfolio, it's best to compare your SaaS costs to industry averages. Research industry benchmarks or consult with industry experts to gain insights into what other organizations of similar size and industry spend on SaaS tools.

This comparison allows you to assess whether you're overpaying for certain subscriptions or if there are opportunities to negotiate better pricing with vendors.

Stay Agile and Adapt

The SaaS landscape is constantly growing and evolving. By 2030, the SaaS market is expected to grow to a staggering $700 billion. New technologies emerge, vendor offerings change, and your organization's needs evolve. 

To navigate this ever-changing landscape successfully, you must stay flexible and adaptable.

Regularly reassess your SaaS portfolio, monitor industry trends, and stay informed about technological advancements. Embrace flexibility and be ready to make adjustments to your portfolio as needed.

Move Away from Manual Tracking

Say goodbye to spreadsheets and embrace automation. Manual tracking of your SaaS subscriptions can be time-consuming, error-prone, and inefficient. Invest in dedicated SaaS management tools, such as Admina, to automate the tracking process.

With Admina's IT management platform, you can access a comprehensive overview of users across various SaaS apps, displaying their roles, permissions, login status, and more - streamlining your management efforts.

Remember, SaaS portfolio management is an ongoing journey. So by following these tips, you can establish a solid foundation, align your strategy with your organization's goals, and continuously optimize your SaaS portfolio for maximum value. 

The Bottom Line

SaaS portfolio management has become a crucial practice for organizations of all sizes. It empowers businesses to gain control, optimize costs, streamline operations, and maximize the value of their SaaS investments.

With the ever-growing number of SaaS subscriptions and the need for effective management, finding the right tools to streamline your IT needs becomes essential.

That's where Admina, a powerful IT management solution, comes into play. With over 200 SaaS integrations and new apps added weekly, Admina offers a comprehensive solution to streamline your SaaS portfolio.

From employee categorization to records of roles and licenses, Admina allows you to keep track of all your employees' SaaS accounts in one centralized platform. No more juggling multiple platforms and spreadsheets; Admina simplifies the process.

Learn more about how our solutions can benefit your company by scheduling a free demo today.

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