SaaS Operations Best Practices to Simplify Software Usage

On average, companies juggle around 112 SaaS applications, with this number often rising for larger enterprises. Managing so many tools can be overwhelming, making it difficult for businesses to track usage and assess the effectiveness of each platform. 

This often leads to wasted resources and less-than-optimal results. To tackle this complexity, SaaS operations are essential—strategies that streamline software management, improve utilization, and boost ROI. 

In this article, we’ll explore how implementing strong SaaS operations can transform your software management and propel your business toward greater success.

What is SaaS operations / SaaSOps

SaaS Operations, often referred to as SaasOps, is a strategic approach that helps businesses get the most out of their Software-as-a-Service (SaaS) applications. 

It involves a range of practices and tools designed to ensure that SaaS applications function seamlessly within business workflows, driving efficiency and value. 

The practices range from selection, implementation, configuration, usage monitoring, cost management, to governance and compliance. 

Why is SaaS operations important

SaaS operations, or SaasOps, is a powerful tool for businesses looking to maximize the value of their software investments. By centralizing the management, optimization, and automation of SaaS applications, SaasOps offers several key benefits:

1. Enhanced visibility and control

SaasOps provides a comprehensive overview of your SaaS landscape, enabling you to:

• Track usage: Understand which applications are being used most frequently and by whom. This information can be used to optimize your SaaS portfolio and ensure that you are only paying for the tools your employees actually need.
• Enforce governance: SaasOps allows you to define access controls, set usage limits, and enforce data privacy regulations. This helps to protect your sensitive data and prevent unauthorized access.
• Manage contracts and renewals: SaasOps provides a centralized repository for all your SaaS contracts, making it easy to manage renewals, negotiate better terms, and avoid overspending.

2. Streamlined onboarding and offboarding

SaasOps automates the processes of adding and removing users from SaaS applications, reducing the administrative burden on IT teams and minimizing security risks. 

You can create automated onboarding and offboarding workflows that ensure new employees have access to the necessary tools and that departing employees’ access is revoked promptly. This helps to improve efficiency, reduce errors, and protect your data.

3. Optimized SaaS spending

By centralizing SaaS spending and analyzing usage data, SaasOps helps businesses identify and eliminate unnecessary applications, negotiate better deals with vendors, and optimize licensing costs. 

SaasOps provides tools for identifying duplicate applications, unused licenses, and underutilized features. By eliminating waste and optimizing your SaaS portfolio, you can significantly reduce your software costs and improve your return on investment.

The difference between SaaS ops vs traditional IT ops

While traditional IT operations have historically focused on managing on-premises infrastructure and applications, SaaS operations have emerged as a distinct approach tailored to the unique characteristics of cloud-based services.

Common SaaS operations challenges

Managing a growing portfolio of SaaS tools can be complex and time-consuming, requiring careful planning, coordination, and oversight.

1. Redundant tools  

A common issue in SaaS portfolios across industries is tool redundancy. 

Many organizations struggle with overlapping functions, especially in areas like team collaboration, online training, and project management. However, redundancy can emerge in various areas.

2. Controlling SaaS costs 

Cutting down on SaaS expenses without disrupting business operations is a significant challenge. 

Many companies waste a substantial portion of their SaaS budget on unused licenses. This mismanagement often happens due to a lack of insight into how SaaS tools are being utilized, leading to unnecessary costs for applications that provide little value.

3. Limited visibility

Managing SaaS tools effectively is difficult without proper visibility. Employees sometimes purchase or expense software outside approved channels, contributing to Shadow IT. 

While not all Shadow IT is harmful, it can lead to inefficiencies and security risks. Without a clear view of all applications in use, it becomes nearly impossible to optimize software usage and ensure that these tools are delivering value to the organization.

4. Inefficient onboarding

For SaaS to truly benefit an organization, employees need to be aware of the tools available to them. If new hires are not properly introduced to the software at their disposal, the company risks lowering their efficiency from the very beginning. 

It’s crucial to ensure employees understand how to use the tools relevant to their role, improving their onboarding experience and productivity.

5. Offboarding risks

Offboarding, though often overlooked, presents significant security risks if not handled properly. Former employees who retain access to company software and data pose threats to compliance and security. 

In some cases, failure to properly offboard can lead to serious legal and financial repercussions, including data breaches and violations of regulations such as GDPR and HIPAA. Therefore, revoking access to company systems when employees leave is essential for protecting the organization.

SaaS operations best practices

As your company grows, SaaSOps can impact every department. With that in mind, IT leaders need to adopt the best practices to streamline operations and tackle common challenges effectively. Here are three key practices to keep in mind:

1. Centralize your SaaS stack management  

One of the main struggles for IT teams is managing a growing SaaS stack without the right tools. Relying on spreadsheets or basic management solutions quickly becomes inefficient. An integrated SaaS platform can solve this by providing a centralized hub for all your business needs. 

It allows you to scale as your company grows, ensures top-tier security, and offers dedicated customer support. With AI capabilities for smart decision-making and free maintenance, an integrated SaaS not only streamlines operations but also supports long-term growth efficiently and securely.

Read More: SaaS Integration: Streamlining Your Digital Ecosystem

2. Establish clear SaaSOps policies  

Successful SaaSOps management requires collaboration. To get the most out of your efforts, involve your team from the start. Create clear policies that outline how SaaS tools will be used, managed, and monitored. 

Regular discussions about SaaSOps goals and ongoing education help ensure that everyone understands their role in managing these tools. Use simple, non-technical language to make policies accessible to all employees, keeping communication open and ensuring compliance across the organization.

3. Treat SaaSOps as a continuous process  

SaaSOps is not a one-time task; it’s an ongoing effort. You need to continually monitor your SaaS subscriptions, manage credentials, and refine software approval workflows as the company evolves. 

Regular reviews help detect unused apps, uncover cost-saving opportunities, and maintain strong security protocols. By staying proactive, you’ll prevent inefficiencies and avoid setbacks that could arise from unchecked changes. 

Conclusion

To truly simplify SaaS operations, consider the advantages of an integrated SaaS solution that brings all your business needs into a single, cohesive ecosystem. With an integrated platform, you can streamline processes, eliminate redundant tools, and improve both visibility and management of your software stack. 

This approach not only enhances efficiency but also supports scalability as your business grows. Mekari offers a powerful integrated SaaS solution that centralizes essential functions—from financial management and HR to customer relationship management—into one unified platform. 

With added benefits like robust security, AI-driven insights, free maintenance, and dedicated customer support, Mekari is uniquely positioned to help businesses optimize their operations seamlessly. 

For organizations looking to maximize productivity and operational control, Mekari is a top recommendation for an all-encompassing SaaS solution.