ARTICLE
Getting the most out of your software investment
Several studies have shown that a significant amount of software purchased by organisations goes unused or under-utilised, representing a financial loss and operational inefficiencies. Sometimes the issues may need a strategic, organisation-wide approach – but more often, listening to user feedback can help identify the changes that could unlock value quickly and easily.
This article gives an overview of some of the most common issues that impact utilisation, along with things to think about to tackle the problem.
1. Users not having access to the software when they need it most
Check the licensing model you have and look for flexibility. If the license model you have is no longer fit for how your organisational needs, you will be missing out on value.
Concurrent licenses
Compared to a workstation licence (which is just what it says – locked down to a workstation) concurrent license models can be a cost-efficient solution for organisations that have many users who don’t need to use the software simultaneously.
- The licenses act as a flexible resource that can be shared when needed or directed to specific areas when there is high demand.
- This model mitigates against delays by enabling users to access the software from their computer rather than using a standalone shared computer.
- The licence pool can enable wider adoption beyond an individual team by extending the use of the software from any location or workstation.
2. Bottlenecks in getting software upgraded to the latest version
On premise deployment vs cloud deployment
The key differences between on premise and cloud deployment lie in, 1) where the software is hosted, 2) how it is accessed, and 3) how it is managed.
By switching to cloud, you can reduce the burden on internal IT teams, improving cost efficiency of the support that sits around the use of software, as well as speeding up access to the latest versions and product features.
On-Premise
- Software is installed and managed on a local network. Usually a central license server within the organisation controls access.
- Offline Usage: Often works without an internet connection once validated.
- Maintenance: Requires internal IT support for updates and license management.
Cloud Deployment
- Hosted Online: Software is provided as a cloud-based service (SaaS).
- Access Anywhere: Users can access the software from any device with an internet connection.
- Automatic Updates: The supplier handles software updates and maintenance.
- Scalability: Easily scalable, allowing organisations to add or remove licenses as needed.
3. Users not knowing all the software functionality
Check the training options
Knowledge can be lost over time so think about how to future proof your software investment. As well as choosing software from a supplier who can offer flexible training packages that are easy to access, think about setting up a user network and knowledge base within your organisation. A number of our customers have invested in train-the-trainer training, making sure they have an in-house training capability to grown a knowledgeable user network without needing to pay for external training.
4. Software not keeping up with the job
Make sure you’ve asked your supplier for help
You may well have outgrown the software originally chosen, but it is worth stopping to check, 1) that your organisation has upgraded to the latest version, and 2) that your users have had recent contact with the supplier.
In an area as critical as investigations, you should be able to access prompt help from a support team, not an anonymous inbox. You should also be able to attend a user group at least once a year and have ways of contributing to the development and direction of the software in-product. Find out if there are ways of sending requests for development in-product, and make sure they are secure and complaint.
Maximising the value of your software investment requires a proactive approach. Whether it’s optimising licensing models, transitioning to cloud-based solutions, or fostering a strong internal knowledge base, small adjustments can unlock substantial benefits. The key is to listen to user feedback and make strategic decisions that align with your organisation’s evolving needs.
