For example, I worked with a client whose marketing, sales, and support teams were each subscribing to the same project management app. They didn’t realize they were paying three times the needed amount, and the overlap was causing confusion and delays. Small issues like this add up fast.
In today’s fast-changing environment, establishing a solid SaaS policy is more than just good practice. It’s essential for keeping your software ecosystem healthy and scalable. Here’s a practical framework to help you create clear, effective rules for SaaS approval and usage.
Start With Approval Workflows
Before any new SaaS tool gets bought or used, there needs to be a simple, repeatable approval process. Without it, shadow IT and duplicate subscriptions become inevitable.
What works well:
- Define who can request new software and who approves it. This might be a manager, IT, or finance depending on your company size.
- Set clear criteria for approval. Ask whether the tool solves a unique problem, integrates with your existing systems, and fits within your budget.
- Use a centralized request system, even if it’s just a shared spreadsheet or form. This keeps requests visible and prevents multiple teams from buying the same tool. You may download our worksheet to kick things off.
- Automate reminders and approval steps where possible to avoid delays.
Control Access With Role-Based Policies
Once a tool is approved, controlling who can use it and what they can do is critical.
- Assign access based on roles, not individuals. For example, marketing gets access to the social media scheduler, but only finance can view the accounting system.
- Regularly review access rights. People change roles or leave, and permissions should reflect that.
- Use multi-factor authentication and strong passwords to protect sensitive data.
- Consider dynamic access controls that adjust permissions based on context like location or device security.
Set Data Security and Usage Guidelines
Clear rules about how data is handled inside SaaS tools protect your business and help build trust.
- Define what types of data can be stored or shared in each tool.
- Outline rules for collaboration, like who can share files externally or invite new users.
- Establish procedures for reporting security issues or suspicious activity.
- Make sure your policies align with any industry regulations you need to follow.
Keep Policies Living and Breathing
A SaaS policy isn’t a document you create once and forget. It needs regular updates as your company grows and tools evolve.
Quick tips:
- Schedule periodic reviews of your SaaS policies.
- Audit software usage and access regularly to catch any drift from your rules.
- Update approval workflows and access controls as new tools or needs arise.
- Keep everyone informed about policy changes.
Collaboration Is Key
Creating and enforcing these policies isn’t a solo task. It works best when IT, finance, and department leaders work together. Sharing insights and responsibilities helps ensure policies are practical and followed.
Encourage open communication and joint reviews. When teams understand the risks and benefits, policies become part of your culture rather than an obstacle.
Real-World Example
A client I worked with had multiple teams subscribing to the same cloud storage app without coordination. We helped them set a policy requiring team leads to review and approve new subscriptions. Within a month, they cut their SaaS spend by 15 percent and improved data security. Small change, big impact.
Take Action
Start simple. Pick one manual process that takes up a lot of time, like onboarding new users or renewing licenses. Map out who needs to approve what and where the risks are. Then, set clear guidelines and automate where possible.
Remember, policies don’t stifle growth. They enable it. Set the guardrails now so your team can run faster without flying off the road. If you’re looking for ways to simplify the process of managing your SaaS policies, you might find helpful tools and information at www.cenplify.com.