Growing reliance on SaaS has opened the door to shadow IT: SaaS applications bought by individual employees without the knowledge or approval of their organization’s IT department.

While shadow IT can be an opportunity for innovation, if left unaddressed, it can lead to risks like duplicate subscriptions, wasted IT spend, a lack of compliance and greater risk of a data breach.

By leveraging SaaS management and taking some steps, businesses can more effectively manage shadow IT, gain a competitive edge, reduce unnecessary costs and empower a distributed workforce.

To avoid the negative consequences associated with shadow IT, you need to give IT teams visibility into your organization’s entire SaaS portfolio. Once IT has a line of sight into all applications in use and how they are used, they are positioned to optimize investments. Maximize your SaaS investments with these tips:

Implementing self-service SaaS at your organization is easier than you may think.

Discover all SaaS applications and spending

Some organizations take a spreadsheet-based approach to managing their SaaS applications. Others turn to web browser plugins, single sign-on tools and cloud access security brokers. But these discovery processes can be time-consuming and involve piecing together SaaS inventories from disparate sources, often resulting in records that are out of date before they’re even completed.

Even the most detailed, frequently updated spreadsheet is not always the most effective way to manage SaaS, especially when you consider that organizations manage over 650 SaaS applications on average, and they underestimate the number of SaaS applications within their ecosystem by two to three times. If you don’t know a SaaS application exists, how can you manage and budget for it?

To optimize your SaaS portfolio, you have to start with gaining complete visibility. Tools like SaaS management platforms with machine learning capabilities that detect SaaS purchases enable continuous discovery of software. These solutions can also integrate with your financial management systems to discover purchases.

It’s critical for this strategy to happen in real time so you have a picture of your tech ecosystem that’s always complete, accurate and up to date.

Optimize and rightsize licenses and features

Do you have as many active users as you accounted for or could you downgrade your plan? Perhaps an employee left, but their accounts were never deactivated. In practice, you may not need all the premium features or seats you’ve paid for, which means there could be opportunities to reduce your SaaS spend.