Collaboration Software ROI: What’s the Value of Your Messaging Applications?

Collaboration software roi

Collaboration software allows your employees to easily share, access, and modify information so they can be more productive. In today’s highly-remote work environment, it enables employees to connect to one another and get work done quickly and effectively.

Yet, just because you have a collaboration suite in place, how do you know what kind of ROI you’re getting from it?

In this article, we’ll explore what collaboration software is, how you determine the ROI of collaboration suites, and how Productiv can help.

What Is a Collaboration Software Solution?

Collaboration software such as Slack, Microsoft Teams, and Google Chat are platforms that help coworkers distribute, access, and edit files and documents within an organization. These platforms are SaaS applications, sharing information through the cloud.

The benefit of these applications is that users can be anywhere and use them at any time. As a result, SaaS collaboration suites can have a big impact on driving productivity.

How Can You Tell If You’re Getting Good Collaboration Software ROI?

However, just because you’ve implemented collaboration software doesn’t mean that you’re getting great ROI on it.

That raises an important question: what is collaboration software ROI, and how do you measure it? 

ROI actually goes beyond how much money you’re saving, or how the collaboration suite boosts the bottom line. Collaboration software ROI also looks at these things:

  • Are employees using your collaboration software?
  • Are employees using the collaboration software’s premium features?
  • Are employees engaging with the collaboration software?
  • Are you meeting your collaboration software adoption goals?
  • Are your employees using collaboration apps aside from the one you’ve implemented?

Productiv: Measuring Collaboration Software ROI

Productiv helps you measure collaboration software ROI with real-time analytics about how employees are using your collaboration suite.

In the following sections, we’ll look at one of the most popular collaboration suites on the market – Slack – and how Productiv measures its ROI.

Slack and User Engagement

Before we discuss the kind of ROI you can get from Slack, and how Productiv helps you measure it, let’s take a moment to talk about what it means to engage with Slack.

App engagement answers these questions:

  • How often are employees using a given application?
  • How many employees use this application?

In the next sections, we’ll explore what app engagement means in the context of Slack.

Measuring Slack Collaboration ROI

There are three ways to look at Slack collaboration:

  • Open collaboration
  • Cross-team collaboration
  • External collaboration

Open Collaboration in Slack

In the context of Slack, “open collaboration” means that employees work together freely – there’s no strict hierarchy. One of the best examples of open collaboration is a company-wide brainstorming session.

How do you measure how much open collaboration is taking place within Slack? Look at how often employees are using public channels (channels that are open to anyone within the company except for external parties).

A 2020 Productiv study analyzed 4 million Slack messages from 40,000 users, and researchers discovered that Slack users are more than twice as likely to public channels (74%) than users of other enterprise collaboration suites (34%) such as Microsoft Teams.

Cross-Team Collaboration in Slack

Cross-team collaboration over the last 30 days diagram.Cross-team collaboration in Slack means that teams work together. For example, members of the HR team could use Slack to talk to their peers in Accounting. Cross-team collaboration stands in contrast with inter-team collaboration, in which members of the same team use Slack to communicate with one another.

Productiv data shows that approximately 80% of Slack users send cross-team messages within the collaboration suite.

Slack public channel communication chart.Furthermore, Productiv’s research shows that Slack enables greater cross-team collaboration than other messaging platforms: over 90% of companies using Slack have over 70% of users engaging in cross-team collaboration.

External Collaboration in Slack

While internal collaboration is critical to accomplishing organizational goals, it’s also vital that employees work with people outside of the organization (such as customers or suppliers). With collaboration suites like Slack, users can alert external partners about upcoming issues and make sure everyone is on the same proverbial page.

According to Productiv data, Slack drives external collaboration as well as internal collaboration. For every ten internal messages Slack users send, they send an average of 4.8 external messages (approximately one external message for every two messages). Moreover, the number of external messages sent through Slack is growing – between August 2019 and August 2020, 43% of the businesses we’ve analyzed have increased the volume of external messages sent through Slack.

Productiv and Software Adoption Goals

Do you have a goal of reaching 100% adoption of your collaboration suite? Is that even a realistic goal?

Productiv can tell you; we track collaboration software adoption rates across industries. You can see adoption rates across companies as well as across teams.

Slack screenshot change over time.

For example, you could see if your HR team is using Slack as much as other HR departments in your industry. If the adoption rate is lower at your firm, you can work on a strategy to boost it so that you see the best possible collaboration software ROI.

Are Your Employees Using Other Collaboration Apps?

There are times when you implement software, and employees decide that for whatever reason, there are other apps that better meet their needs. They use those apps, as opposed to the software in which you’ve invested. This situation is especially frustrating when the vendor assured you that this app would achieve high ROI and would drive productivity.

Productiv screen shot compare apps chart.

For example, you might have invested in Slack, yet employees are using something else to communicate.

That’s where Productiv comes in.

Not only does it track logins for apps, but it also shows you whether employees are using other apps similar to the one for which you’ve paid. With that information, you can create a strategy to shift people to using Slack.

Productiv: Your Collaboration Software ROI Solution

If you’ve invested in a collaboration suite, you want to make sure you get the highest ROI possible. Productiv’s real-time analytics give you insight into how employees are engaging with your collaboration software. Click here to learn why 4 Million Slack Messages Can’t be Wrong.

What Apps Should You Be Worried About? Actual Usage Stats on Top Apps


Raise your hand if you’re concerned about your employees using the apps with the highest licensing fees too much. What if we were to tell you that app usage for those applications wasn’t as problematic as you thought? In fact, what if those apps were actually provisioned properly, while other apps weren’t?

In this post, we’ll look at actual app usage statistics pulled from Productiv research, so you can understand where to focus your attention and your app budget. We’ll also show you how Productiv can help you gain deeper insight into your app usage to make the right decisions.

What Apps Worry IT Professionals the Most?

A 2020 study from Productiv revealed there are three apps that IT professionals believe are the most over-licensed:

  • Salesforce – 40% of respondents thought this app had too many licenses
  • Office 365 – 38% of respondents thought there were too many licenses for this app
  • Zoom – 29% of respondents thought this app was the most over-licensed at their company

Are Those Apps Actually Over-Licensed?

One of the features Productiv offers is benchmarks on app usage in a variety of industries. These benchmarks provide real-time, accurate app usage statistics on how employees engage with these apps.

Productiv Salesforce screenshot.

As it turns out, Salesforce, Office365, and Zoom have some of the highest average engagement rates:

  • Salesforce – 75%
  • Office 365 – 71%
  • Zoom – 81%

App Engagement: A Reliable Method of Gauging App Usage

What do we mean by “app engagement”? App engagement refers to three things:

  • How often are employees using an app?
  • How many employees are using an app?
  • Do employees use the premium features?

Based on our app usage data, the applications which IT professionals fear are over-licensed actually have some of the highest engagement levels of the apps Productiv monitors.

The average engagement rate across all applications is 47%. The three applications listed above are much higher. We’ll use Zoom as an example – an average app engagement rate of 81% means that many people at an organization are using Zoom, and they’re using it frequently. They’re also making use of premium features.

Why Are IT Professionals Concerned about App Usage?

Judging by the data from our 2020 report on app usage, IT professionals’ fears about over-licensed apps are unfounded. This raises a bigger question: why are they afraid of over-licensing in the first place?

Sadly, it’s because the vast majority of companies don’t have visibility into their app usage.

Our study showed only 3% of companies have complete and real-time visibility into their apps. There are leaders who recognize this is a significant problem: 78% of survey respondents agreed they needed more information on key usage metrics so they could make better decisions when SaaS app renewal time rolled around.

Moreover, 88% of executives acknowledged that a central location for SaaS management activities would:

  • Simplify processes
  • Enhance visibility
  • Allow teams time to focus on strategic initiatives instead of trying to manage SaaS apps

How the Enterprise Manages App Usage Today

How does the enterprise manage app usage today? The answer is, “not well.”

  • 62% of survey respondents rely on reports from SaaS vendors
  • 58% use data based on conversations with employees
  • 37% manually check each app they use
  • 44% send out employee surveys
  • 21% make educated guesses
  • 12% don’t use any methods to manage app usage

Those are problematic app usage statistics, especially when you consider the large number of SaaS applications in most organizations:

  • 38% of companies have 50-100 apps
  • 44% have 100-200 apps
  • 17% have over 200 apps

If you don’t understand how employees are using those apps (or if they’re using them at all), you can’t make the right decisions about where to invest your SaaS app spend. As a result, you wind up with the wrong number of app licenses or apps that aren’t creating value.

Productiv: Giving You Real-Time Insight into App Usage

Productiv compare apps page.

Productiv helps companies effectively manage their apps and provide them accurate, real-time data for renewal decisions by delivering analytics about app engagement. Here’s how it works:

  • It tracks app logins and feature-level adoption
  • It offers insight into premium feature utilization
  • It shows how deeply users engage with apps
  • It supplies benchmarking data
  • It determines redundant app usage

Tracking App and Feature Usage

Productiv tracks over 100M data points each day on how employees are using applications in your organization. At its most basic level, Productiv tracks app logins. App logins show you which apps your employees are using, and how long they’re spending on each app. However, that’s only the tip of the iceberg.


App Engagement

Productiv enables you to see feature level adoption by team. Just because the vendor convinced you that this was a must-have feature doesn’t mean you’re getting your money’s worth. See which teams are actually using your applications and if they are using the premium features.

In addition, Productiv measures app engagement over time. You can tell if app engagement has fallen off since implementation so you can figure out how to boost app usage statistics.

Benchmarking Data

Earlier in the post, we noted Productiv offers benchmarking data. This information is pulled from Productiv customers in a variety of industries, and it helps you set realistic app usage goals.

You can look at benchmarks across the company, or you can look at them for specific teams (for example, your marketing team’s Slack adoption rate is 75%, while across the industry, other marketing teams are at a 90% adoption rate).

Redundant Apps

Companies with over 2,000 employees deploy an average of 163 apps. Not all of those apps are unique – it’s likely some of them are doing the same thing.

Productiv identifies redundant apps as well as unsanctioned apps, so you can develop strategies to encourage employees to use paid apps and move away from shadow IT applications.

Get Peace of Mind about App Usage with Productiv

Productiv’s real-time app engagement analytics give you peace of mind about licensing and renewal decisions. Learn more about how Productiv gives you a kick in the SaaS.

Why I joined Productiv: It’s time to change how CIOs work to drive business outcomes

Digital Transformation may have become the moniker of the modern Technology leader, but having spent my career focused on digitally-led transformations, the last ten years have shown me the power that this can really wield inside an organization.

However, what’s becoming increasingly obvious is that in a transformed world — if that really exists and we aren’t in perpetual transformation — is that in the promise of making things simpler for end users, the world of the CIO has become more and more complex.  This is no more so than in the world of SaaS.

In its earliest days, SaaS promised a whole new world and raft of opportunities and simplicity.  While it’s hard to disagree that we are in a better place than we were before, the proliferation of the number of applications employees need or want to use seems to be endless.  

And herein lies the challenge.  As CIOs and leaders at the heart of change, we want to make sure they have best-in-class tools for the businesses employees power – but the rate of that change and proliferation of apps is getting harder to manage.  Be it new apps in the marketplace, or with old apps transforming and getting new features to muscle into competitor’s spaces, making sense of what is best for any organization or employee is hard.

Employees are rightly demanding more and better to deliver great outcomes for their businesses. After all, haven’t we been through the consumerization of workplace technology and don’t we live in a mobile-first world?

From a management and security perspective, the proliferation of apps and the demands of an organization are at loggerheads with keeping the enterprise secure and operating efficiently.  Budgets are being squeezed now more than ever.  In our hearts we want to serve the needs of all our employees, but in our heads, this can’t roll on endlessly.

SaaS may have democratized the enterprise, but until Productiv there hasn’t been any way for technologists to understand exactly how SaaS is transforming the business — and that is why I’ve joined the company. 

I joined because it is clear to me that Productiv gives CIOs the insights they need to allow them to focus on real, measurable business outcomes. With better data on usage and adoption and more automation of everyday tasks, CIOs and their teams get more time to focus on projects and initiatives that actually deliver on the business’s wider goals. And Productiv actually enables that — it makes life simpler, easier, and more transparent and most importantly returns the conversation to how we deliver a world-class employee experience alongside growing our businesses.

Before Productiv, success metrics, deployment metrics, and even purchasing decisions were often heavily influenced by vendors themselves. But the transparent data points and metrics provided in the platform give these forward-thinking CIOs the ability to better shepherd their transformations. 

With Productiv, the question is no longer “Should I use OneDrive or Box,” but “How are our collaboration apps being used across the business” or “Is there successful collaboration in a particular business unit that we can replicate across the business,” creating a better employee experience and ultimately driving better business outcomes. 

I’ve been an early adopter of tools like Slack, Zoom, Okta, and Box —  and Productiv is in their class. Those companies were on the bleeding edge and they changed the way we work. Productiv is now doing that, but it’s changing the way CIOs work to drive business outcomes, and I have a passion for it.   

And while we now have transparent data into all these platforms through our platform, we also have transparency in the money we spend on them, and they key indicators we need for compliance and security.  Productiv lives and breathes this journey 24/7.

I’m a few weeks in now, and the stand out thing for me in that timeframe has been the relentless pace of innovation at the company and the vision that Jody, Munish, and Ashish have built. Time to get Productiv! (Sorry :-))


What’s new in Productiv: February edition

Introducing Multi-Instance Visibility

How many Salesforce, Zendesk, or Box instances do you have? Many companies maintain multiple instances of their applications. We’ve seen customers do this for a number of reasons including: data localization (e.g. German data privacy laws), as the result of mergers or acquisitions where business units that were once independent have their own instances, and because of IT policies that encourage teams/business units/regions to own their own instances. This complexity makes it more difficult to fully understand your SaaS portfolio, especially for larger enterprise organizations attempting to do this at scale. In order to provide our customers with a holistic view of applications at the app level and instance level, we’re introducing multi-instance visibility. 

With the new multi-instance visibility feature, you can now view aggregate data for an application across multiple instances or dive into a particular instance when analyzing feature usage, license spend, and collaboration between teams. This furthers our commitment to providing you with the best-in-class, enterprise-grade platform for SaaS visibility. 

How you can work with multi-instance visibility

Global IT managing multiple instances

Some of our largest customers have multiple instances of apps such as Box, Zendesk, Salesforce, etc. across different business units that are managed by a global IT team. Multi-instance visibility allows the central IT team to easily manage all instances and map a single vendor to all instances of the application. This helps IT teams make better informed decisions around particular applications as well as negotiate global contracts for an entire organization. 

Gain insights into instances maintained separately for data sensitivity reasons

Some organizations maintain a separate instance of a tool for their HR, Biz Dev, or Legal teams, to keep sensitive data apart from the broader organization data. With Productiv, you can keep those instances separate and still understand engagement and adoption at both the instance level and at the application level. 

Simplifying mergers and acquisitions

When organizations merge or are acquired, there is often the difficult task of reviewing and consolidating app portfolios across organizations. IT teams can help drive value for their organizations by identifying opportunities for streamlining vendor contracts to realize efficiencies and cost savings where there are multiple instances across the newly combined portfolio. 

Changes in the product

The changes you see in Productiv around multi-instance availability will be predominantly in the App view. 

You may notice a change in your total app count. This is because all instances of an application are now counted as a single application instead of the individual instances of the same application. 

When viewing the App List, you’ll notice multiple instances aggregated in the graph view as well as number of instances per app shown in the list view. 

When viewing an app, the default view aggregates data for all instances of the application. 

You can also click into specific instances for instance-level insights, just as you would before. 

This feature drastically reduces the work involved in managing and deriving instances from applications with multiple instances in your organization. We’re excited to deliver this exclusive feature to you as a Productiv user. 

Click here to read more in our help docs.


Cloud Storage ROI: What’s the Value of Your Cloud?

Cloud storage ROI

You’ve invested in cloud storage for files, such as Box, G-Suite, or OneDrive, and it seems like employees are making good use of it.

Yet, are you really getting the highest possible cloud storage ROI?

In this post, we’ll explore what cloud storage ROI is, how you measure it, and how Productiv can give you accurate insights into cloud storage ROI analytics.

What Is Cloud ROI?

Before we discuss cloud storage ROI, let’s take a look at what cloud ROI is.

Over the past decade, the media has made much of the ROI the cloud can deliver to businesses. From what you read, it would seem sometimes as though just because you deploy a cloud solution, you’ll immediately see ROI.

That isn’t the case, though.

Cloud ROI doesn’t only look at how much money you save, or even how much money you make as a result of deploying a cloud solution. It also measures the value you’re getting from a solution.

In the next section, we’ll explore the topic of cloud storage ROI, and what kind of value cloud file storage delivers.

What Is Cloud Storage ROI?

Cloud storage ROI refers to the return on investment you’re getting out of your cloud file storage.

When you assess cloud storage ROI for your cloud file storage, you’re looking at the value that cloud storage delivers.

There are a number of ways in which cloud file storage can deliver value to a company:

  • It’s scalable
  • It’s accessible anywhere, at any time
  • It’s secure
  • It’s easy to use – there’s a low learning curve

However, just because a vendor claims that your cloud file storage solution will deliver amazing ROI doesn’t mean that those statements will come true. We’ll examine how you can measure your cloud storage ROI to ensure you’re getting the full return on your investment.

Measuring Cloud Storage ROI

To determine whether you’re truly getting maximum cloud storage ROI, you need to understand how to calculate it.

Here are the factors you should look at:

  • Are you using the resources you’re paying for?
  • Are employees using the premium features you’ve paid for?
  • Are employees engaging with cloud storage solutions?
  • Are you meeting your cloud storage ROI goals?
  • Are employees using other cloud storage solutions?

How Productiv Helps You Achieve Cloud Storage ROI

This is where Productiv comes in.

Productiv’s SaaS ROI solution helps you understand your cloud storage ROI, so you can determine how you can improve the value you’re getting from it.

Productiv provides you with real-time data analytics about cloud storage usage so you can calculate cloud storage ROI and determine how to best drive value from it.

Are Employees Using Your Cloud Storage Solution?

The first question that Productiv can answer for you is, “Are employees using the cloud storage solution our company just purchased?”

At its most basic level, Productiv tracks logins for cloud storage solutions.

With that information, you can see how many employees are using cloud storage, as well as how often. However, tracking logins is the tip of the iceberg, as we’ll see in the following sections.

Are Employees Using the Premium Features for Which You’ve Paid?

Vendors can be very persuasive when it comes to convincing clients that they need premium features.

“Your employees will be so much more productive!” they enthuse. “They’ll collaborate so much better. These features will really drive the bottom line!”

That’s only the case if employees wind up using them, though.

Productiv’s real-time analytics tell you whether employees are actually making use of those premium features. You can see whether all of the license holders that have access to those premium features are making use of them, as well as if any particular teams are using premium features more than others.

Are Employees Engaging with Cloud Storage Solutions?

Productiv compare apps screenshot.

Another important component of cloud storage ROI is employee engagement. Employee engagement asks a few questions:

  • How often are employees using SaaS apps (in this case, cloud file storage)?
  • How many employees are using these SaaS apps?
  • Are particular employees using these SaaS apps more than others?

Productiv also measures engagement over time.

Let’s say when you first implemented the cloud storage solution, many employees flocked to it. Productiv can tell you whether adoption is still high, or if it’s fallen off.

Are You Meeting Your Cloud Storage ROI Goals?

To determine if you’re getting the highest possible cloud storage ROI, you need to understand if you’re meeting adoption goals. Do you want 100% cloud storage adoption, and is that even a realistic goal to have?

Productiv collects data on industry benchmarks for SaaS apps, including cloud file storage.

You can see how your company as a whole measures up, or you can look at usage among individual teams. For example, you could evaluate how your sales team uses OneDrive relative to other sales teams in your industry.

With industry benchmark data, you can set realistic goals for cloud file storage adoption and usage. Productiv gives you the information you need to figure out if you’re meeting those targets, so you can build an effective strategy to drive greater adoption.

Are Employees Using Other Cloud Storage Solutions?

Let’s say you’ve just deployed Box within your organization. The vendor has promised you that Box should replace any other cloud file storage solution your employees were using – it’s just that user-friendly. However, that isn’t the case.

You learn that Box adoption is low. Moreover, employees are still using their personal G-suite file storage for transferring and storing enterprise data. It’s incredibly frustrating: after investing time, money, and effort into deploying this solution, you’re not seeing the cloud storage ROI you thought you would.

In addition to measuring employee engagement with SaaS apps, Productiv can also tell you whether employees have downloaded related apps that haven’t been sanctioned by IT.

To go back to the example of Box, Productiv will alert you if employees are still using related apps such as personal G-suite accounts for file storage and transfer.

Achieve Cloud Storage ROI with Productiv

Productiv’s SaaS ROI solution offers real-time analytics into your cloud file storage solution, so you can understand your cloud storage ROI. Your Ultimate SaaS Dashboard. 

The story ahead at Productiv

I recently joined Productiv to lead product marketing efforts. We all have different reasons for joining companies, but what struck me about Productiv is that there’s lots of “headroom” to tell a big story. As a marketer, I look for big stories to tell, where we have an opinionated vision about the future, and have opportunities to inspire people. 

Productiv solves the deceptively difficult problem of knowing what SaaS your company purchases, how you use it, and ensuring you get your money’s worth. Talk to anyone who owns this responsibility and you quickly understand the chore that it is, no matter if your company has 10 employees or 10,000. 

Arguably the way we purchase software has changed forever, and we’re long overdue in adjusting to the shift. There are more options than ever to get work done, SaaS software doesn’t require IT to install it, and with a credit card, everyone is their own procurement team. This shift is painful for IT teams because we haven’t evolved our processes at the same pace as the increase in tool adoption. When I saw the Productiv demo, it was plainly obvious that this was the answer to that pain. 

When you create value for your customers and in exchange are stewards of their data, you have opportunities to build exciting new products for them that are only possible with access to data at scale. I’ve witnessed countless industries that are being transformed by horizontal access to data across all businesses who encounter similar challenges. Imagine what’s possible when we’re collectively informed by the knowledge of how every company in the world works, collaborates, negotiates contracts, and eliminates waste. How could we ethically ensure that we all have better data to make better decisions, as both vendors and customers? What new services and methods of doing business could we build to evolve our industry with information transparency and symmetry available for all? These open-ended questions are exciting because there are so many stories we can tell as we grow the product for our customers. 

The problem space Productiv is exploring has so much room for innovation. I look forward to working with our customers, present and future, to tell the story of how we tackled these stories together.

5 Ways to Ensure Security and Compliance of Your SaaS Portfolio


The last year has fundamentally changed how we work and where we work. Companies are needing to adjust to workforces that are entirely remote, leading to new concerns around security and compliance. IT leaders need to find new ways to ensure governance with fewer employees behind the firewall in headquarters.

How can you make sure that your tools and data are secure and compliant? This problem gets even harder with the growth of SaaS applications.

Many SaaS applications can be bought with a credit card without a centralized procurement process. 61% of companies have over 100 SaaS applications, with large enterprises like Uber having over 1,000. You need new ways to ensure oversight and governance.

SaaS management platforms can help provide a comprehensive view of your applications and help you minimize your risk. Read below how we can help you tackle five critical areas around your SaaS risk:

  • Uncovering Shadow IT
  • Maximizing SSO Coverage
  • Ensuring Application Compliance
  • Managing Admin Access
  • Controlling Data Leakage

Uncovering Shadow IT

What applications do you have? It’s a simple question, but a difficult one to answer.

Sumit Johar, CIO of MobileIron talked about how they would do three-week audits every quarter to try and answer this question. When MobileIron installed Productiv, they discovered 30-35 apps they had never ever heard of before.

As Sumit described: “Before Productiv, we had a pretty good control on the critical apps that IT is closely involved with. But the risk lies with the ones that they don’t manage or the ones that skipped the assessment step somehow. For a long time, we didn’t even know the size of the problem.”

SaaS management tools are critical in helping find applications that have been orphaned, pose security risks, or simply add extra costs.

Productiv Discovered Apps screenshot.

Maximizing SSO Coverage

Once you have a full view of all applications, including shadow IT, the next important question centers around which applications may pose risks.

Which applications are behind SSO? Are there any potential data concerns?

Productiv highlights discovered applications that are not behind SSO. Now, you can start to review and prioritize which apps should be behind SSO.

Jim Fazzone from HashiCorp leverages this feature to determine which applications represent the biggest risk. He can easily click one level deeper to see information such as how much an app costs, which teams are using it, and the stakeholder who purchased it. For example, if he sees a sales app that includes potential customer data, then he may work with that department to purchase a higher license tier and get it behind SSO. The end result is more apps and more data that are secure.

Productiv Payments screenshot.

Ensuring Application Compliance

Security and risk go beyond shadow IT. Another key element is making sure your apps are compliant and that your data is being handled properly.

For example, if your company is preparing for an audit, you need to know which applications are not SOC2 compliant. Or if you are expanding to Europe, you need to know which of your apps are GDPR compliant. All of these are important to make sure you minimize any risk or exposure to your company.

Productiv includes compliance certifications for all of your apps within the organization. With a simple click, you can sort which apps are compliant for CCPA, FedRAMP, Fisma, GDPR, ISO27001, SOC2 and Swiss-US Privacy Shield. Quickly determine if any apps pose a risk for the organization or represent data concerns.

Productiv Discovered apps screenshot.

Controlling Data Leakage

Every company has concerns on data leakage. This problem only gets bigger with more SaaS applications and an increasingly remote workforce.

What applications are employees using to share documents? How can you limit risk around data leakage?

Productiv allows you to see specific feature usage of your SaaS apps and limit exposure. You can dive into each application and monitor any concerns on how it is being used. For example, you can see how many people are sharing vs viewing docs on Google Drive. If any application feature represents a potential concern, you can work with departments or improve training on how to use each application.

Productiv Users who share screenshot.

Managing Admin Access

Finally, you want to know who has access to your data and your apps.

What happens when someone leaves the company? Do they still have access to sensitive information? Did you de-provision them the day they left?

Productiv lets you see all apps that an employee has access to, and easily review admin access to every app. In many cases, you can de-provision directly from Productiv, making the process even simpler. Now you can feel confident that your apps, your data, and your access are all secure.

Productiv apps for this user screenshot.

SaaS is becoming a critical driver for many businesses. The number of applications will likely only increase in the future, and you need to ensure that you are effectively managing risk.

A SaaS management tool like Productiv can help in several critical ways. IT will become a key player in managing this risk and helping the rest of the company. As Sumit Johar, CIO of MobileIron says, “Although CIO’s aren’t involved in buying every service, they still have a responsibility to the overall IT stack cost and risk.”

To learn more about how Productiv can help you manage your risk and security. See How Productiv Works.

Top 5 SaaS Change Management Tips for a Smooth Transition

SaaS change management

Greek philosopher Heraclitus said, “There is nothing permanent except change.” Yet, just because change is a constant doesn’t mean that everyone likes it or that everyone adapts well to it.

SaaS change management is a great example: you might introduce a new app, only to discover employees are still using the old one, or they’ve found a new app they like better than the one you implemented.

SaaS change management doesn’t have to be a failure, though. Read on to learn five tips that ensure a smooth transition to new apps, and how Productiv can help.

SaaS Applications and Change Management

Change management is the way in which a company manages how it informs its employees about changes, how it educates them about the reasons for change, and how it implements those changes.

Sometimes, it’s necessary to change the apps in use at your company. Maybe a new app has come out that would better serve your needs, or perhaps there are compliance or security issues with the apps you’re currently using.

That’s where SaaS change management comes in.

The goal of SaaS management is to ensure that employees start using the new app and don’t continue using the old app (or sign up for another unsanctioned app because the new app doesn’t meet their needs).

SaaS Change Management Tips for a Smooth Transition to a New App

Productiv app list screenshot.

There are five tips to ensure successful SaaS change management:

  • Track logins for the new app
  • Measure engagement with the new app
  • Understand usage relative to industry benchmarks
  • Set goals for user adoption based on benchmarks
  • Discover related apps downloaded by users

Track Logins for New Apps

This is one of the most basic steps you can take in the SaaS change management process. Tracking logins allows you to see who’s using your new app, as well as who’s still logging into the old app.

Productiv allows you to track logins for SaaS apps so you can understand which users have made the switch and which haven’t. However, that’s just the tip of the iceberg of Productiv’s capabilities.

Measuring Engagement with the New App

While tracking logins tells you who’s using which app, it doesn’t show you whether they’re making use of all of the features (especially the premium ones that are supposed to be highly valuable), whether they’re frustrated with the new app, or whether they’re getting work done.

Productiv allows you to measure app engagement by giving you visibility into how employees are using applications. Let’s go back to the point we made in the previous paragraph about premium features – are all of the employees that have licenses using those premium features? Moreover, are there particular teams who are using premium features more than others?

Moreover, Productiv measures engagement over time. Maybe when an app was first introduced, users flocked to it. Over time, adoption might have leveled off. Productiv gives you those insights so you can determine why that leveling off is happening so you can drive adoption again.

Understanding Usage Relative to Industry Benchmarks

Are you achieving your SaaS adoption goals? The best way to determine that is to look at industry benchmarks. Productiv provides third-party data about how others in your industry are using that application.

In addition, Productiv shows you how teams are adopting apps relative to other departments in your industry. For example, sales teams in your industry could be adopting a given app at a rate of 75%, while your sales team’s adoption rate is 60%.

Setting Goals for User Adoption Based on Benchmarks

Productiv Zoom screenshot.

With the benchmarks Productiv provides, you can set goals for user adoption. Fulfilling these goals raises user adoption so employee app usage mirrors that of industry peers.

You can set goals for user adoption by team as well as by feature. If you’re paying a premium for employees to use particular features, you want to make sure you’re getting a good ROI. With data from Productiv, you can set realistic, achievable goals to boost user adoption and ensure a high return on investment.

In addition, you can compare app usage of the new app you’re trying to drive users to and the old app that some users might still be utilizing. You can compare the usage of the two in real-time as well as break down usage by employee. With that information, you can create a strategy to drive those users to the new app.

Discover Related Apps Downloaded by Users

Here’s a scenario that isn’t so uncommon: a company purchases licenses for an app after the vendor has promised that it will boost productivity and employee effectiveness. Shortly thereafter, employees start downloading other apps in the same category as the one the company just purchased. This is shadow IT at work, and you’ll see it when employees don’t feel as though they have access to the right applications to get their work done.

Productiv gives you insight into shadow IT within your company. It shows you when employees download new apps that aren’t IT-sanctioned, and it categorizes them by type of application so you can see if the app they’re downloading is similar to ones for which you already have licenses.

Aside from the financial cost of shadow IT, unsanctioned apps present compliance and security risks. Many of the apps employees download on their own aren’t enterprise-grade, and aren’t built with compliance standards in mind; moreover, they’re vulnerable to hackers because they’re not designed for enterprise security.

It also means there’s a disconnect between the apps you’re choosing and the apps employees feel they need to accomplish tasks and goals. By identifying shadow IT, the IT department can better understand employees and educate them about the importance of security and compliance.

Make SaaS Change Management Successful with Productiv

SaaS change management can be effective and simple with Productiv. Learn how Productiv gives you a kick in the SaaS.

More SaaS application insights and detailed feature usage: Announcing 5 New Integrations