From Licence Sprawl to Streamlined Collaboration: How a Design Practice Optimised SaaS Management Across Teams
Sep 9, 2025
Our client is a design-led practice within the creative and AEC sector. With multiple project teams collaborating on complex schemes, access to the right productivity tools was critical to meeting deadlines and maintaining security standards.
Industry: Architecture, Engineering, and Construction
Organisation Size: 50–100 staff
Service Areas: SaaS Licensing, Collaboration Tools, Cloud Productivity
The practice had grown rapidly, and licence management was inconsistent across departments. Some teams used Microsoft 365, while others relied on Google Workspace, often with overlapping or redundant plans. Onboarding and offboarding staff created delays, and there was no central view of which licences were in use or whether the correct tools were allocated. Leadership required a structured approach that would reduce waste, ensure compliance and support hybrid collaboration.
We introduced our SaaS Licensing and Management offering covering both Microsoft 365 and Google Workspace:
- Licence provisioning and administration for both platforms
- Rationalisation of existing plans to align with team workflows
- Standardised onboarding and offboarding processes
- Configuration of core tools (Teams, SharePoint, Drive, Gmail, Docs, etc.)
- Compliance and security checks across accounts
- Ongoing management and reporting to maintain alignment with business needs
Within the first six months, the business gained control and efficiency in its SaaS environment:
- 100% of new accounts provisioned within agreed timeframes
- Reduction in licensing costs through elimination of unused subscriptions
- Improved collaboration between technical and creative teams across platforms
- Consistent security and compliance across Microsoft 365 and Google Workspace