Running a small business isn't easy, and managing IT assets is one of the biggest challenges. We rely more and more on technology for our daily operations.

Lack of control over IT assets can bring unpleasant surprises: expired software licenses and poorly managed cloud services can lead to hidden losses that impact productivity and costs.

Technological Assets in Various Dimensions

It's not just about organizing physical tech equipment, but also the tools and systems we use daily. This includes everything from software licenses to cloud services, which are becoming increasingly popular.

Small businesses use a ton of cloud services to be more efficient. We're talking about cloud storage (like Google Drive and Dropbox) for storing and sharing files, Software as a Service (SaaS) (like Microsoft Office 365 and Zoom) for work and communication, collaboration tools (like Slack and Trello), web hosting services, digital marketing, and data analysis tools (like Google Analytics) to track the performance of our campaigns.

The Invisible Chaos in Software Asset Management

Imagine managing software assets like running a fleet of vehicles. If the vehicles (software licenses) don't get timely maintenance, they can break down and won't be able to complete their routes, leaving customers dissatisfied. If several vehicles are assigned to the same route unnecessarily (resource duplication), more fuel is consumed, and costs skyrocket. Without proper route and maintenance planning, each driver goes their own way, causing confusion and service delays. The result is total chaos in daily operations.

The phenomenon of resource duplication occurs when different areas of the company independently contract the same or similar services. Without an organized record of assets, it's natural to acquire different services for the same purpose or to underuse contracted services. These small losses go unnoticed and silently increase technological costs. 

The lack of planning for license renewals or system updates is a common story in service interruptions, affecting internal productivity and, in some cases, disrupting external services, negatively impacting customer trust. Service interruptions due to expired licenses often occur because companies start using services without organizing them properly.

The lack of planning for license renewals or system updates is a common story in service interruptions, affecting internal productivity and, in some cases, disrupting external services, negatively impacting customer trust. Service interruptions due to expired licenses often occur because companies start using services without organizing them properly.

The Solution: Record and Organization

So, what to do? Keeping a detailed record of all IT assets is the key to organizing the tracking of software licenses and versions. With an accurate record, you can plan updates, automate maintenance actions, and accurately analyze the real use of available resources.

Organizing resources is key to managing them better. It's not just about having resources but knowing how to use them efficiently. A small team with good organization can achieve as much as a large team with many resources, as long as they take the time to plan and organize properly.

As Sun Tzu said, "The general who wins a battle makes many calculations in his temple before the battle. The general who loses a battle makes only a few calculations beforehand."

This lesson is essential for the survival of businesses in the new digital environment. If we don't control software assets, we encounter hidden losses that affect operability and productivity. The key is to account for and organize our resources to use them better and avoid problems in the future.