A (Software) License to Save

Acquiring software licenses can save money over buying boxed software. Moreover, companies like Microsoft have volume licensing programs specifically designed to meet the needs of small businesses with as few as five users.

David Jackson, CDW's Microsoft licensing specialist, explains that licensing offers a variety of benefits that can be measured in terms of increased efficiency as well as cost savings. The advantages start with the installation process, he explains. New copies of Office that are bought in a retail setting must be installed manually, one desktop at a time. But volume licensing allows the IT manager to 'create a packet within the network to push out that install through the network.' That way, installation to all desktops is completed in the time it would take to complete a single desktop installation.

Another economic advantage relates to upgrades. You can buy a license with Microsoft Software Assurance, which grants you the right to get free upgrades to newer versions of the software for each license your company purchased. However, licenses are perpetual, so your company is not required to upgrade to any new versions; you upgrade according to your preferences and timetables.

Licensing can also deliver a budget solution for training and support to small businesses that don't have a dedicated in-house IT team or help desk. 'From a support standpoint, there's an online concierge chat within Microsoft, a Java applet you can engage to talk with tier one tech support,' Jackson says. In addition, 'there's training vouchers for Office with Software Assurance.' Microsoft also allows small business license holders to exchange those vouchers for training on a different program.

Another cost benefit is Microsoft's home use program, which offers cost savings to small businesses that may need employees to work from home. 'It allows companies to duplicate the license and install that on employees' home computers,' Jackson says. He points out that in addition to improving the company's productivity by making it possible for employees to telecommute or manage workflow from home during non-business hours, the program also creates an extra employee benefit or incentive.

What's the downside? 'The only pain point is not being able to overnight a license,' he says. It may take your company two to three business days to get into the license program and get your new software installed.

Microsoft offers additional information about licensing on the How Licensing Works page of its website. From that page, you can also access a pull-down menu of licensing options. The About Adobe Volume Licensing page is another resource you may want to explore. And don't stop there—check the websites of all the developers of software your company uses. Each of them may present your business with opportunities to reduce costs and boost productivity.

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