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7 Questions to Ask a New Vendor Before Switching from Legacy to Cloud CCM Software

By: Brad McGeown, Vice President of Strategy, Financial Services at Smart Communications 

Making the most out of every customer interaction is an essential part of any enterprise and having the right SaaS Customer Communications Management (CCM) software in place makes a big difference as organizations across all industries continue to focus their investments into sophisticated tech that enables their workforces to be more agile, efficient and future-ready. While many business leaders are on board with the digital transformation from legacy to cloud, there’s still a lot of progress to be made. Here’s what Kaspar Roos, Founder & CEO at Aspire, had to say about investing in newer tech: “If there’s a gap between where your business is today and where the industry is going, the longer you wait, the bigger that gap becomes and the deeper the chasm that you need to cross. It’s not a question of ‘if’ you need to make the leap to newer tech, it’s ‘when’.” 

If you’re looking at making a switch from a legacy on-premise to cloud-based CCM solutions, it’s important to ask certain questions before signing a new vendor contract. In this article, we highlight key questions to ask a CCM vendor when planning to migrate (or consolidate CCM systems) – to help you streamline the planning process and ensure a justifiable investment. 

RELATED READING | ‘Building a Business Case for Change’ 

Top Questions to Ask a CCM Vendor 

  1. Is subscription-based more expensive than licensed? Not necessarily. With a license, you pay a large purchase fee upfront to buy the software, then usually pay perpetual maintenance fees that are a percentage of the purchase price. With a subscription, the upfront software license cost is typically lower, and then annual license fees are typically broken out evenly across the life of the subscription agreement. However, that license also gives you the benefit of software upgrades, without having to spend money on new licenses and IT resources to implement the changes, so your total cost may end up lower. One thing to note is that companies can get upgrades with on-premise software, so long as they’re prepared to manage the upgrade process in-house or hire professional services, depending on the number of customizations needed. 

  2. Will I have to pay maintenance costs and/or do maintenance of the software? No, all hardware and software purchases and maintenance of the software are part of the subscription fee. Your software provider/vendor maintains the environment and keeps it patched to the latest versions and standards in alignment with your terms of purchase. This minimizes IT involvement – a relief for many! 

  3. What are the business benefits of operational expenditures (OpEx)? Historically, many technology purchases fell into capital expense budgets amortized over time, which made them more challenging to manage in the budget. However, with cloud-based software, many organizations manage them as operational expenses instead. This provides for greater flexibility in finance, allowing businesses to adjust their expenses quickly in response to changing market conditions or business needs. That flexibility enables companies to stay agile and adapt to new opportunities or challenges quickly.  More on this topic is at the end of the article.  

  1. What hardware will I need to purchase? Cloud-based CCM solutions have little to no hardware to purchase, procure, implement and manage. All infrastructure needs are handled by the solution provider and in most cases, your new tenant environment can be stood up within hours of an agreement being finalized. On a private cloud, versus public cloud servers like AWS or hybrid, each tenant’s data is isolated from, and invisible to, the other tenants sharing the application instance.  

It’s also important to note the benefits of retiring legacy systems. Retiring legacy infrastructure can lead to significant cost savings and security improvements for organizations. This article from CIO.com dives into the true cost of aging infrastructure, emphasizing the importance of deploying modern solutions that reduce maintenance costs, improve security and reduce the risk of downtime or data loss. There are also cost savings associated with more efficiency and productivity as teams are equipped with software that helps them work more effectively. 

KEEP READING | ‘Smart Communications Recognized as a Leader in the Aspire Leaderboard for Vendor Hosted SaaS CCM, AnyPrem CCM & CXP!’ 

  1. What security measures are in place to protect my customer data? A reliable SaaS provider will uphold strict physical, technical and administrative security measures. They will provide you with all independently certified standards. For example, SmartCOMM has a robust security team dedicated to maintaining certification IRAP, PCI DSS, SOC 1 and SOC 2, HIPAA, ISO/IEC 27001 certifications, and other industry standards.  

  2. Where will my data be stored? It depends on the software that you are acquiring; some SaaS solution providers only use the data to process and return results and do not store data in the cloud. Some may have a need to store it, so it is important to understand what data is used, how it is used and stored, as well as who has access to it. A quality SaaS provider will have the latest encryption standards in place to protect data.  

  3. How do you handle disaster recovery? Check with your SaaS provider to understand where their disaster recovery site is located, if it stays within the same national borders and how and when the data between the two sites is synced. They will provide insight and results from past and planned disaster recovery tests. 

How CapEx and OpEx Budgets Are Impacted by Cloud Software 

Capital budgeting is a financial planning approach that focuses on long-term investments. Capital expenditures (CapEx) involve purchasing assets that will benefit the company over time, such as equipment or property.  On the other hand, operational expense (OpEx) budgeting focuses on the day-to-day operational costs of the business. For instance, SaaS CCM software that is hosted on the cloud and is subscription-based, is considered an operating expense. 

Capital expenditures associated with private cloud/hybrid may encompass the acquisition of hardware, such as servers or the establishment of a data center, thereby qualifying as CapEx. A pure SaaS CCM software subscription will require zero hardware purchases. Traditionally, the purchase of on-premises software constituted a capital expense that could be amortized over time for accounting purposes. In such cases, software was accounted for as a one-time expenditure as opposed to a subscription model. It was feasible to procure the software once and continue using it indefinitely, even ceasing to pay maintenance fees if so desired.  

Today, subscription-based software purchases typically result in the buyer obtaining a license but they do not own anything so it can only be expensed not capitalized. This can be an advantage in terms of flexibility and reduced hardware costs, but it also means that businesses do not have full control over the software's development or customization. 

Overall, a SaaS CCM software model helps businesses reduce the high costs associated with on-premises technology which requires a significant investment in hardware, licensing and maintenance, whereas SaaS allows businesses to scale to real-time needs and avoid the need to track the ‘highest need’ day. 

Conclusion 

Ultimately, the vendor you choose when switching from legacy to cloud CCM software should have rigorous standards for security and data privacy. Also consider which professional partnerships they offer as any leading CCM provider should be able to provide integrations that help enterprises be more agile, efficient and less dependent on IT resources. Don’t forget to look for these additional benefits: 

  • Reduced total cost of ownership

  • Enhance customer experience 

  • Consistent innovation and product investments 

  • Enhanced speed and agility 

Want to learn more about how a leading cloud CCM provider can enhance your business? Read ‘The Ultimate Guide to CCM Software & Strategic Solutions’  

These Women Are Driving Innovation at Smart Communications

 
 
 
 
 
 
 
 

By: Jo Sweet, Chief Human Resources Officer at Smart Communications

As Group HR Director for Smart Communications, I have the privilege of encouraging a diverse group of people to be the best they can be. Supporting our global team and cultivating a culture that provides the best service to our customers is immensely rewarding. I believe that when people work together toward a common goal—like strategically solving complex business challenges for a number of industries—it promotes both career and personal growth.

When this growth is encouraged throughout the business, it can spark enthusiasm and drive long-term innovation from every employee whether individually or collectively with their teams.

At Smart Communications, we believe that building and nurturing a rewarding employee experience positively impacts our business and, most importantly, our customers’ experiences. We especially strive to create an inclusive workplace, so on this International Women’s Day, we are spotlighting some of the women in our business who drive innovation day-in and day-out:

Sally Schulte, Product Marketing Director, Atlanta, Ga.
What does your role at Smart Communications entail?

As the Product Marketing Director, it is my responsibility to educate existing and prospective customers as well as industry analysts about our most recent software enhancements and product roadmap This means collaborating internally with nearly every part of our organization – from web design, content development and demand generation to pre-sales, solution architects, customer support and product development.

What’s your favorite thing about working at Smart Communications?

The people. I’ve been very fortunate to work for some wonderful companies, some with enormous workforces. The professionalism and skillset of the people here continue to impress me, especially for a mid-sized company. Smart Communications has assembled a team comprised of true experts in their respective roles, which helps us all rise to the occasion and perform at a higher level.

What’s been something you’ve learned as a woman in tech that you want to share?

If you’re changing industries and coming to tech or just starting out, take the time to dive deep into the software and technology to better understand how it works at a user level rather than only focusing on the high-level benefits. This will help you tremendously as you engage with a diverse set of stakeholders.

 

Debbie Andrews, VP Sales North America, Jupiter, Fla.

What does your role at Smart Communications entail?

I am a leader within the North American sales organization, primarily focusing on our SmartIQ solution and healthcare industry vertical.

What are you up to when you’re not at your desk?

Spending time with my family. I have four children, all in the entertainment world and I am their “momager” of sorts.  I read their scripts, books and treatments (lots of zombies and vampires). My favorite thing to do is to listen to their stories–their world is so different than when I was in my 20s. My husband and I like to travel and cook. This works well as we visit our children in Los Angeles and Virginia.

What’s your favorite thing about working at Smart Communications?

The culture. The people are so positive and engaging. Everyone is rowing in the same direction and working to make a difference.

What’s been something you’ve learned as a woman in tech that you want to share?

Be yourself.  Women have unique viewpoints because of the way we process information, and it lends itself to our ability to have new approaches to business challenges.

 

Mina Smolej, Head of Demand Generation, DACH, Munich, Germany
What does your role at Smart Communications entail?

Generating interest in our product throughout the DACH region using programs such as advertising, events, account-based marketing and more.

What skills have helped you grow in this role?

For demand and lead generation, it’s key to be analytical. I’m not afraid of numbers – I use them to make informed decisions every day!

I’m results-driven. I track campaign performance daily to keep a pulse on what’s working and where we can improve.

I also think I am pragmatic and recognize that striving for perfection can sometimes hinder innovation and execution. Sometimes you need to pilot a campaign and then optimize based on performance.

What are you up to when you’re not at your desk?

I like hiking. I try to be in the mountains two times per month. I also like cooking. I try a new recipe every week. A recent favorite was a dish with fusilli pasta, spinach, walnuts, chickpeas and eggplant.  And, I like reading. I love that moment when you get a perfect book and after the first chapter, you’re hooked.

What’s been something you’ve learned as a woman in tech that you want to share?

Believe in yourself, work to grow your skills and everything else will happen. If a company doesn’t recognize your contributions, it is probably not the right company for you.

 

Saliha Karaman, Senior Customer Success Manager, Sydney, Australia
What does your role at Smart Communications entail?

I am responsible for developing strong customer relationships and ensuring our customers are achieving success using Smart Communications solutions and services.

What are you up to when you’re not at your desk?

When not at my desk, my pandemic-compatible hobbies have included becoming best buddies with Netflix, stimulating the mind with a great book and working on perfecting the perfect dumpling recipe.

What’s been something you’ve learned as a woman in tech that you want to share?

Something I’ve learned as a woman in tech is that being a woman is not a barrier to success. With the right support and leadership, women are empowered to achieve their dreams. I feel lucky to be part of a culture where fantastic female professionals are recognized and celebrated.

 

Courtney Richmond, Senior Legal Counsel, CIPP/E, London, England
What does your role at Smart Communications entail?

My role is diverse and interesting as on any given day, I’m working proactively on the creation and negotiation of a broad range of commercial agreements and/or serving as a primary advisor on global data protection and privacy across the business. I also collaborate cross-functionally with sales, customer support, product, engineering, finance and other departments to provide both strategic and legal direction on the development of new business opportunities.

What are you up to when you’re not at your desk?

I love being active and outdoors whether it be running, walking, cycling or swimming.

What’s your favorite thing about working at Smart Communications?

I love working with the Smart Communications team. No day is ever the same and I love the problem-solving element each day brings.

What’s been something you’ve learned as a woman in tech that you want to share?

I think it’s so important that you play to your strengths as a woman. Women bring diversity and a valuable perspective to the table.


Like what you’ve read about working at Smart Communications?

If you’re in the market for a new position and want to work alongside these impressive women and more innovators in the tech industry, have a look at our open roles.

Why I Joined Smart Communications

 
 
 
 

By: Sam Couzens, VP of Global Demand Generation at Smart Communications

Sam Couzens, VP of Global Demand Generation

Sam Couzens VP of Global Demand Generation, Smart Communications

The last few weeks have been a flurry of activity as I start my new role with Smart Communications.  Many people have asked how I made the decision to join this dynamic organization so I thought I would share a bit about my journey!  Making the decision to leave an organization is sometimes easy.  In my case, in this instance, it was not. I had been with my former company for almost six years and worked with some great people.  When I learned about this opportunity, I was intrigued. Smart Communications’  reputation in the industry is strong.  They have earned accolades as an established CCM leader by numerous analyst firms and have a unique approach in the industry as a next-gen CCM provider. The newest addition of Smart IQ, the forms transformation solution had also created a positive buzz for them in the industry. Demand Generation is my passion, so I knew the role was a good fit.  It was when I met the leadership team that everything clicked and I was convinced that this was an opportunity worth exploring. It was obvious that they know their stuff, and that they are super passionate, driven, and SMART (pardon the pun).

As I thought through this life-changing decision, I came across an insightful article that helped me think through some of the important factors when joining a company.  The author suggested there are 4Ps to evaluate before joining a company.  Being a marketer, this caught my attention.  The 4Ps of Marketing are Product, Place, Price, and Promotion. This author had a different take on the Ps and it really resonated with me.

The first P mentioned was Product – does the organization deliver real value to markets and customers?  Check!  That was an easy one. The history of Smart Communications is built from the cloud up, giving their customers the ability to take advantage of what true multitenant SaaS can offer.  And, what an important time it is for the industries they serve.  There is an absolute need to be more customer-centric and more digital-first.

Moving on to the second P mentioned – Potential.  Can I achieve wins for the company and myself?  With the knowledge I had about Smart Communications, and reading about their recent successes in the trade publications, coupled with my passion for Demand Generation and the fact that the industries Smart Communications serves have never needed to scale their conversations more than they do now I was convinced there is great potential for myself and the organization.

The third P for this author is Purpose. Does the company have purpose?  Based on my conversations with the leadership team, this felt like a strength. The Smart Communications culture is healthy—with a team spirit,  a focus on customer success, and a dedication to keeping employees engaged while working remotely.  Having purpose in a time of crisis, such as a global pandemic, is essential for any organization, and this company is thriving.

And the last P, the one that may be the most important to me is People. Is the team passionate, intelligent, and committed?  To this, I could also answer 100 percent yes.  I could feel the passion, excitement, and organizational pride with each and every person I spoke to and so, I was hooked.

Making the decision to leave an organization is sometimes hard and shouldn’t be taken lightly.  But when you know you are moving on to a fantastic team, with a leading solution and committed leadership, it makes it that much easier.