Smart license management: How Brose optimizes costs

Complex license management and high software costs cause headaches for many companies and lead to steadily rising expenses. But it doesn’t have to stay that way. Sometimes, a shift in thinking can make all the difference—just as it did for the Brose Group.

To create professional charts in PowerPoint, the family-owned automotive supplier relies on software solutions like empower^®. For a long time, the company used a competitor’s software. However, in 2021, Brose made a strategic move to replace most of its existing licenses with a company-wide empower^® license for 16,000 employees.

Mike Drexel, an expert in Software Asset Management at Brose, knows what it takes for a successful software transition. He has been with the company for 11 years, starting as a system administrator before specializing in license management. In this interview, he shares insights into the adoption of empower^® and Brose’s approach to license management.

Mr. Drexel, how important is license management at Brose?

License management is a top priority for us. It’s essential to know what software is being used in the company and how many licenses have been purchased. In today’s hybrid SaaS and cloud-based environment, keeping track of everything can be challenging due to a lack of transparency. That’s why license and software asset management is becoming increasingly important.

Without standardized processes, different departments could purchase their own licenses, leading to chaos. For example, newly acquired software could be linked to cloud storage without anyone knowing. To prevent this, we have implemented procurement processes that every new application must go through.

Have you noticed any other changes in license management?

Since the pandemic, software audits have become more frequent. Our department must ensure compliance and provide accurate data during these audits. They are a crucial part of license and risk management, ensuring that we have the necessary usage rights for our software. Otherwise, we risk significant reputational damage. Imagine if Brose were using large amounts of software but only had legal licenses for 10% of it—that would be disastrous.

So, is software licensing centrally managed at Brose?

Yes, for the most part. The Brose Group consists of about 70 independent subsidiaries. In the past, each one managed its own licenses, and we only checked whether there were enough at each location. By the late 2010s, we centralized this process. Now, we purchase licenses centrally and distribute most applications through our software deployment system.

What advantages do you see in this approach?

I see two major benefits:
Flexibility – Licenses can be reassigned, released, or transferred to other users and devices as needed.
Cost savings – Bulk purchasing significantly reduces expenses.
As Brose Bamberg, we act as the central license holder, and software deployment follows a well-defined approval workflow. Employees request the software first, and once their manager approves, our license management team makes the final decision.

Additionally, transparency leads to better cost efficiency. To determine what we need, we must first understand what we already have. License management is not just about compliance and audits—it’s also about optimization. Having too many licenses is just as problematic as having too few—both scenarios waste money.

Speaking of costs, why did Brose look for an alternative software for chart creation?

Cost was the main factor. In 2018/2019, we launched a cost reduction initiative, reviewing all maintenance contracts and software expenses. During this process, we discovered empower^®.

Previously, we were highly restrictive with licenses because they were expensive. Only a limited number of employees—mainly in controlling, R&D, and project management—had access to the charting software we were using at the time. Everyone else had to create charts manually. With the empower^® company license, this has completely changed.

How did the evaluation and implementation of empower^® go?

After thorough research, we conducted a Proof of Concept (PoC). Our power users tested empower^®, supported by training sessions. The feedback was really positive. Some features from the old software were missing at first, but empower^® quickly addressed these gaps.

The rollout was smooth. We conducted tests and training sessions not only in Germany but also in Asia and North America. These training sessions were well received and highly praised.

Can you give an example of missing functionalities?

Our controlling department initially had trouble calculating percentage values for certain chart types. However, empower^® quickly provided an update. Two releases later, the issue was resolved, along with a training video explaining the changes. Everyone was satisfied.

How did employees experience the transition to empower^®?

For users of the old software, it was a big change because the empower^® interface was completely different. Many struggled at first since they were accustomed to their old workflow.

However, employees with no prior experience using either solution adapted quickly with the training materials. This group benefits the most from empower^®, as they can now create high-quality, professional presentations much faster. In the end, we didn’t just replace the old software licenses—we also improved our overall presentation creation process.

What are the key success factors when switching software?

I believe it’s crucial to actively involve employees rather than imposing a decision on them. Engaging all stakeholders early in the transition and collecting both positive and critical feedback builds trust and acceptance—especially with new software implementations.

Experience has shown that transitions are easier when the new software offers similar functionality to the previous solution. However, clear communication of benefits is still essential.

Another key factor is user-friendliness. Complicated or unintuitive software will face resistance from users. That’s why we ensure that our software choices prioritize ease of use.

How did you involve employees in the transition process?

We first gathered feedback from our power users during the PoC phase. Then, we surveyed all users of the old software. To keep everyone informed, we set up an Info-SharePoint with all relevant empower^® details. We also provided training videos and live sessions.

Of approximately 600 potential users, around 300 participated in testing the software. At the end of the PoC, we asked them to complete a 10-question survey. The results were clear—the majority supported switching to empower^®.

Additionally, transparent communication was vital. We kept everyone updated through regular email updates to ensure a smooth transition.

How many old software licenses did empower^® replace?

At peak usage, we had 1,000 licenses for our previous charting software. Over time, we gradually reduced that number, and today, we only have about 50 active licenses left.

One challenge was converting over 1,000 existing PowerPoint presentations. With the help of a recommended service provider and empower^®’s converter, we successfully migrated most documents. However, some couldn’t be converted in the required quality and timeframe, so a few old licenses are still needed. With the latest empower^® version, we are confident that even the remaining users will transition soon.

Our goal is to use only one software per application type across all workstations. Using multiple solutions increases costs and support workload. By consolidating software, we reduce resource demands, improve negotiating power, and streamline processes.

How has empower^® impacted license and update management?

Since Version 9, empower^® has run smoothly. Previously, we had performance issues, but those have been resolved.
We use Microsoft 365’s Monthly Enterprise Channel, rolling out regular updates without any issues or error messages. The process is seamless for users—they only notice a short update window.

How does this compare to your previous experience?

With our old charting software, we frequently had compatibility issues with the latest Microsoft Office versions, requiring almost monthly updates. Errors were common, and colleagues often struggled to complete presentations as planned. We even had to introduce an additional compatibility check in our Microsoft 365 update process.