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.
In 2021, the family-owned and operated automotive supplier adopted empower® across the company as the primary add-in for creating and editing charts in PowerPoint, supporting 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.
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.
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.
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.
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.
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®.
Before, the use of specialized charting tools was restricted to certain departments. Only a limited number of employees, primarily in Controlling, Research and Development, and Project Management, had access. Most others had to create charts manually. The new company-wide license allowed the organization to extend access to these tools to a much broader group of users.
After thorough research, we conducted a Proof of Concept (PoC). Our power users tested empower®, supported by training sessions. The feedback was really positive. The empower team responded quickly to a number of specific requirements and wishes that were identified.
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.
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.
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.
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.
A structured transition is particularly successful when the central features of the new solution meet users' requirements. 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.
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.
At peak usage, we had 1,000 licenses for our previous charting software. Over time, we gradually reduced that number.
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.
Since Version 9, empower® has run smoothly. Previously, we had some 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.
In the past, our update processes often required additional adjustments for certain applications and the handling of error messages, which involved a notable maintenance effort. With empower®, this process has become much more efficient. The software integrates reliably into our Microsoft 365 environment without requiring separate update cycles. Even if updates are deferred for over a year, the system remains stable and fully operational. We evaluate each feature release to determine whether an update is worthwhile. This level of flexibility and reliability significantly reduces manual workload. Only during major version changes is occasional adjustment necessary. And even then, it’s rarely required.
The charting tools are especially well-received, with preferences varying by department. Controlling teams frequently use waterfall, bar, and pie charts, while Gantt charts are in high demand within Project Management. Another standout feature is the automated agenda creation. Users who have built agendas manually in PowerPoint know how time-consuming it can be. With empower®, it takes only seconds.