5 Steps to Building a Cost-Conscious Culture in Mobility Management

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Did you know that businesses often overspend by 30% on their mobile expenses due to inefficient management? Imagine a company where mobile expenses are spiraling out of control, leading to budget overruns and financial stress. This scenario is all too common for large organizations struggling to manage their mobile devices and telecom expenses.  

The rising costs of managing mobile devices and telecom expenses are a common challenge for enterprises. The question is, how can companies effectively manage these costs and foster a culture of cost-consciousness? 

Building a cost-conscious culture is essential for managing and reducing mobility expenses effectively.  

This article will highlight five simple steps to achieve smarter mobility management and significant cost savings.  

We’ll explore common challenges in mobility management, strategies for educating employees, key policies for cost control, tools for real-time cost management, and ways to incentivize cost-saving behaviors.

5 Simple Steps for Smarter Mobility Management

1. Understand the Need

To tackle these challenges, it’s essential to understand the common struggles in mobility management. From tracking expenses to resolving billing disputes, businesses face numerous obstacles.  

However, with streamlined expense management processes, these challenges can be transformed into opportunities for significant savings. 

What are the common challenges related to costs in mobility management? 

Common challenges in mobility management include difficulties in tracking and managing telecom expenses, resolving billing disputes, identifying cost-saving opportunities, and ensuring accurate cost allocation.  

These challenges can lead to inefficiencies, high operational costs, and difficulties in addressing employee telecom and mobility management needs.  

By addressing these challenges through streamlined expense management processes, clear visibility into expenses, and proactive optimization, today’s enterprises can secure tangible savings and enhance the management of essential employee telecom and mobile device tasks.  

Key Takeaways: 

  • Real-Time Monitoring: Identify excess usage immediately. 
  • Monthly Optimization Recommendations: Personalized suggestions for employees. 
  • Detailed Analysis and Review: Regular reviews of mobile usage metrics. 
  • User and Pool Plan Management: Ensure employees are on cost-effective plans. 

By addressing these challenges through streamlined expense management processes, organizations can secure tangible savings and enhance the management of essential employee telecom and mobile device tasks. 

2. Build Awareness

Even with the best policies in place, the real challenge lies in changing employee behaviors. Many employees are unaware of the cost implications of their mobile usage, leading to unnecessary expenses.  

It can feel like an uphill battle, but by educating employees and promoting responsible usage, businesses can turn the tide. 

How can you effectively educate employees about the cost implications of their mobile usage? 

To educate employees about the cost implications of their mobile usage, implementing strategies that promote awareness and responsible usage is crucial. Here are some effective strategies based on Tellennium’s expertise: 

Real-time monitoring and alerts allow immediate identification of excess usage or overages, enabling proactive management to prevent bill shock. Monthly optimization recommendations provide employees with suggestions for more cost-effective plans based on their usage patterns, helping them avoid unnecessary charges. 

Detailed analysis and review of all metrics related to mobile usage can help in identifying trends, areas of improvement, and opportunities for cost savings. User and pool plan management ensures that employees are on plans that align with their actual usage, avoiding unnecessary costs. Daily device management helps in controlling costs and preventing unexpected charges by monitoring mobile devices daily. 

Providing educational reports to employees on their mobile usage, including insights on usage patterns, cost breakdowns, and optimization recommendations, helps employees understand their impact on costs and encourages responsible usage. 

Key Takeaways: 

  • Real-Time Monitoring and Alerts: Utilize a centralized system (e.g., Tellennium’s MoT platform). 
  • Monthly Optimization Recommendations: Provide employees with personalized suggestions. 
  • Detailed Analysis and Review: Conduct detailed analysis and review of all key metrics. 
  • User and Pool Plan Management: Recommend and manage user and pool plans effectively. 

By implementing these strategies, you can effectively educate employees about the cost implications of their mobile usage and empower them to make informed decisions that contribute to cost savings and efficient mobile management. 

3. Implement Policies

What policies and procedures can help control and reduce mobility costs? 

To control and reduce mobility costs, implementing specific policies and procedures can be beneficial. Here are some key policies and procedures that can help manage and reduce these expenses: 

Regular monitoring and reporting are essential. Implement a policy to consistently monitor and report on mobile device usage, expenses, and trends. This helps identify areas of overspending or inefficiencies that need to be addressed. 

Establish clear usage policies outlining guidelines on mobile device usage, including data limits, roaming charges, and the distinction between personal and business use. Enforcing these policies helps prevent unnecessary costs. 

Rate plan optimization should be performed regularly. Review and optimize rate plans based on actual usage patterns, analyzing data usage, call patterns, and other metrics to ensure employees are on the most cost-effective plans.  

Utilize expense management tools like Tellennium’s MoT platform and managed mobility services offering to automate the monitoring of mobility lines, identify optimization opportunities, and provide recommendations for cost savings. 

Implement a procedure to review and act on optimization recommendations provided by mobility management tools. This can include adjusting plans, removing unnecessary services, or reallocating costs based on actual usage. 

A cost allocation policy that accurately assigns costs to specific users or departments based on their actual usage ensures costs are distributed fairly and transparently. 

Conduct regular audits of mobile expenses to identify billing errors, unauthorized charges, or unused services. Addressing these issues promptly can lead to significant cost savings. 

Key Takeaways: 

  • Regular Monitoring and Reporting: Consistently monitor and report on mobile device usage. 
  • Usage Policies: Establish clear guidelines on mobile device usage. 
  • Rate Plan Optimization: Regularly review and optimize rate plans based on usage patterns. 
  • Expense Management Tools: Utilize tools like Tellennium’s MoT application and MMS offering to automate monitoring. 

By implementing these policies and procedures, organizations can effectively control and reduce mobility costs while ensuring efficient use of mobile resources.

4. Leverage Technology

The final piece of the puzzle is leveraging technology. Centralized enterprise expense management technology platforms provide real-time monitoring, detailed inventory management, and automated reporting, making it easier to manage costs and optimize mobile usage.  

With the right technology, businesses can achieve significant savings and operational efficiency. 

What tools and software are effective in managing and reducing mobility costs? 

Effective tools and software for managing and reducing mobility costs include: 

Tellennium’s Management of Things® (MoT®) platform is an example of a tool designed to proactively assist in managing complex expenses, services, and assets in an enterprise. It automates invoice management, cost allocations, payment automation, and reconciliations, leading to significant cost savings and operational efficiency.  

When evaluating any TEM or MMS provider, you will want to pay special attention to the platform’s capabilities, as this is a bedrock element for enterprise expense management programs. 

Detailed inventory management tools help identify unused services, optimize rate plans, and eliminate unnecessary costs associated with mobile devices and services. Real-time monitoring and optimization software offers real-time monitoring of mobility lines, identify bill shock, and provide optimization recommendations based on current usage, reducing overage charges, and ensuring cost-effective plans. 

Automated reporting and optimization recommendations streamline the process of managing mobility costs. These tools automate reporting, provide optimization recommendations, and allow for easy approval of changes, ensuring efficient utilization of resources. 

Vendor dispute management tools assist in managing billing disputes resulting from carrier billing errors. They help with resolving discrepancies and ensuring accurate invoicing, leading to cost savings. 

Key Takeaways: 

  • Centralized Expense Management Technology Platform: Proactively manage complex expenses. 
  • Detailed Inventory Management Tools: Identify unused services and optimize rate plans. 
  • Real-Time Monitoring and Optimization Software: Reduce overage charges and ensure cost-effective plans. 
  • Automated Reporting and Optimization Recommendations: Streamline cost management processes. 

By leveraging these tools and software solutions, organizations can effectively manage and reduce mobility costs while optimizing their telecom and mobile device expenses.

5. Engage and Incentivize

How can incentive programs and feedback mechanisms be used to promote cost-saving behaviors among employees? 

To foster a cost-conscious culture, it’s crucial to engage and incentivize employees directly. Here are some effective strategies: 

Incentive Programs: 

  1. Performance-Based Rewards: Implement a system where employees receive rewards based on their ability to manage mobile costs effectively. This could include bonuses, extra time off, or other perks.

  2. Recognition Programs: Publicly acknowledge employees who consistently follow cost-saving practices. Recognition can be a powerful motivator and can encourage others to adopt similar behaviors.

  3. Cost-Saving Challenges: Create friendly competitions where departments or teams strive to reduce their mobile usage costs, with rewards for the most successful groups. 

Feedback Mechanisms: 

  1. Regular Training Sessions: Conduct regular training to educate employees about best practices for cost management and the impact of their mobile usage. Provide them with the knowledge they need to make cost-effective decisions.

  2. Monthly Usage Reports: Share detailed reports with employees about their mobile usage, highlighting areas where they can improve and offering personalized recommendations for cost savings.

  3. Continuous Improvement Feedback: Establish channels for employees to provide feedback on mobility management policies and tools. Use this feedback to refine strategies and address any issues promptly. 

Key Takeaways: 

  • Performance-Based Rewards: Offer bonuses or perks for effective cost management. 
  • Recognition Programs: Publicly acknowledge employees who follow cost-saving practices. 
  • Cost-Saving Challenges: Encourage friendly competitions to reduce mobile usage costs. 
  • Regular Training Sessions: Educate employees about cost management best practices. 
  • Monthly Usage Reports: Provide detailed reports and personalized recommendations. 
  • Continuous Improvement Feedback: Gather and act on employee feedback. 

By implementing these incentive programs and feedback mechanisms, companies can create a culture that values and promotes cost-saving behaviors among employees. This approach not only reduces costs but also enhances employee engagement and satisfaction.

Closing Thoughts on Cost Savings & Mobility Management

By fostering a cost-conscious culture, businesses can achieve significant cost reductions, improve operational efficiency, and enhance user experience.  

Implementing steps like understanding the need, building awareness, setting clear policies, leveraging technology, and engaging employees through incentives can lead to smarter mobility management. 

What steps will you take to build a cost-conscious culture in your mobility management?  

If you’d like to include Tellennium in your TEM/MMS vendor comparisons, reach out to us to schedule a brief demo of our solution.

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Rob Halik is a Senior Analyst at Tellennium, specializing in Managed Mobility Services, Telecom Expense Management, and Utility Bill Management. With over 25 years of industry experience, Rob provides enterprise expense management insights to help businesses optimize their operations and reduce costs. This article is a collaborative effort by our expert team members at Tellennium, including Greg McIntyre, Shawn Veitz, Matt McIntyre, and Todd Givens, who collectively bring over 100 years of industry experience.

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