Cutting costs on visual collaboration software
During our quarterly budget review, we noticed that collaboration software accounts for a significant part of our SaaS spending. Since our product, marketing, and design teams frequently run remote workshops and sprint planning sessions, visual whiteboards are essential to our workflow. However, as the number of users increases, subscription expenses grow faster than expected. I’m exploring ways to optimize costs without limiting access to key collaboration features. Has anyone successfully negotiated better terms for team-based whiteboard platforms?
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We faced a similar situation and decided to analyze our usage patterns before renewal. Since we rely heavily on Miro for product roadmaps, UX mapping, and cross-functional brainstorming, switching tools wasn’t practical. Instead, we explored available discount options and negotiated based on the number of active users and annual commitment. That approach helped us secure more favorable pricing while keeping full access to advanced templates, integrations, and collaboration features.