OptimizeIT Google

OptimizeIT Google helps you do two very important things

  1. Sky rocket your migration to G Suite. Become the Boss of all “usage” related activities and orchestrate your organization’s move to G Suite. Understand, in real time, which departments or even which specific users are using old tools and find out why.
  2. Maximize your existing Google Apps investment by increasing the adoption of G Suite and downside your investment in MS Office licenses by up to 90%!!!

OptimizeIT is the ultimate SaaS tool to accurately uncover the real magnitude of the transition involved in moving from MS Office to G Suite. Developed based on a real understanding of the complex key decisions CXOs and IT executives face, OptimizeIT helps you reduce risks and proactively prevent problems for an easy and less costly transition.

OptimizeIT Service helps companies manage the transition to G Suite, delivering the data needed to gain control of the move and make sure that they make the most of it. In addition to the transition management, OptimizeIT also enables companies to optimize their licensing in a hybrid environment as well as controlling and optimizing their use of cloud based conferencing and storage services.

The Service is based on an ongoing collection of data regarding the actual usage of various applications and services including:

  • Email
  • MS Office suite of applications
  • G Suite suite of applications
  • Web conferencing
  • Cloud storage

OptimizeIT is a continuation of the CloudIT Assessment Service that analyzes MS Office, G Suite and cloud services usage. Thus, it enables CXOs rely on the same Real Usage data that they saw during the Assessment phase. Following the assessment decision makers can consider several options from replacing a single service, a group of services or their entire portfolio and actually see it through. The information provided by OptimizeIT is what enables them to execute the transition processes that are based on in depth understanding of users’ usage patterns and needs.

The main capabilities that OptimizeIT provides organizations with are:

  • Understand the organization’s usage patterns
  • Segment the user population to Light and Heavy Users based on real usage for each application/cloud service
  • Identify unique usage patterns in MS files including the use of macros and collaboration
  • Materialize savings from rightsizing of on premise licenses and cancelling parallel cloud services when moving to G Suite for Business
  • Monitor the move from Microsoft Applications to G Suite
  • Obtain accurate comparison reports about the usage of MS App vs Google App
  • Support on going change management activities throughout the adoption process (training, internal campaigns etc.)
  • Downgrade licenses to a cheaper version of MS Office
  • Standardize and optimize cloud storage and web conferencing

How it Works

OptimizeIT is a robust and scalable SaaS solution, suitable for supporting any size company that enables customers to have a quick assessment performed on their network without the need to install servers and perform any internal infrastructure changes. It’s secure, lightweight and has an extremely low footprint on the customer’s network.

By using a small easily deployable software agent, OptimizeIT will collect statistical usage information from each user in the company and then securely transmit that information for encrypted storage.

Using a statistical approach enables a reduction of the number of calculations performed by the agent, shifting the load onto SoftWatch’s servers, thus ensuring that no additional load will strain the customer’s environment.

Seamless data collection

OptimizeIT software agent collects relevant data from every laptop, desktop and terminal server. Once installed, the software agent begins collecting data on all installed and running applications; it also monitors web browsing information, focus, and actual usage.

Secure communication

The data is then sent securely to SoftWatch’s cloud servers where it is analyzed using statistical models. Detailed reports are generated showing an aggregate view of all software usage and software inventory for real-time tracking, proactive monitoring and license portfolio management

SaaS environment

The agent installation package is pre-configured to match customers’ environments and avoids the typical confusion when implementing network-based reporting applications. The windows agent installation file is identical for all Microsoft® Windows®-based 32-bit and 64-bit operating systems and the Mac agent supports the Leopard operating system and above

One-way transmission from software agent to server

The server never initiates contact with the software agent. Communication is always pushed from software agent to the service securely over an encrypted connection. The server never needs to “penetrate” the organization’s network. This extremely network-friendly configuration makes deployment very simple and intuitive and enhances security. The agent only requires access to the cloud servers on port 443 (https).

Easy deployment

The OptimizeIT software agent is simply deployed on all the company’s computers to get an immediate network-wide view of all software applications (e.g. by software distribution mechanism). After the Agent is deployed, it runs in the background without disrupting users’ workspace. The management console intuitively maps the company’s software inventory, monitors software usage, sets alerts to flag potential problems, views actual license usage and generates historical usage reports. As a SaaS solution,

OptimizeIT requires no ongoing maintenance. The Agent consumes very few system resources, with virtually no effect on host machines.

Secure Data Collection

The Agent immediately starts collecting all relevant applications usage data and sends the information to SoftWatch’s cloud servers for secure storage. There is no key logging whatsoever. SoftWatch uses a proprietary statistical model to determine interactivity and all analysis is done on the server side.


Once information is received on the server side, it goes through multiple batch jobs. To be validated, sanity checked, authenticated and then integrated into the database for secure encrypted storage. The data remains available for retroactive analysis. The analysis outputs the users’ applications runtime, focus time on applications and interactive time with applications. In addition, OptimizeIT also shows the number of installations and the different versions that exist on every machine. Reports are displayed via the web UI. Access to reports is encrypted and users can generate reports based on any date range they wish, provided agents reported information during that selected time period..