Small business owners in Harrisburg, Lancaster, and York, PA, often face challenges when upgrading their business software. These challenges can make you feel overwhelmed, anxious, and uncertain about the future. You may worry about compatibility issues, high costs, and the disruption of daily operations.
You may also mistakenly believe that the only advantage of upgrading business software—accounting software solutions, customer relationship management (CRM) programs, productivity suites like Microsoft Office, etc.—is to give employees something new to play with.
However, installing the latest editions of your employees’ software can be good for the overall health of your business. Enhanced network security is the biggest reason to upgrade. Still, you’ll likely also experience an increase in employee productivity, improvement of morale, and lower costs once everyone is accustomed to the updates.
And, because many business applications have now moved to the cloud, future software upgrades may be relatively seamless, so you don’t have to break out a pros and cons list like this one every time an update becomes available!
Here are 10 considerations—five drawbacks and five advantages that may just outweigh the negatives—that can help you approach a software purchase or new subscription plan with the right mindset.
Whether you’re looking to make the jump to cloud computing solutions or you would rather upgrade physical copies of software on individual workstations, managed IT services from a trustworthy IT provider like EZComputer Solutions can make the process much less painful. Managed IT services can alleviate your concerns, ensuring a smooth transition and robust protection for your business.
Why Is Upgrading Your Business Software Important?
Upgrading business software might seem daunting, but it brings numerous benefits. First, new software for small businesses can improve your overall efficiency. Outdated software can slow down your team, hinder productivity, and create bottlenecks in your workflow. Upgrading to the best business software can streamline operations and enhance performance.
Secondly, updated software often includes enhanced security features. Cyber threats constantly evolve, and older software may not offer adequate protection. With managed IT services, you can upgrade your software to safeguard your business against hackers, viruses, and other cyber threats.
Lastly, upgrading your business software ensures compatibility with other tools and systems. Whether it’s accounting software for small businesses or customer relationship management platforms, modern software solutions are designed to integrate seamlessly, making your operations smoother and more efficient.
5 Drawbacks to Consider Before Upgrading
Naturally, there are some cons to consider when upgrading any business management software. However, these can nearly always be overcome with help from a proactive IT partner.
CON: NEW SOFTWARE CAN LAUNCH WITH BUGS
Software companies usually address past vulnerabilities within earlier versions of their programs, but there’s no guarantee that their latest edition will be bug-free. Installing new software can sometimes necessitate a few extra IT support tickets as users learn the ins and outs of the upgrade and as they encounter any new bugs that might be present.
While software bugs sound scary, they are often relatively minor when compared to running outdated software, which may be slowing down with age or full of bigger security holes that hackers have learned to exploit.
CON: “DON’T FIX WHAT ISN’T BROKEN”
Some users are content with slightly outdated versions of software, particularly if the version they have gets the job done. If this is the case, installing an upgrade could cause employees frustration or cost you money that could have been better spent elsewhere. After all, why buy something nobody wants to use?
Just be aware that this type of thinking is dangerous in a small business today, considering the cybersecurity threat landscape we all now live in. Additionally, older software often loses its support from the manufacturer—as with Microsoft recently ending support for the Windows 7 operating system—and that means you could be on your own if your existing system or software does break down.
CON: EMPLOYEES MAY NOT WANT TO SWITCH TO A NEWER VERSION
Along with the idea of “don’t fix what isn’t broken,” your employees might be dreading upgrades to small business software they use every day because it includes significant changes to features or the overall look and feel. Developers sometimes change or remove shortcuts that existed in earlier versions, or they add new features that “make no sense” to some users at first glance.
While people often equate new with better, sometimes the opposite is true. Even if your employees are familiar with a kind of software, such as Microsoft Word, upgrading to a new version might not necessarily help productivity—at least at first.
Additionally, some of your employees may have been burned in the past by significant upgrades, such as installing a new operating system that caused them to lose familiar settings or data. Both of these scenarios provide their share of frustration to users.
Another issue could be the learning curve associated with new software. Your team may need time to adapt to new interfaces and functionalities, which can temporarily reduce productivity. Managed IT services can provide training and support to help your team get up to speed quickly.
Sometimes, rushing to upgrade your business software is the wrong move for everyone involved, and waiting a bit will not expose your business to security threats. When you need help deciding whether it’s the right time, IT consulting from a trustworthy tech resource is worth it for your team’s happiness.
CON: NEW SOFTWARE COSTS MONEY
While upgrading your business software offers many advantages, there are also some potential drawbacks to consider. One common concern is the cost. New software can be expensive, and budgeting for these upgrades can be challenging for small businesses. However, managed IT services offer flexible payment plans, allowing you to manage costs more effectively.
Software costs can fluctuate between developers and product versions. Some programs might include a discounted price for future upgrades, multiple users per month, or you may have to buy the software outright, which can quickly add up when you’re upgrading multiple computers. Making this kind of bulk purchase depends on whether you have the budget, which can easily dictate how realistic software upgrades are for your company.
Today, many software makers have realized that subscription plans are a better way to hook businesses. They’re convenient and often provide you with automatic version updates and support. However, these subscriptions also need to be carefully evaluated, just like when you’re making an outright software purchase.
CON: Potential Compatability Issues
One significant drawback to consider when upgrading your business software is the potential for compatibility issues. These issues can manifest in several ways:
- Integration Problems: New software may not seamlessly integrate with your existing systems. This incompatibility can lead to malfunctions, data transfer issues, or even system downtime.
- Hardware Incompatibility: Upgraded software may have higher system requirements that your current hardware cannot meet. This upgrade might necessitate additional investments in hardware, further increasing costs.
- Data Migration Challenges: Migrating data from old software to new can be complex and risky. Incompatible data formats or structures could result in data loss or corruption.
- Vendor Lock-In: Some modern software solutions may limit your flexibility by locking you into specific ecosystems, making switching vendors or integrating with third-party tools difficult.
Addressing these potential compatibility issues early with the help of managed IT services can save your business time, money, and a lot of frustration down the line.
5 Big Advantages That Can Outweigh the Negatives
Hopefully, the drawbacks of upgrading your business software didn’t scare you! In many situations, the advantages of updating your existing systems far outweigh the cons. Read on to get the good news about software upgrades.
PRO: NEW SOFTWARE IS MORE SECURE
The longer a piece of software has been on the market, the more time cybercriminals have to find and exploit security vulnerabilities. As we touched on above, software manufacturers eventually release patches and bug fixes to address weaknesses in their software. However, if they release a new version, the older version sometimes loses the benefit of that security support.
Secure technology and software reduce downtime that can result from patching outdated software, running frequent anti-virus scans, or worse— falling victim to a full-blown data breach. Keeping your software up-to-date is a simple way to help protect your business from viruses and hackers.
PRO: EMPLOYEES MAY ALREADY KNOW THE BENEFITS OF THE NEWEST SOFTWARE
The chances are good that many of your team members already use the latest version of an operating system or general-use software, such as Microsoft Office 365, on their personal computers at home. They know the advantages, which is why they might look confused when they come to work and have to use something outdated and inefficient!
PRO: SOFTWARE UPGRADES CAN BOOST PRODUCTIVITY AND EFFICIENCY
Software developers continually strive to improve the functionality of their products. With each new version, they often try to make the program more intuitive and streamlined, which is why upgrading is so beneficial.
If you need help understanding how upgraded software impacts productivity, consider time tracking your employees to use one version of the software for a task and compare the time it takes to complete the same task with a newer version of the software. This “A/B testing” of software versions can be worth it to assess productivity in your company and decide whether it’s the right time to upgrade.
Some companies have saved thousands of hours a year in lost productivity just by upgrading to a newer software version. At that point, it’s not only about efficiency—there are cost savings to be gained, as well.
PRO: YOU CAN LOWER COSTS WITH NEWER SOFTWARE
Upgrading your business software can be a very economical decision compared to how much it costs to maintain outdated software. Companies already expect to have to upgrade their hardware as the business evolves and expands, but software should not be forgotten in the course of IT budgeting.
Software that no longer has manufacturer support can quickly fail—and cause a data disaster—as more vulnerabilities are exposed. Your IT team could become inundated with tickets for software-related problems—issues that an upgrade could probably resolve.
And if you do not have an in-house IT team today, things could get even more expensive when you’re attempting to maintain older software and systems that keep breaking.
PRO: Managed IT Services Makes Upgrading Easier
Managed IT services offer several benefits that can help alleviate the challenges of upgrading your business software:
- Fast Response Time: Issues are resolved quickly, often within an hour, minimizing downtime.
- Virtually No Downtime: Regular maintenance and monitoring prevent problems before they occur.
- Fixed Right the First Time: Experienced technicians ensure that issues are addressed thoroughly, avoiding repeat problems.
- Predictable IT Costs: A fixed monthly fee covers all services, eliminating surprise expenses.
- Real Communication: Technicians explain everything in plain language, ensuring you understand the process.
- Accurate Documentation: Detailed records of your network configurations keep you informed and in control.
- Risk Mitigation: Backup and disaster recovery solutions protect your data from various threats.
- Fewer Worries & More Productivity: With proactive support, you can focus on growing your business without IT concerns.
Need Help Upgrading Business Software Here in Central PA?
If you’re considering upgrading your business software, partnering with a managed IT service provider like EZComputer Solutions can make the process seamless. Our team will handle everything from planning and implementation to ongoing support and maintenance. By choosing managed IT services, you can ensure your software is up-to-date, secure, and optimized for your business needs.
Ready to upgrade your business software? Schedule a consultation with us today and discover how our managed IT services can benefit your small business.