The Upgrade Lowdown

This is turning out to be a big year for software: Microsoft’s Office 2007, the updated version of Office Suite, is in beta (test) release and Intuit’s QuickBooks launched version 2006.  Early next year, Microsoft will debut the new version of the Windows operating system, which will be known as Vista.  Every few years the software you grow to depend on for the success of your business is upgraded, and every few years you face the same choice: Should you make the leap or stay with the status quo? 

Deciding whether or not to upgrade your computer software is much like deciding whether to move to a new office or hire a new employee: You need to consider how it could affect your business. 

What do you want the software to do?  The first thing you need to do is review why you are using this particular software. If your goal is to increase productivity, will an upgrade accomplish that? Will it cut the time users wait for the software to load, or speed up some administrative processes? Maybe your goal is to allow better telecommuting for your staff, or to permit your company to expand. In any case, your corporate vision needs to be at the core of the decision-making process. 

Choosing to upgrade may be tied to new compliance and security requirements — perhaps your company must meet new security standards.  This is a growing concern for many small businesses, and upgrading your software, Windows or server applications may resolve these security issues.  Not long ago, Dave Rosenbaum of Real-Time Computer Services, Inc., recommended that a client upgrade Adobe Acrobat to the latest version because it would increase the security control for the documents the client was creating. Similarly, Sage’s ACT! Software release 2006 has new security features for administering and controlling data.

Could your staff work more efficiently if you upgraded?  When software companies announce the release of a new version, they always list the new and improved features. Start by making your own list. Everyone wants their software to do more — that’s why so many third-party applications exist. Consult your staff as to what they want from the software they use, and compare their wish list with the features that have been added to the program. 

Will the upgrade be compatible?  If your current software works with other devices, will an upgrade support that relationship? For example, if you upgrade your customer relationship management (CRM) application and it is tied into your PDA, will the PDA still work with the new version? If you use third-party add-ons with the current software, or if your program has been customized, you need to make sure those additions are compatible with the newest version. Upgrading tends to have a domino effect on system compatibility. Users make the decision to upgrade but don’t realize how many software and hardware applications are all tied back to that one piece of software.  For example, if you update your Windows operating system, you may find your printer does not work, the digital camera you purchased a year ago is connected but not being recognized, and your favorite application for keeping track of your contacts (that you’ve been using since Windows 95) now keeps crashing. 

On the other hand, compatibility is a two-way street. There may be useful new third-party add-ons to a software program that are compatible only with the newest version of that program, so upgrading may be unavoidable. 

Does an upgrade require new hardware?  Newer software sometimes requires more processing power or the latest version of an operating system. Be sure to consider those costs when evaluating whether to make a move. 

What support will you get?  Some software companies may stop supporting older versions of programs. For example, Intuit, the maker of QuickBooks, will currently support only versions 2004 and higher. If support for an application is critical, you may need to upgrade.
Will your staff need additional training? Microsoft’s website lists the top 10 reasons to upgrade to MS Office 2007. For this program, the most enticing new features involve increased customization and productivity tools. However, the user interface has changed dramatically. It’s likely users will need training to make use of all the new features. Consider the time and money involved in training when making a decision. 

Evaluate the newer version before you decide to take the leap.  Try it for yourself or set up a small team in your organization to evaluate the new release. Ask the staff members who use the program to be involved in the decision on whether to upgrade or not. This will make them feel appreciated and respected, and in the long run, it will make migrating to a new release easier. 

Listen to the critics. I don’t mean just the magazine critics who review software for a living, although they are good place to start.  Look on blogs and newsgroups for feedback. Software companies will tell you only the good news about new releases; everyday users tell you the real deal — both the positive and the negative. This will help you avoid an upgrade nightmare.