Considering a Software Update? Here’s What You Need to Know
Keeping your software up to date isn’t just a recommendation—it’s necessary for your team and customers. An outdated system can create inefficiencies, security risks, and operational headaches. But before diving into a software update, there are key factors to consider to ensure a smooth transition.
Kyle Wittet, BTM’s VP of Oracle Retail Practice, explains what you need to know about pulling off a successful update.
Should I Update My Current Software
Before you answer, here are a few questions to help you decide:
- What are your expectations around upgrading? (i.e., improved performance and speed, new features or enhancements, security updates, compliance requirements, etc.)
- Are there old features and functions, existing bugs, or performance issues?
- What are the costs of maintaining your current version?
- Will an update require hardware changes that impact the overall cost of the upgrade?
- Do you have change management resources that can support and train your users on the new features and capabilities?
- Are you going to introduce new capabilities to end users immediately or later?
What’s At Stake If You Don’t Update
To avoid interruptions to service, you want to stay on the path of updates. If you don’t, you risk being unable to service customers how they want. With the advent of the iPhone, customers expect seamless experiences anytime and anywhere. If you’re not meeting those needs, it’s very possible that you’ll lose their business to a competitor.
If you’re 2-3 versions behind the general release versions, it’s time to update.
Steps to a Successful Software Update
After you’ve determined that a software update is needed and you’ve thought about your expectations, here’s how to approach the process.
1. Decide Between a Software Update vs. Patch.
The difference between an update and a patch depends on the platform you’re using. General release versions usually introduce new features and technology changes. In between versions, patches are available to fix bugs or other issues.
“Patches can also be worth exploring if you’re looking for an immediate fix,” says Wittet. “We can potentially use a patch and then later incorporate it into a build.”
2. Test the Update in a Staging Environment.
Before rolling out the update to your entire system, test it in a controlled environment. This allows you to:
- Identify and resolve compatibility issues.
- Make sure integrations with existing systems work as expected.
- Train key team members on new features.
3. Plan for Downtime.
Some updates may require system downtime. To minimize business impact, schedule the update during non-peak hours. Loop in your employees and stakeholders to avoid surprises. It’s also a good idea to have IT support ready to troubleshoot any issues.
4. Train Your Team (If You Haven’t Already).
New updates often come with new features or workflow changes. Provide training and resources so employees can quickly adapt and maximize the benefits of the update. The last thing you want to do is pull off an update only to have employees interrupt customer service by being unprepared.
5. Monitor Performance and Gather Feedback.
After implementation, monitor system performance closely:
- Are there any unexpected issues?
- Are users experiencing difficulties?
- Is the update delivering the expected improvements?
Collect feedback and make any necessary adjustments to optimize performance.
Remember, updating software isn’t a one-time event; it’s an ongoing process. Establish a plan for version upgrades to keep your system running smoothly.
When It’s Too Late for an Update
Many software platforms eventually phase out support for older versions. This means no security patches, no bug fixes, and no customer support, which can leave your business vulnerable. If you’ve put off updates for too long, you may be looking at needing a whole new software package instead.
A whole new installation means a higher cost, not just in dollars but in resources and time.
“This is another reason why consistently updating your software is important,” notes Wittet. “With the advent of the Cloud, there are a lot of upgrades you have no choice in. Whether you’re ready or not, there are new capabilities that you’ll have to adopt eventually. Once you get behind, it starts to snowball.”
Whether you’re looking for an update or need a whole new package, BTM Global exists as experts to get your system back on track.
What to Avoid When Making an Update
- Not having dedicated resources. You need enough people in your organization to support the changes. Many companies use the same team to support current and test systems. If you add in a software update, a process that should take a month could take up to 6 weeks because people are working on their current jobs and are less focused on the new systems being put in place.
- Not aligning on a realistic timeline. It’s important to analyze if a date works for your team instead of picking one simply based on your business trends. Executives and stakeholders of the update should align on expectations of what can be done and when.
- Not thinking through budget issues. In every software update, you want to plan for contingencies, which means planning for additional budget. Having those resources set aside means you can cover potential scope creep.
Why Experts Matter
Updates can hugely impact customers. Aligning with stakeholders and your team is a foundational part of a successful update. Your CMO, CIO, Director of Merchandising, and IT Team all need to work together. Bringing in experts, including Software Integrators (SI) and Project Managers (PM), frees up often overtaxed resources unfamiliar with the new version. This approach can go a long way in mitigating update issues or delays.
Experts like the team at BTM Global know retail and will keep you on the path of best practices instead of going down a rabbit hole of customizations or relying on old POS systems.
Move Forward with BTM
If you think it’s the right time to update your software, let the BTM Global team know. Remember, a successful update requires planning. Consider factors like cost, downtime, training, and compatibility before making a move.
At BTM Global, we help businesses assess their software needs, identify the right time for an update, and implement solutions that drive long-term success. Learn more about our Oracle Retail Solutions.
