How to Know When You’re Due for an Upgrade

Whenever you’re thinking about a software or hardware upgrade, there’s always the conundrum of the timing. An immediate upgrade — especially at the speed at which developers roll out new features — might not always be the most financially conscious decision. However, if your software provider sunsets a particular application you’re using, you’re incredibly overdue for an upgrade.

So how do you find the balance between the two extremes? Making the decision to upgrade software, either by paying for a newer version or moving to an entirely different vendor, might seem fraught with pitfalls. But once you know what to look for, determining when and how to refresh your system isn’t that difficult.

Settle your capabilities and needs before you think about an upgrade

A little planning goes a long way. Diving into an upgrade for the sake of a specific, immediate need may not work out over the long term. Performing a gap analysis on your supply chain — and the technology that powers it — is the best place to start. To ensure your team doesn’t bias themselves for or against upgrade options, perform this analysis before looking at potential vendors. Start off with these questions:

• Are all your processes documented? (If not, take the time to do so!)
• What are the particular pain points (e.g., slow performance or frequent crashing) in your software/hardware?
• What are the current functionalities of your applications, and how many do you regularly use?
• Is the system you’re relying on still supported by the manufacturer?

Once your team answers these questions, it’s time to start assessing your current and upcoming needs. Questions to ask your team include:

• How would an upgrade impact our business capabilities? (If it does at all.)
• What capabilities do you need or expect to need?
• Are there particularly cumbersome processes you can automate?

Working with an experienced consultant such as LynnCo can help expedite this process and ensure that you don’t fall into the trap of buying upgrades you don’t need.

Determine the technology and delivery system

Think tasks instead of technology. What are your largest bottlenecks? And do you have ways — tech-based or not — to address them? Your business needs should drive your purchasing decisions, and sometimes a software upgrade isn’t necessary. In fact, upgrades driven by the idea that everyone else is doing it versus an actual need might be damaging over time.

The particular pain points will also help you narrow down the types of technology you need to consider. For example, customers are starting to expect detailed tracking of their shipments. This narrows down your software options to platforms that have or integrate with real-time tracking technology.

Another consideration is making the move to the cloud. While there are arguments for and against cloud adoption, the strategic advantages cloud solutions offer are becoming too great to ignore. Cloud solutions allow you to consolidate your data and automate processes, and they are always available no matter where you are or when you need them. Plus, the cloud offers opportunities to lower internal IT costs and focus those teams on more revenue-generating innovations. This is especially true if you’re dealing with bulky legacy systems.

Consider security and integration

Aside from the expense, security is always a concern. In-house legacy systems might feel like they have a natural advantage over cloud solutions, but the cloud is more secure than you think. Cloud solutions offer protection against Distributed Denial of Service (DDoS) attacks, third-party data tampering, and general security breaches. Cloud service providers can also help you meet regulatory requirements while offering 24/7 technical support.

Integration is another major concern when making an upgrade. Your suppliers, vendors, customers, and transportation providers all have unique requirements when doing business with your company. When making the decision to upgrade, think about how it will affect everyone in your supply chain. An upgrade can help smooth out processes and reduce miscommunications, but there may be a learning curve involved. Before deciding on a new system, be sure to have a communication plan in place for everyone who will work with it.

Upgrading your software or hardware is a necessary step to maintaining a competitive foothold today. But it’s also a great way to reconsider how everyone interacts with your supply chain and how you can make that experience even better.

[cta]Feel like you need another opinion on your upgrade quandary? The experts at LynnCo are ready to help you assess your current processes, solidify your future goals, and discover the best upgrade for your business. Discover our comprehensive consulting services and what they can do for you.[/cta]