Knowing when to replace your business’s IT systems can be tough. On the one hand, the hardware and software that keep your business running were expensive, and they ought to last a while. On the other hand, the world of technology changes at a breakneck speed. New technology comes out that might improve your business’s productivity. Compatibility becomes an issue. And older technology eventually starts to bog down or fail, costing you money in support.
The quandary of when the benefit of upgrading your IT systems becomes worth the cost sounds like another dilemma we all face in life: when does it make sense to get a new car? We find this similarity helpful when we’re helping businesses think through their technology infrastructure because we can all relate to the joys and the hassles of owning a car. Cars and business-critical technology are similar in four important ways:
- They’re both essential: Although there are exceptions for some people, life in the 21st century would be incredibly hard without a car. Similarly, business is extremely difficult without some kind of technology infrastructure. Email is essential for communication internally and with customers. Most brands need some sort of web presence. Software, hardware, and data storage are essential to productivity these days.
- There are “cheap” options for both that may work for the short term, but can be expensive in the long run: You can lease a car. It makes sense for some people and in some situations. But over the long term, it will end up costing more than owning. Similarly, there are options for renting servers “in the cloud.” They’ll cost less cash up front, but they will end up costing you more in the long term.
- They’ll both last you a while—if you take care of them: Just like cars require oil changes, tire replacements, and scheduled maintenance, your business’s technology needs consistent maintenance. Data should be backed up regularly, and those backups should be monitored. Antivirus software should be installed and kept up to date. Operating System security patches should be applied regularly. And minor hardware repair and replacements (failed hard drives, memory upgrades, etc.) are inevitable.
- There comes a point when both will need to be replaced: Eventually, the cost of owning an aging car will outweigh the cost of buying a new one. It’s the same way with technology. Older technology requires more support. The older a machine gets, the more likely it is to fail. New applications will come out, which may require software and hardware upgrades to keep your business going.
When is it time to make a major upgrade to your business’s technology? Just like with your aging car, it depends on how much mileage you’ve put on it, what kind of maintenance you’re likely to need, and, of course, where you need it to get you. That’s why we take the time to sit down with our clients and help them think through all the factors that point toward the need to upgrade technology.