Business management software is the backbone of day-to-day operations, helping teams stay productive, data remain consistent, and processes flow smoothly. However, as organisations evolve – whether through new product lines, increased customer demands, or emerging technologies – legacy systems can become more of a hindrance than a help. Sluggish integrations, complex workarounds, and outmoded functionality aren’t just inconvenient; they can disrupt growth and dampen employee engagement. In this article, we’ll explore five signs that it’s time to update your business management software and why making the switch sooner rather than later could be the best investment you make this year.
But first… If integration is proving difficult
With multiple business systems, comes the need for integration. Many companies find themselves spending many hours and many pounds keeping complex, custom built integration routines alive and kicking. As data grows, complexity increases and so does the requirement for more code and more management of that code. The rise of online stores and apps for seemingly everything just adds further complexity leaving many organisations continuing to battle with pockets of data and no way of connecting the dots.
It is strongly recommended to work with an experienced software provider, such as CPiO, who help businesses onboard with efficient software such as Sage 200 and Sage X3. With dedicated support to specific industries, such as tailored offerings for Financial Services.
1) When employees start to find alternative ways of fulfilling a process
It’s normally a good indicator that your systems are no longer fit for purpose when people stop using it and find “work arounds”. Business solutions that prove slow or have outdated features can offer a huge disincentive to employees, with productivity and morale being affected because of cumbersome, inefficient processes. This can be particularly true when new employees join your workforce and bring with them experiences of modern IT. If you have started to see a rise in the number of spreadsheets being used or the heavy use of emails to track progress it’s time to ask why.
2) Don’t ignore the best before date
Software vendors used to work to the rule that a business would look to change their system every 7 years. Over the past 5 years, the increasing pressure on the average business has seen this lifecycle increase to closer to 11 years. And whilst there isn’t a date that a company should rigidly look to when considering new software, there is an argument that core business processes should be reviewed every 5-6 years and the software running those processes be examined.
When a business considers the changes it may have gone through with products or services, changes to demand, new technology or the rise of emerging markets there will have been a considerable change in any 5 year period. So it begs the question; is your business management software flexible enough to cope with those changes?
3) Risk of doing nothing outweighs risk of changing
There is no doubt that implementing a new business system is risky, akin to open heart surgery in your business. But there comes a point, and it is often a very obvious moment in time, when the risk of doing nothing outweighs any risk associated with implementation and user adoption. Whilst you may be biding your time, waiting until you have built a solid case for ROI, technology is fundamental to a thriving modern business.
4) When users want modern features and functions
New releases of finance or business software are packed with modern features that help an organisation to increase efficiency, drive productivity and provide employees with the space and flexibility to consider incremental improvements, eeking out every last resource. Automation and the suggestive, proactive power of AI has become critical to the most efficient organisations. Organisations are demanding such tools to reduce mundane tasks and identify opportunities to drive even more productivity.
Potentially even more important is that your competitor could be taking advantage of those modern features to drive efficiency in their business and build even more competitive advantage over you.
Conclusion
From integration headaches and “workarounds” to the ever-present risk of falling behind competitors who capitalise on modern features, these five signals point to one overarching truth: a dated system can stifle your business’s ability to adapt and grow. While the idea of upgrading your business management software may seem daunting – akin to performing open-heart surgery on your organisation – the risks of standing still can be even greater. By recognizing these warning signs early and proactively exploring new solutions, you’ll not only protect the efficiency and morale of your team but also position your company to seize opportunities in an ever-changing market.
Further Reading, business efficiencies:
Forbes Tech Council – Provides thought leadership pieces about the hidden expenses and missed opportunities that arise from using legacy technology. Their articles also discuss how modern solutions can help companies stay agile.
Harvard Business Review – Features research-driven insights into organizational change and digital transformation. Articles under this topic detail the strategic and cultural shifts needed to adopt new technologies successfully.
Gartner – Provides data-driven reports and white papers that detail the steps organisations should take when investing in or upgrading ERP systems. Their research often includes market trends and benchmarking data to aid decision-makers.
