Love it or leave it: how to tell when it's time for a software change

18 August 2022 02:27 AM By CIO Studio

CIO Studio Founder Ray Delany recently wrote an excellent post on how to help people accept digital change. One of the more common requirements for change is driven by the state of your core information system. Often, companies just want to switch to something they perceive will be better, because it’s new - like upgrading a 15-year-old car.

However, software is not a mechanical device like a car that wears out with use. Just as in the popular UK program Love It or List It, changing your core software system(s) is not always the right decision. Sometimes it’s better to invest in “loving” your existing system rather than ditching it and starting over.

How can you tell when it’s time to part ways with your current system and provider?

There are a few signs when you should, and a few others where it might make better business sense to continue with what you have.

Let’s say you purchased and implemented an industry-standard solution for your organisation’s needs. The purchase was 5 years ago and while the implementation was successful and feedback was good for the first few years, there have been a few staff changes – both end users and those administering the system – and there are some grumbles about the functionality and reporting.

A new staff member has asked for functionality that doesn't seem to be available, or nobody knows how to access it, and unfavourable comparisons have been made with a newer system starting to gain some traction. It has also been noted that there are errors in the data and kludges have started to creep in. Perhaps it’s time for a change?

There are definitely times when change is not only desirable but inevitable, for example:

  • The vendor is going in a different direction and has no interest in updating the system
  • The vendor has been acquired, perhaps by an overseas buyer, and is running the system down – or forcing you to change to the new owner’s system
  • You have a legacy system with concerns around security, functionality, and integration with other systems
  • New technology has emerged to give you the competitive advantage, or at least keep up with your competition

When you contact CIO Studio to help you with a change project, we’ll first make sure you know what you’re getting into.

Changing software systems, especially those integral to the business, is not for the faint-hearted. It can be expensive, time-consuming, disruptive to the business, and involves a high degree of risk. You must be certain that the business benefit outweighs this risk.

Change makes people uncomfortable and requires them to think and act differently. It can be disruptive to their day jobs and cause productivity to suffer for a time. There might be some casualties.

How certain are we that the current system and provider are not right for you going forward?

As an example, I was recently asked to help a client find some new software. They were in a medium-sized provincial town, had a specialist business and were using what appeared to be a purpose-designed system for that exact type of business.

The owners had purchased the business a couple of years earlier, had doubled the turnover, and were running into a few issues with the system. They saw themselves as small, unsophisticated users of the system, and thought there must be a better way.

I did a little research and discovered that the system had been designed and developed by business owners in the same space. Not only was it the market leader, but it was also the only product designed to meet New Zealand's needs and had a great deal more functionality than was apparent to the business owners.

I recommended they engage with the vendors and see if they were interested in helping. Not only were they interested, they were delighted – you see, the little provincial business turned out to be one of the more sophisticated users in the New Zealand community.

The vendors happily provided assistance in the form of training, a review of their data standards, and a small suggestion that greatly eased the pressure on a business process that was causing some anxiety (and was one of the key reasons for looking to make a change).

This was a great outcome for the client, the software vendor, and me. I’m against change for change’s sake – sure there are times when it makes sense to ditch your current system, but not always.

So, before you decide to “list it” make sure you’re doing it for the right reasons. It might just be that a little love and TLC will get you everything you need without the cost, disruption, and business risk.

At the very least, we can help you make sure that decision is made for the right reasons.

Mike Dennehy is a Core Advisor with CIO Studio and while he isn’t the host of a famous UK reality show, he can show you the way when it comes to making a digital change. Contact CIO Studio for help with your next project – whether that’s loving it, listing it, or working out which option is best.