When Should You Upgrade
Your Software?
By Dave Paradi
With new versions of the software we use being released regularly, one of the questions I get often is how should someone decide whether they should upgrade their software to the current version. In addition to the cost of the upgrade, which seems to be rising steadily, there is the hassle factor in using new software - learning the new features or interface, the bugs that inevitably there and the resulting temporary loss of productivity. When I am talking about software, I am referring to both the software drivers that guide the operation of the computer components as well as the application software, such as a word processor or spreadsheet.
I generally separate software upgrades into two categories: 1) service releases or bug fixes and 2) new software versions. For service releases or bug fixes, I tend to upgrade as soon as they are released since they usually make the software more stable and reliable. For new software versions, I use two criteria to determine whether I want to upgrade:
1. Is my current version no longer supported?
As software manufacturers release new software, they no longer support the older versions. Most software companies support the most recent old version and perhaps one more past version, but rarely more than two old versions. To check if your version is supported, you can go to the software maker's website and check the support area. When your software is no longer supported, it may be hard to get answers to questions you have and this can lead to possible delays and frustration if you run into a problem with the software.
2. Does the new version have some features that will make my work more efficient?
Almost every software release includes a slew of new features designed to make work more efficient or easier. I examine the list of new or changed features to see if any will really benefit me. Most people never use more than 10-20% of the features of a software package, so new features in that unused 80% are of less interest.
The answers to the two questions above lead me towards or away from a new version of software. But before I upgrade, I consider two more factors:
3. Has the software been out long enough to detect any significant problems?
I will usually wait 6-12 months after a major new software version is released before upgrading. In the first few months, the software company finds bugs that they didn't find when testing it and they prepare a service release or minor upgrade to fix those problems. I usually wait until that first service release is available until I upgrade. This reduces the risk of upgrading and running into significant problems.
4. Will I run into file format compatibility issues?
If a software application has changed the file format that the information is saved in, the new files may not be compatible with the old version of the software. This can cause problems when sharing files with colleagues or partners. If the file format has changed, I will wait longer to upgrade in order to ensure that most of the people I will share files with have upgraded and we will reduce the risk of running into file compatibility problems.
By considering these four questions, I hope you feel more comfortable in making software upgrade decisions.
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©
2003 Dave Paradi
Dave Paradi’s Think Outside the Slide™ approach helps presenters get results by showing them how to quickly create effective PowerPoint presentations. He is the co-author of “Guide to PowerPoint”, part of the Prentice Hall Series in Advanced Business Communication. He offers a free PowerPoint e-course, newsletter and articles on his web site at www.ThinkOutsideTheSlide.com.