How to Modernize a Legacy System Without Disrupting Your Business

Have you ever seen someone working on a laptop with ten apps open and a tab that looks like it was built in ’99? These are legacy systems. Outdated software and infrastructure compared to current technology standards. The apps may load and process data but they create growing operational and strategic limitations. If you check off any of the following points, then you’re likely using a legacy system:

• Difficulty in updating applications
• On-premises infrastructure
• Manual workarounds to compensate for missing functionality
• Limited integrations with modern tools and platforms
• Reliance on a small number of internal experts that if they leave you’d be lost.

Yes, it can be risky introducing new tools and systems into your business, but it is even more risky to refuse modernization entirely. Business performance is held in the balance when you refuse to update. What are some of these risks?

For starters, security. Older systems lack modern security protections, making them vulnerable to cyberattacks. As the IoT evolves you need to be prepared to protect your business’s data. Next, maintenance costs only climb as systems become outdated. Maybe it starts as patches here and there, but as time goes on those patches become more frequent, the expertise harder to find, and expenses growing. Lastly, we can’t forget about the competitive disadvantage that comes with refusing modernization. If your competitors are updating their systems then they’re already ahead, so the risk becomes staying still.

That being said, we understand the hesitation to modernize. There are key areas that your service provider needs to be mindful of for successful implementation. This is where partnering with a firm that is based in strategy is critical for your success.

What no to look for:

1. Complete overhaul
   1. Modernization is a marathon not a sprint. We can’t just replace your systems overnight. If you’re being promised quick fixes and a full overhaul of your systems then it is too good to be true. You’ll end up running into bugs, functionality issues, and operational disruption. The exact thing you’re avoiding.
2. Poor business alignment
   1. Business strategy and IT need to work together for a successful implementation of software. We need opinions from everyone who will work within the system so that all needs are met, and usability is valued.
3. Missing data strategy
   1. Data migration and security should be a top priority in modernization. Creating the perfect roadmap for your organization’s data must be a top priority because how can you use the new system if you don’t have the right data?

Let’s take a look into the framework our team at Aciron has established that ensures smooth implementation and data migration. The right team will work incrementally on this project so that risks are mitigated and your new systems grow with you.

1. Initial engagement
   1. What are your goals? Why now? We ask you the right questions to get to the core of what you need from a firm like us. After gaining an understanding of your business we can get started in crafting the right solutions.
2. Documentation and requirements gathering
   1. This is where we dive into your current workflows, start recommending changes, and get into the nitty gritty. By working directly with the individuals that use these systems every day we create a picture of where you are and where you want to be.
3. Design and development
   1. We don’t just stop at the recommendations. Now it’s time to implement! Our developers and expert designers work with you to build the right systems, integrate specific tools, and everything in between.
4. Testing
   1. One the systems are developed it’s time to test. We put your solution through rigorous testing so that we can make the right fixes before it goes live.
5. Implementation and launch
   1. When all the bugs are fixed, and your teams have tested the system, we can finally implement it into your organization and set you free! This is where the data migration piece comes into play along with extensive training.
6. Continued support and maintenance
   1. But in reality we are here to support you beyond the completion of the project. When issues arise or updates are needed or you found a piece of functionality you want implemented we will be right there to help. Our partnership lasts long after the launch.

So you’ve identified that you use a legacy system, you know how it works when you decide to make the change, but what about that space in between? How do you make the jump from knowing you need an upgrade to working with a firm to make the changes?

Start talking. Chat with people in your organization who are using these systems to understand their pain points. Meet with the right people about creating a budget, what is the range you’d invest on this? Start taking calls. The easiest way to learn how to begin is by meeting with the people you need in your conner. These are the development and consulting firms. On these discovery calls we can tell you our thoughts, our idea of a budget range for this type of project, and what next steps you should take.

This is a circular workflow until you decide to start. Document your pain points, and document what is working well too. Talk with all stakeholders, and talk with potential firms. Rinse and repeat.

Once you have a clear idea of what you need then you simply choose the right partner and away we go!

Because you are taking the time to be communicative, note all areas of improvement and build the right partnerships all chance of disruption is reduced. You’ll end up saving maintenance costs in the long run, have the ability to scale with your organization’s growth, and improve security. Legacy systems might be your present day operations, but you’re really stuck in the past. Start planning for the future with Aciron, your business processes will thank you.