How Often Should Your Business Update Its IT Systems?
A Practical Guide for SMEs
If your IT systems are working fine, it’s tempting to leave them alone. No pop-ups, no crashes, no angry staff, what could possibly go wrong?
Quite a lot, actually.
For SMEs, outdated IT is one of the most common causes of downtime, security breaches, slow performance and unnecessary stress. The trick isn’t updating everything all the time, it’s knowing what to update, when and why.
This guide breaks it down in plain English.
Why Regular IT Updates Matter
IT updates aren’t just about shiny new features. They’re mainly about:
- Security – closing vulnerabilities hackers actively exploit
- Stability – preventing crashes, freezes and weird behaviour
- Performance – keeping systems fast and responsive
- Compatibility – ensuring software still works together
Put simply: the longer systems go without updates, the higher the risk.
How Often Should Different IT Systems Be Updated?
Operating Systems (Windows, macOS, Servers)
Frequency:
- Security updates: Monthly (or sooner if critical)
- Major upgrades: Every 2–4 years
Operating systems are a prime target for cyberattacks. Delaying updates can leave your entire business exposed, even if everything appears fine.
Business Software & Applications
Frequency:
- Cloud software (Microsoft 365, accounting tools, CRMs): Automatically / monthly
- On-premise or licensed software: Quarterly checks
Outdated software can:
- Stop syncing properly
- Cause file compatibility issues
- Create security gaps
If staff complain “it’s slow” or “it keeps crashing”, outdated software is often the culprit.
Hardware (PCs, Laptops, Servers)
Frequency:
- PCs & laptops: Replace every 3–5 years
- Servers: Replace every 5–7 years
Older hardware may still turn on, but that doesn’t mean it’s fit for purpose. Ageing devices:
- Slow productivity
- Struggle with modern software
- Fail more often (and at the worst times)
If fans sound like a jet engine, it’s probably time.
Network Equipment (Routers, Firewalls, Wi-Fi)
Frequency:
- Firmware updates: Quarterly
- Hardware refresh: Every 3–5 years
Network gear is often forgotten until the internet drops, calls fail, or nothing connects. Regular updates improve speed, security and reliability.
Cybersecurity Tools
Frequency:
- Antivirus & threat protection: Daily automatic updates
- Security reviews: Annually
Cyber threats evolve constantly. Security tools that aren’t updated quickly become ineffective like locking the front door but leaving the windows open.
What Happens If You Don’t Update Regularly?
SMEs that delay updates often face:
- Increased downtime
- Higher risk of ransomware and data breaches
- Slower systems and frustrated staff
- Emergency IT costs instead of planned budgets
- Compliance and data protection issues
In short: saving time now usually costs more later.
How to Update Without Disrupting the Business
Worried about updates breaking things or interrupting work? That’s common and manageable.
Best practices include:
- Scheduling updates outside working hours
- Testing major updates before rolling them out
- Automating routine patches
- Having proper backups in place
- Using proactive IT monitoring
Updates shouldn’t feel like a gamble.
A Simple Rule of Thumb for SMEs
If your business relies on IT to operate (and it almost certainly does):
- Updates should be routine, planned and proactive not reactive
- If you only update when something breaks, you’re already too late
You don’t need the latest tech every year, but you do need systems that are secure, supported and reliable.
Regular IT updates reduce downtime, improve performance, protect your data and keep your business running smoothly. For SMEs, that’s not a luxury, it’s essential.
If you’re unsure whether your IT systems are up to date or you’re worried about updates causing disruption, now is the perfect time to get clarity.
Book an IT health check or speak to a managed IT support specialist to review your systems, identify risks and create a sensible update plan that works around your business..
