How to encourage end users to keep software up to date
Software updates are a vital part of IT management. Using platforms like Microsoft Azure and Microsoft Intune to schedule and deploy updates when needed, minimises user involvement, and keeps systems secure. That said, not every organisation can rely solely on automating software updates which can present challenges.
If you’re managing IT systems and find yourself depending on end users to complete updates, whether that’s because you don’t control all the software, there are decentralised systems, or BYOD policies, we understand it can be exasperating when the updates are ignored.
Convincing employees to prioritise updates can be challenging but you’re not alone, in this article, the team at Fuse CS will share some of their proven strategies that will help.
Why won’t users let software updates run?
Resistance to installing updates can stem from a number of factors. Users might not understand the importance of updates, or they might be concerned that updates will disrupt their workflow. Others may simply procrastinate, seeing it as just another task on their to-do list.
It wasn’t too long ago when a software update at an inconvenient time could mean users lost work they hadn’t saved yet or the update would take so long, they lost precious time working. Those users still worry when they see “update your software now” pop up. Others will be concerned that an update will change the way they work entirely (yes, we all know the old Outlook looked better), and want to put it off as long as possible to avoid learning a new format.
Part of getting end users on your side is acknowledging the different reasons and communicating the positives clearly and effectively. Getting management buy-in is also a big factor but we’ll get to that later in this guide. For now, let’s start with demonstrating the value of updates.
Focus on the value of updates
Communicate the benefits of keeping software up to date in a way that resonates positively with users. Highlight how updates enhance functionality, improve performance, and provide new features that make their work easier. When users understand how updates benefit them personally, they’re more likely to prioritise them.
Add familiarity to communications
Adding a sense of familiarity to messages about software updates can help people pay more attention. This can be done by always choosing the same person who communicates, and by making it a regular occurrence. They could make weekly videos for the company internal comms or email the reminders from their personal work email address (as opposed to a generic IT email address). Getting regular messages from the IT department through an individual can encourage implementation.
Emphasise the security risks
One of the most compelling arguments for updates is the risk associated with outdated software. Out-of-date systems can be gateways for cyberattacks, exposing sensitive company and client data. Provide real-world examples of breaches caused by unpatched vulnerabilities. This approach can help employees see updates not as a nuisance but as an essential part of their role in the organisation.
Tie update compliance to performance metrics
Speaking of making updates essential to roles, management can integrate them into employee performance KPIs which adds gravitas to the situation and makes compliance mandatory.
Get management support
Convincing senior leadership to enforce something like KPI’s compliance can be just as difficult but is achieved through demonstrating the risks and value of updating software, same as with users. With management on your side however, there is less pressure on the IT team, and more accountability on the end users.
Mandatory cybersecurity training
All employees should undergo regular cybersecurity training and that includes explaining the importance of updates as part of a larger security strategy. Explain how even a single outdated application can compromise an entire network. When employees are educated on the stakes, they’re more likely to comply with update requirements.
Restrict access until updates are completed
For critical applications, you can implement restrictions that limit access to features or data until updates are installed. This strategy is particularly effective when updates are vital for security or functionality. While it may seem a bit harsh, it ensures that end users don’t keep bypassing updates without consequences. Restricting access to internal comms chat works like a charm.
In the ideal world, all software updates should be automatic and only controlled by a managed IT services provider or internal IT team. Not only this, but it’s even better if users have no control over downloading and installing software themselves.
Where this isn’t possible though, encouraging end users to keep their software up to date requires a mix of education, incentives, and enforcement. Focusing on the benefits, emphasising security risks, and implementing training and performance metrics, makes it easier for IT teams to create a culture where updates are seen as a priority rather than an inconvenience. Fuse CS use Microsoft for end-user computing and controlling automatic software updates.
About the author
Fuse is a Microsoft Partner, based in Northampton. We help organisations of all sizes to maximise IT efficiencies through the use of Microsoft cloud computing solutions.
