We all see the update reminders. We know they are one sign of technical debt.

Microsoft has updates for Windows or Word.

Apple has updates for OSx.

Our mobile phones show those little indicators telling us how many apps need to be updated.

Your business may have servers that need replacing and software that needs refactoring. You may have  entire systems that need to be replaced due to end of like for functionality issues.

How do you get to all of that and still do the new work?

Here are three methods that, I have found that can help eliminate some of the burden.

Method 1: Schedule regular time  for the easy updates

For simple updates, like app updates, browser updates and vetted updates say from Apple or Microsoft  I recommend scheduling time each week to spend a few minuets applying the updates. Make it part of your routine. This makes it such that it usually only takes a few minutes and the changes between versions in the updates are minor. Some phones and tables allow for auto app update. So that can be a help as well. For me, I do this each Monday morning. I apply any security patches that windows says are needed. I also update browsers and key apps I use on my computers and phones.  Because I do this every week, it usually only takes a few minutes. So while my updates are applying  I can get a cup of coffee and then I am usually ready to roll.

Note: For real migrations, like moving from Windows 8.1 to Windows 10 on your laptop, or from Yosemite to El Capitan on your Macbook, you will need more time. I usually do these on weekends or on days when I have a lot more time available for my devices to be down.

Method 2: Migrate to hosted versions of server apps you run in-house

If you have your own hardware servers that run your accounting application or exchange server or other key software for your business check into moving those to the cloud. Many software vendors such as Quicken, Microsoft and others  who sell installable software are now also offering cloud versions of the same applications. By migrating to cloud versions you lose the headache, cost, space and risk of having to deal with hardware in your location or co-location facility. And you can usually benefit from the cloud versions of software being updated very regularly and always having the most recent security patches. This method can take a decent amount of effort depending on the system but there is a nice long term payoff.

Method 2a: If you have physical servers running that you cannot migrate to the cloud, consider extending warranties on them.

Many vendors like Dell or HP will extend onsite-parts replacement warranties for not too much money. Of course this assumes that your situation can be without a server for a day while you wait on the tech to arrive and make the repairs. Note: If you sign up for these with a vendor, make sure they have parts they keep in stock for your server or computer model. We had a warrantied system at one job I had where they didn’t immediately know if they had a replacement for our model when we needed it. If your server has been classified as “end of life” then you won’t be able to get extended warranty and you will have to migrate to other hardware if you want support.

Method 3: Initiate off-site automated backups of your data

One insidious form of technical debt is in-adequate system backups. Losing company data can be catastrophic for a small business. Luckily, there are many services that offer automated and secure file backup for your business servers and user devices such as laptops, desktops and even phones and tablets that are affordable and easy to use. Services such as Crashplan,  Carbonite, and if you are an Apple user, there is iCloud. There are plenty of others as well. Most of these services offer client programs that you install and run that will automatically backup and encrypt your files and store them securely in the cloud.  That way, if something happens locally you can recover your data usually via a pretty easy to use web site that allows you to login and select the files you need to restore. The prices for these services have come down tremendously in the last couple of years.  If you are not doing offsite backup  these services make it pretty painless to get started.

Technical debt can affect your company in many ways. These methods offer ways to begin to take small steps to alleviate some of that debt.