Software updates can fix issues, add features or address security problems. Without a clear process, some systems may be overlooked while others are updated without checking their business impact. A small company can start with a simple inventory and a record of decisions.
1. List the systems that need updates
Record the operating systems, browsers, business applications, servers, network devices and cloud services your company uses. Include the version where it is available, business owner, technical contact and whether the service is exposed to the internet or supports an important business process.
2. Decide what needs attention first
Consider the supplier’s update notice, the importance of the system, how it is used and whether it is accessible from outside the office. Updates identified as urgent by the supplier should be assessed promptly. Routine feature and maintenance updates can be planned around normal operations. Keep the reason for the priority in the record rather than relying on memory.
3. Check compatibility and plan the change
Before changing an important system, read the supplier’s release notes and confirm supported upgrade paths, dependencies and available backups. Where practical, try the update on a test device or a limited group before a wider rollout. Agree a maintenance window with affected users, especially for systems that support business operations.
4. Verify and record the result
- Confirm the installed version or update status.
- Check sign-in, network access and the business functions that depend on the system.
- Record the date, systems covered, result, issues and any follow-up owner.
- If the update fails, document the reason and the next review date.
Plan for systems that cannot be updated
Some older equipment or software may not support a current update. Record the business owner, reason, supplier support status and alternatives being considered. Ask a qualified IT provider or supplier to assess temporary risk-reduction steps, and set a date to review the decision. A workaround does not replace an update where one is available.
NIST’s guide to enterprise patch management describes planning, prioritising, installing and verifying patches as an ongoing process. Read the official NIST SP 800-40 Rev. 4 publication. You can also refer to our cybersecurity baseline for Hong Kong SMEs.
A documented update routine helps a business see what has been updated, what remains outstanding and who will follow up. Connet One can discuss a practical IT maintenance approach for your company.