Businesses, should you upgrade to Windows 8 ?

From small businesses to large corporations, the question many may be asking is should we upgrade to Windows 8 when it becomes available, possibly this year ?

An additional question many may ask, would upgrading to Windows 8 enmass make sense financially ?

Evaluate how you use your computers ?

The first step is to evaluate how you use your computers today. It is best to divide your computers into two groups, (1) those which require internet access and (2) those which do not require internet access.

Starting with those which do not require internet access, next consider the software you use on them. Do you write your own inhouse software ? If so, you can easily extend the lifespan of these computers far beyond the normal lifespan of computers. As long as the computers are not exposed to the threats from internet connections (or end users installing bad software), they should be relatively safe to use for a long time. If they are connected to a network, it should only be an inhouse network which again is not exposed to outside dangers via the internet. I have found that just because it is easy to connect to the internet, this does not mean that you should have all your computers connected. You can significantly extend the lifespan of many of your computers, simply by controlling how they are used. Even computers with Windows XP can still have a long life span yet, if used properly.

Windows XP still tends to be the bottom minimum specification for even a lot of mass market software, so if you are sure the software you purchase is safe to use and it can still run on Windows XP, then there is no reason you can not continue to extend the lifespan of these computers. So whether you have Windows Vista or XP, try to find ways to keep these computers running as long as possible.

The computers which will be exposed to the internet or networks which can not be guaranteed 100% secure, really should have been upgraded to Windows 7 by now. We are getting near to the end of the Windows 7 retail life cycle (meaning once Windows 8 is released it will get progressively harder and harder to get copies of Windows 7). If a computer is running Windows Vista, but is not equipped to run Windows 7, then you can continue to use it as long as your security software can be updated. You have to weight the costs of upgrading it to Windows 7, versus using it just a few more years and then spending the saved money on a new computer with Windows 8.

Define a downgrade path for all your computers.

Computers can be used far longer than the industry may suggest, but the key is to define a downgrade path for your computers. Especially if your business has many computers, then defining this downgrade path can be vital to spending your money wisely. As already explained, your computers should be divided into two groups and those which are getting older and possibly are not worth upgrading, should be downgraded into the group which do not require security measures, like those which are connected to the internet or a network which can not be guaranteed secure. For example, say you have an excellent CAD application which you can see being used for many more years. There is no reason the computer can’t be turned into a standalone unit and used only for CAD drawing. With the advent of inexpensive USB flash drives it is easy to move data from such computers to others safely. When moving data from connected computers to standalone units, the USB drives can be scanned for viruses on the connected computer. There is no reason why older computers can not be used as standalone word processors, CAD systems or be connected to manufacturing machines.

Another trick, which I like to use, which can decrease costs is to reuse quality monitors and keyboards via KVM devices (keyboard, video, mouse splitters). Rather than purchase a full new computer system when Windows 8 is released, you can just purchase the computer without a mouse, keyboard or monitor. Then using a KVM switchbox, connect your older computer and your new Windows 8 computer so they share your keyboard, mouse and monitor. If the older computer (ie. XP) is no longer secure, you can disconnect it from any networks or the internet. Your older computer can be used to extend the life of software which does not run well on Windows 8 and you can easily switch between the two computers. The money saved by reusing the monitor, keyboard and mouse is better spent on buying a better Windows 8 PC and you still have a purpose for your older computer.

Since monitors, keyboards and mice have a much longer life span (usability) than the computers do, in your downgrade path plan, you don’t have to move them with the computers. Computers which are downgraded, can be moved to another office or department and can use an older monitor or keyboard already there. Even very old CRT monitors can still be used on the bottom rungs of the downgrade path.

Buying a new PC is less of a hassle than upgrading.

If a computer has even a few years on it, I have found that it is often better to simply buy a new computer rather than to upgrade an older one. Even if you have computers with Windows 7 on them and they are say two years old when Windows 8 is released, sometimes it may be better to just buy a new PC with Windows 8 installed than to upgrade. The differences in the hardware such as CPU’s, memory speeds, etc. which occur in just a few years can make a big difference when using a new operating system. If you have a well designed downgrade path defined, those Windows 7 computers can still have a long life. Unlike gamers who may buy high end computers or build their own, businesses often have mass market or mid-level computers, so there may be big differences between a new computer and one which is two or three years old. Buying a new PC with Windows 8 may just make sense then.

Avoid upgrading enmass!

By defining a consistant and reasonable downgrade path for your companies computers, you can still be current when it makes a difference and not have to wait. The sooner you get started in working with the latest operating system, the better equipped you will be to know when you need to upgrade (or buy new) to Windows 8. The first step is to evaluate where a few new Windows 8 computers (or tablets) could have significant benefits to your business. Maybe some sales people would benefit from getting new a Windows 8 ultrabook. It would be worth experimenting to see if Windows 8 tablets could be useful for specific situations. The key is to not simply upgrade enmass just because Windows 8 is new and exciting and the latest operating system. By taking it in steps, you can progressively downgrade your current PC’s so they are still useful and then where there is a need at the top tier, add new Windows 8 computers. This will allow a small percentage of your companies employees to experience Windows 8 and this will provide better feedback of when and where moving to Windows 8 may make sense.

Where Windows 8 and Metro may shine.

Personally I see Windows 8 becoming useful in two areas. One is with Tablet PC’s. If you have plans to start adding some tablet PC’s to the business, then Windows 8 may be your best choice. I have a Windows 7 tablet, also with Windows 8 Preview installed and I prefer Windows 8 more. It can do everything Windows 7 can, but the touch interface is much better, especially the on screen keyboard. If you want to start adding Windows tablets to your business now, then I suggest making sure the tablet will be well suited to upgrading to Windows 8, which definitely will be worth it. A screen size of 1366 x 768 or better is preferable and a decent size SSD would be good. If you can find a tablet with a dual core CPU, that will be a plus. If you choose correctly, you don’t have to wait until Windows 8 is released to purchase a tablet PC. Prices right now are dropping for Windows 7 tablets so if you find a great deal now, then it would be worth purchasing the Windows 7 tablet now and then later upgrade to Windows 8. For example, I recently found a deal for an ExoPC , which is well suited for Windows 8, with Windows 7 installed which had a normal retail price of $699, but was on sale at the Microsoft Store for only $399. One could purchase a tablet like that now and later upgrade to Windows 8 for less than the normal full retail price of the tablet. So as we get closer and closer to Windows 8 being released, keep your eye out for some deals on Windows 7 tablets and don’t be afraid to purchase one, because prices should continue to drop to more reasonable prices.

Windows 8 and touch is not just good for tablets. If you can find a good deal on a touch enabled monitor now for use with Windows 7, you may find it beneficial to upgrade a desktop to Windows 8 when it is available, but buy a touch monitor now. Touch is not useful for everything and for some it may not make sense, but for some situations a large touch enabled monitor can provide some benefical use, especially if you create inhouse software, where you can find some uses for it. For example a sale staff, my find a large touch monitor useful for colloboration, if mounted to the wall so all can work with it. Be creative and if it can improve productivity, then consider a touch monitor, the larger the better. You will get good results with Windows 7 and when you are ready even better from Windows 8 when you upgrade.

So when it comes to touch, whether tablets or large size touch enabled monitors, Windows 8 very likely will be a good choice for upgrades. Since a decent Windows 7 desktop computer or tablet should be able to run Windows 8, it may be worth simply upgrading to Windows 8 when it is released.

The key to upgrading.

So the key to upgrading is to have a well defined downgrade path as described above so you can progressively introduce a new generation of computers slowly, while still making good use of your older computers. Simply put, don’t waste anything. A computer should only be pulled out of use when there is absolutely no use left for it anymore. I work with Windows 8 (Preview Build), Windows 7, Windows Vista and also Windows XP. Windows XP (service pack 3) is still my primary workhorse computer. I even have a Windows 95 computer, which is still useful to run older software, which is still useful. Businesses don’t need to jump of a cliff like a bunch lemings when Windows 8 is released by upgrading enmass. Do it progressively with a well thought out downgrade plan, so all the new Windows 8 PC’s (or upgrades) you purchase are put to good use getting the most out of the new operating system, while you make sure older computers continue to be used as long as possible. If you save money by not upgrading a number of computers where it makes little sense, some of the money saved can be used to purchase a few new Windows 8 computers for use in areas where it really may make a difference. By not upgrading enmass and keeping your Windows XP, Vista and 7 computers useful, you will have more free cash to spend on totally new things like Tablet PC’s or Touch enabled desktops running Windows 8 and likely better quality ones. Especially with Tablet PC’s, better quality CPU’s and graphics could make a big difference, so spend your money wisely. Put it to use where it would make the biggest difference. If you hold on to a few XP computers a little longer and for example spend the money on a better Windows 8 tablet, you may find the tablet experience far more beneficial in the long run.