Now business depends on a software system for daily tasks. Let’s imagine then one day, your software provider tells you they won’t renew the support contract. This means if the system has problems, there will be no one to help. For a company, especially one like a pharmacy chain with 40 branches, this could cause big issues.
Why Losing Support Is a Risk
Without technical support, the company might face:
- System failures are happening. If the software breaks down, none of the branches can operate. Sales stop, and customers leave empty-handed.
- Data problems coming. Errors might lead to lost or incorrect sales and inventory data.
- Companies must submit accurate reports to regulatory bodies. If they can’t, there could be fines or legal problems.
- Delays in operation process. Without quick support, even small issues could cause big delays, slowing down daily work.
Step 1: Understand How the Software Is Used
The first thing to do is look at how the software is used in your company is:
- Identify key tasks
Which processes rely on the software? For a pharmacy, these might include sales tracking, inventory management, and reporting.
- List possible problems
What could happen if the software stops working?
If the sales system goes down, all 40 branches may stop processing sales. Stock levels won’t update, causing confusion.
Step 2: Back Up Your Data
Data is critical. Losing it could stop the business:
Make sure sales, inventory, and financial data are backed up daily.
Test Backups
Check that your backups can be restored without problems.
Share Access
Ensure staff knows where backups are stored and how to use them.
The pharmacy automates backups to the cloud, so data from all 40 branches is safe and easy to restore if needed.
Step 3: Find New Support Options
If your current provider won’t help, look for other support options:
Look for companies or freelancers who can provide support for your software.
- Community support
If the software is widely used, online forums or communities might offer help.
The pharmacy hires a local IT firm to provide ongoing support and ensure fast fixes when needed.
Step 4: Create a Plan for Failures
Prepare for possible problems:
- Make a simple plan
Write down what to do if the system stops working. Include steps like contacting support, using backups, and switching to manual processes.
- Assign roles
Decide who will do what in a crisis, such as calling support or handling customer communications.
- Practice
Run practice drills to make sure everyone knows the plan.
The pharmacy does a drill where they simulate a system failure. Staff switch to manual processes for sales and stock tracking, and the IT team tests restoring from backups.
Step 5: Look for New Software Solutions
- Cloud software
These often include built-in support and regular updates.
- Flexible systems
Look for software that multiple vendors can help with, reducing dependency on one provider.
- Scalable options
Choose a system that grows with your business.
The pharmacy explores cloud-based systems that offer real-time updates and built-in technical support for all 40 branches.
Step 6: Negotiate for Extra Support Time
- Request documentation
Ask for guides and technical details to help your IT team or new support provider.
- Ask for training
Get your team trained on managing the software without help.
- Extend support temporarily
Even a few extra months of support can give you time to prepare.
The pharmacy negotiates a 3-month extension of support, giving them time to fully switch to a new system.
Step 7: Keep Improving Your Plans
Even after finding new support, stay ready for future problems:
- Review performance
Regularly check how well the new system works and update your plans as needed.
- Update plans
Make sure your crisis response stays effective as your business grows.
The pharmacy reviews its systems every quarter to ensure smooth operations across all branches and updates its support and recovery plans accordingly.
Losing software support doesn’t have to cause chaos. By planning ahead, backing up data, and finding new support options, businesses like this pharmacy can avoid disruptions. With a solid plan, even the loss of technical support won’t stop your business from running smoothly. Take action now to keep your operations secure and ready for anything!
About the Author: Olga Pascal
