The Hidden Cost of Standing Still

In today's digital landscape, standing still is not a neutral act. We often see organizations clinging to outdated tools: unsupported Access databases, untouched SharePoint workflows, or custom apps only one person understands. These systems may still “work,” but they’re slow, fragile, and prone to failure, leading to lost time, frustrated users, and growing technical debt.

Microsoft’s recent announcement about the retirement of SharePoint Alerts is a perfect example of how the tech landscape is evolving. Microsoft is phasing out older functionality in favor of modern, secure, and integrated solutions like Power Automate and SharePoint Rules. Waiting to make these updates doesn’t just risk disruption, it can multiply costs when rushed fixes or full rebuilds become unavoidable.

This article breaks down what we see every day: the real-world impact of delays, the hidden costs of standing still, and the business case for proactive modernization. You deserve to understand them.

Real-World Impact: The cost of delays

What starts as a “quick fix” or a decision to “wait until next quarter” can easily turn into a costly scramble when systems fail or can no longer be supported.

Delays can:

• Undermine user trust in outdated tools that are slow, unreliable, or confusing.

• Increase support costs as IT teams spend more time maintaining/babysitting legacy systems instead of building new value.

• Limit access to new features and integrations, making it harder to innovate or respond to business needs.

• Create compliance and security risks when unsupported platforms fall out of alignment with modern standards.

Let’s get real. These aren’t just “what ifs,” they’re the stuff of IT urban legends (except they actually happened)!

Southwest Airlines faced over $1 billion in losses after its legacy systems failed to adapt during a holiday disruption. The cost of waiting goes far beyond licensing or development, it affects productivity, customer experience, and even brand reputation.

 When to Modernize vs. When to Wait

Ok, now that we are all on board, let’s make a plan. Not every system needs to be rebuilt today. Knowing when to modernize is critical.

Spotting the right moment to modernize doesn’t require a crystal ball. Look for these telltale signs:

• You’re spending more time maintaining than improving. If your team is constantly fixing bugs or working around limitations, it’s time to consider a rebuild.

• Your tools are holding back your business. They are flip phones in a smartphone world. Legacy systems that can’t integrate with modern platforms or scale with your needs are costing you more than you think.

• You’re dependent on a single person to keep things running. If only one person understands how your system works, you’re one resignation away from a crisis.

• You’re delaying updates due to fear of disruption. The longer you hit snooze on modernization, the bigger the wake-up call when change finally comes.

• You’re exposed to security or compliance risks. Unsupported platforms and outdated processes can leave you vulnerable.

  
  

If none of these apply, it might be okay to wait, but with a plan. Set a timeline, budget for the future, and revisit regularly. If any of these scenarios ring a bell, it’s time to sound the modernization alarm. Think “Avengers, assemble!” but with less spandex and more system upgrades.

Setting your team up for success

Ready to kick off your modernization adventure? Here are some steps to get you started on the right foot!

• Watch the full free webinar here. This one-hour session will give you tools to plan and prioritize your modernization efforts!

• Audit your current systems to identify outdated apps, unsupported databases, or manual processes that are slowing your team down. If this sounds daunting, tools like Microsoft’s CoE toolkit can help with transparency!

• Get trained. With low-code technology, subject matter experts within your organization can be the ones helping you lead the modernization charge. Shane’s upcoming  Power Apps & Power Automate 201 course offers expert-led sessions designed to help your team build modern Power Platform solutions with confidence.

• Identify the cost of modernization. Collaborate with technology experts who have experience developing similar solutions; external guidance can be highly valuable. Your partners can assist you in forecasting timelines and costs, enabling the establishment of realistic expectations. Of course, this is where we tell you to contact us.

Don’t wait for a system failure or forced retirement; start planning your modernization strategy today.