Be ready for the end of Windows XP

With less than a month to go before Microsoft pulls the plug on Windows XP, small and medium-sized enterprises (SMEs) should have made plans to switch to a newer operating system.

After support for Windows XP ends on April 8, users still running the old XP operating system face increased security risks, higher costs and lack of technical support.

But for many SMEs with little or no IT budget, upgrading every last computer can be daunting, especially if the job falls on a single employee or the business owner himself.

The upgrading process requires you to know which computers are running Windows XP and how to migrate them to a newer operating system, or whether you need to buy new devices.

To ease the transition, here is a checklist which covers the key steps to take to be ready well before April 8.

Evaluate your hardware needs: First, check if you are running Windows XP. You can do this by downloading the upgrade assistant at tinyurl.com/lyx56el.

If you are still on XP, it is likely that you are using an older desktop PC or notebook. Those machines did a great job providing a powerful Windows XP experience, but technology has improved dramatically since then.

Older hardware is not designed to support a modern operating system such as Windows 8.1 or the mobile demands of the modern workforce.

Since Windows 8 was launched, PC makers have built a variety of new devices which offer more choices. Most Windows 8.1 laptops come with touch displays which offer quick access to Windows 8's touch-based apps to meet the power and productivity needs of a mobile workforce.

Also, look out for Windows 8.1 hybrid devices which are capable of switching between laptop and tablet modes to suit your work patterns.

In addition to great mobile form factors, the choices of modern desktop computers are better than ever.

New all-in-one desktops in the Lenovo ThinkCentre Edge Series will give you a full-power desktop without taking up too much space.

If you are looking for maximum horsepower, check out the HP Z820 workstation for running high-end computing and visualisation applications.

But before buying a new PC, evaluate the special offers targeted at businesses that are upgrading from Windows XP.

Also, consider applying for the taxman's Productivity and Innovation Credit, which offers 400 per cent tax deduction or allowances and/or 60 per cent cash payout for investments in innovation and productivity improvements.

Your data: Once you know which devices make sense for your organisation, think about how you will move your company's data.

It is natural to feel nervous when it comes to moving years' worth of sensitive company data across devices, but advances in cloud technology make it easier than ever to back up, store and transfer files.

As you map out your migration strategy, include a plan for how you will back up sensitive files, as well as securely transfer your company data across PCs.

Microsoft has partnered software vendor Laplink to provide Windows XP users with a free data-migration tool. It copies files and settings from your Windows XP PC to a new device running Windows 7, Windows 8 or Windows 8.1.

It is available at tinyurl.com/o7at9tg. It will copy your files, music, videos, e-mail and settings from your old PC to your new device, transferring across your home or work network.

It will enable Windows XP users to customise exactly what they want to bring over to their new device.

Check your apps: Few things are as frustrating as picking a new device, moving over your data and sitting down to work, only to discover that a critical business application is not compatible with your new operating system or OS.

To avoid this, evaluate your applications before starting your migration. Not only should you check the applications downloaded directly onto your PCs, you should also check any Web-based applications you are using, to ensure they will work with an updated version of your Internet browser.

Microsoft has developed an Application Compatibility Toolkit that identifies which applications are compatible with the new versions of the Windows operating system.

The toolkit, part of the Windows Assessment and Deployment Kit, can be downloaded at tinyurl.com/8k4urxs. It helps to lower costs for application-compatibility evaluation by providing an accurate inventory of all your applications.

Deploy Windows 8.1: With your new hardware in place, data safely transferred and your applications up and running, your business is ready to take full advantage of a modern OS such as Windows 8.1.

If you have to install Windows 8.1 on an older computer, ensure that it is capable of running the new OS.

Refer to the Windows 8.1 system requirements website at tinyurl.com/anqhs8r.

Then, use the Windows Assessment and Deployment Kit, which will have all of the tools you need to customise, assess and deploy Windows operating systems to new computers.

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