How to Manage Software Updates in Your Small Business

Good Intentions Aren't Enough

Most small business owners know they should keep their software updated. The challenge isn't awareness — it's execution. Updates get dismissed because they arrive at inconvenient times. Staff click "Remind me later" and then forget. Devices that aren't used every day fall behind. Niche software used for specific business functions doesn't come with automatic update notifications.

The result is a patchwork of devices and software at different versions, with security gaps scattered throughout. Attackers are very good at finding those gaps. A practical, repeatable approach to update management closes them systematically — without requiring you to think about it constantly.

Understand What You're Managing

You can't manage updates for software you don't know exists. The starting point is a simple inventory. For each computer, server, and device in your business, document:

• The operating system and current version
• Key business applications installed and their versions
• Who is responsible for keeping that device updated
• Whether automatic updates are enabled

This doesn't have to be elaborate. A shared spreadsheet is fine. The act of building the inventory often reveals surprises — old software nobody realised was still installed, devices running outdated operating systems, or applications that haven't been updated in years.

Enable Automatic Updates as the Default

For most operating systems and major applications, automatic updates are the most reliable way to stay current. Treat automatic updates as your default policy — anything that can auto-update should be configured to do so.

Windows

Windows Update in Settings handles operating system patches. Enable "Download updates automatically" and "Install updates automatically." If you're running Windows 10 or 11 Pro or higher, Group Policy gives you more control over update timing — useful if you want to delay updates briefly to catch any initial release issues before they reach your computers.

macOS

In System Settings > General > Software Update, enable all automatic update options. Enable "Install Security Responses and system files" specifically — this allows Apple to deploy rapid security patches independently of the regular update cycle, which can be important when critical vulnerabilities are disclosed.

Microsoft 365 and Office apps

For Microsoft 365 desktop applications (Word, Excel, Outlook, etc.), updates are distributed through the Microsoft 365 update channel. By default, updates install automatically in the background. You can verify this is configured correctly via File > Account > Update Options in any Office application.

Third-party applications

Applications like Adobe Acrobat Reader, Zoom, web browsers, and other common tools typically have their own update mechanisms. Check the settings of each key application and enable automatic updates where available. Browsers in particular should always be kept current — Chrome, Firefox, and Edge all support automatic background updates.

Dealing With Software That Doesn't Auto-Update

Not everything updates automatically. Industry-specific software, older legacy applications, and firmware for network devices, printers, and IoT devices all require manual attention. For these, you need a scheduled process.

Set a monthly reminder — the first Monday of each month works well — to:

1. Check for firmware updates on your router and any managed switches
2. Check for updates to any software not covered by automatic updates
3. Confirm that automatic updates have actually been applying on each device (check update history in Windows Update, or System Settings on macOS)
4. Note any devices that are falling behind and follow up

This monthly check takes 20 to 30 minutes and dramatically reduces the chance of a critical gap being overlooked for an extended period.

Patch Management Tools for Small Business

If you have more than a handful of devices, manually checking each one becomes impractical. Patch management tools let you monitor and deploy updates across all your devices from a central location.

Microsoft Intune

Included with Microsoft 365 Business Premium, Intune lets you manage Windows Update policies, enforce update compliance, and report on which devices are running which software versions. It also covers iOS and Android devices for mobile patching management.

Jamf Pro / Jamf Now

For businesses running Apple devices, Jamf is the leading MDM and patch management platform. Jamf Now is the small business version, with a simple interface and a free tier for up to three devices. It allows you to push macOS and iOS updates to enrolled devices and confirm compliance.

NinjaRMM / NinjaOne

A popular choice among managed service providers (MSPs) and IT-savvy small businesses, NinjaOne supports patch management across Windows, macOS, and a range of third-party applications. It provides a clear dashboard showing which devices are patched and which are outstanding.

Managed service providers

If managing updates in-house isn't practical, many Australian IT managed service providers (MSPs) offer patch management as part of their service. They take on responsibility for monitoring and applying updates across your devices, typically for a monthly per-device fee. For businesses without dedicated IT staff, this is often the most cost-effective approach.

Prioritising What to Patch First

When multiple updates are available, not all are equal. Prioritise:

• Security updates rated critical or high severity — these address the most dangerous vulnerabilities and should be applied as quickly as possible, ideally within 48 hours for internet-facing systems
• Internet-facing software — your web browser, email client, VPN software, and anything that communicates directly with the internet should be patched first
• Operating system patches — these have the broadest impact on system security
• Other applications — important but can follow the 2-week standard if not internet-facing

The Australian Signals Directorate publishes alerts about critical vulnerabilities affecting common software at cyber.gov.au. Subscribing to their alerts is a free and practical way to stay informed about the most urgent patching priorities.

Testing Before Deploying

Patches occasionally cause unexpected issues with other software or configurations. For critical business systems, it can be worth applying patches to one or two non-critical devices first, waiting a day or two, and then rolling out to the rest if no issues arise. This balances security with operational continuity — though for critical security patches, the risk of delaying typically outweighs the risk of a compatibility issue.

Key Takeaways

• Build a simple inventory of devices and software to know what needs managing
• Enable automatic updates on all operating systems and major applications as the default setting
• Schedule a monthly check for software and firmware that doesn't auto-update
• Prioritise critical security updates — especially for internet-facing software — applying them within 48 hours
• Consider patch management tools like Microsoft Intune or Jamf Now for centralised oversight across multiple devices
• Subscribe to ASD alerts at cyber.gov.au to stay informed about urgent patching priorities

A structured approach to software updates is one of the highest-impact things your business can do. See how your update practices measure up with the free assessment at flagged.com.au — and get a clear picture of where to focus your efforts.