Quick answer: Businesses keep software and devices updated across the company by combining centralized patch management tools, mobile device management (MDM) platforms, scheduled maintenance windows, and clear update policies. These systems automate the detection, testing, and deployment of updates across every endpoint, reducing security risk while minimizing disruption to daily operations.
Keeping every laptop, server, and smartphone updated sounds simple until you’re responsible for hundreds or thousands of them. One unpatched laptop in the accounting department or a forgotten firmware update on a warehouse scanner can open the door to a breach that costs far more than the update itself would have. Yet manually checking every device for outdated software isn’t realistic once a company grows past a handful of employees.
That’s why organizations rely on structured update strategies instead of ad-hoc fixes. These strategies combine specialized software, defined schedules, and company-wide policies to make sure updates happen consistently, safely, and without grinding productivity to a halt.
This post breaks down exactly how businesses manage software and device updates at scale, the tools that make it possible, and the best practices IT teams use to avoid downtime, security gaps, and employee frustration.
Why does keeping software updated across a company matter so much?
Outdated software is one of the most common entry points for cyberattacks. When a vendor releases a security patch, it’s often because researchers or attackers have identified a vulnerability. Once that patch is public, cybercriminals know exactly what weakness to target in any system that hasn’t applied it yet. The 2017 WannaCry ransomware attack, for example, spread rapidly across organizations that hadn’t applied a Microsoft security patch that had already been released months earlier.
Beyond security, outdated software also creates compatibility issues, slows down performance, and can disqualify a business from compliance certifications like SOC 2, HIPAA, or ISO 27001, many of which require documented patch management processes.
Choose a proactive update strategy if your business handles sensitive customer data, operates in a regulated industry, or relies on multiple interconnected systems. Smaller teams with fewer endpoints may get by with lighter processes, but the underlying principle stays the same: unpatched software is a liability that grows with every device left behind.
What is patch management, and how does it work?
Patch management is the process of identifying, acquiring, testing, and installing updates (patches) for operating systems, applications, and firmware across an organization’s devices. It’s the backbone of most enterprise update strategies.
A typical patch management cycle includes:
- Discovery: Scanning the network to inventory every device and the software versions running on them.
- Assessment: Identifying which available patches are relevant, critical, or optional based on each device’s configuration.
- Testing: Applying patches to a small test group first to catch compatibility issues before a company-wide rollout.
- Deployment: Pushing the patch to all applicable devices, often during scheduled maintenance windows.
- Verification and reporting: Confirming installation success and logging the results for compliance and audit purposes.
Dedicated patch management platforms, such as Microsoft Endpoint Configuration Manager, Ivanti, or Automox, automate most of these steps. Instead of IT staff manually updating each laptop, the software pushes approved patches to every enrolled device based on predefined rules.
How do businesses manage updates across different types of devices?
Modern companies rarely deal with just desktop computers anymore. A typical organization needs to update laptops, smartphones, tablets, servers, and increasingly, Internet of Things (IoT) devices like smart cameras or sensors. Each device type requires a slightly different approach.
How do businesses update employee laptops and desktops?
Most companies use endpoint management software to push operating system and application updates automatically. Tools like Microsoft Intune or Jamf (for Apple devices) allow IT administrators to set rules for when and how updates are installed, such as overnight or during a scheduled lunch break, so employees aren’t interrupted mid-task.
How do businesses update mobile devices like phones and tablets?
Mobile Device Management (MDM) software handles company-issued and, in some cases, personal (BYOD) devices. MDM platforms can enforce minimum OS versions, remotely push app updates, and even block access to company resources from devices that haven’t met update requirements. This matters more each year as mobile devices increasingly handle sensitive business data.
How do businesses update servers and backend infrastructure?
Server updates typically follow stricter testing protocols because downtime affects more than one employee; it can affect an entire customer base. IT teams usually schedule server patches during off-peak hours and may use staged rollouts, updating a portion of servers first to confirm stability before patching the rest.
How do businesses update IoT and specialty devices?
IoT devices, like smart locks, printers, and warehouse scanners, often get overlooked because they aren’t thought of as “computers.” However, these devices run embedded software that needs firmware updates just like any laptop. Businesses with a large footprint of connected devices typically use specialized IoT management platforms to track firmware versions and schedule updates centrally.
What tools do businesses use to automate software updates?
Choose automated tools if your organization manages more than a handful of devices, since manual updates simply don’t scale. Common categories include:
- Endpoint Management Platforms: Tools like Microsoft Intune, Jamf, and Kandji manage updates, security settings, and app installations across company devices from a single dashboard.
- Patch Management Software: Solutions like Ivanti, Automox, and ManageEngine Patch Manager Plus specialize in scanning for missing patches and deploying them automatically.
- Mobile Device Management (MDM): Platforms like Microsoft Intune, VMware Workspace ONE, and Google Endpoint Management enforce update compliance on smartphones and tablets.
- Configuration Management Tools: Tools like Ansible, Puppet, and Chef are often used by DevOps teams to maintain consistent software versions across servers and cloud infrastructure.
Choose a unified platform like Microsoft Intune if your business wants to manage both desktops and mobile devices from one place. Choose specialized patch management software like Automox if your priority is granular control over operating system and third-party application patches across a mixed environment of Windows, macOS, and Linux devices.
What best practices help businesses keep updates consistent?
Establish a clear update policy
A documented policy defines who is responsible for updates, which devices are covered, how often updates are checked, and what the escalation process looks like when a critical patch is released. Without a written policy, update responsibility can fall through the cracks between IT, department managers, and individual employees.
Use scheduled maintenance windows
Rather than pushing updates the moment they’re available, most businesses schedule maintenance windows, often overnight or on weekends, to minimize disruption. Critical security patches, however, are usually treated as exceptions and deployed as soon as they’re verified safe.
Prioritize based on risk
Not every update carries the same urgency. Security patches addressing actively exploited vulnerabilities should be prioritized above minor feature updates. Many patch management tools include severity ratings (critical, important, moderate, low) to help IT teams triage their rollout order.
Test before deploying company-wide
Pushing an untested update across thousands of devices can backfire if it introduces bugs or compatibility issues. A staged rollout, starting with IT staff, then a small department, then the full company, catches problems early before they become company-wide outages.
Maintain an accurate device inventory
Businesses can’t update what they don’t know exists. Asset management software that tracks every device, its operating system, and installed applications is the foundation of any reliable update strategy.
Enforce compliance with automated alerts
Many endpoint management tools can automatically flag or restrict devices that fall out of compliance, such as blocking a laptop from accessing company email until it installs an overdue security patch. This closes the gap left by employees who ignore update prompts.
What challenges do businesses face when managing updates at scale?
Even with the right tools in place, update management isn’t without friction. Common challenges include:
- Remote and hybrid workforces: Devices that aren’t regularly connected to the company network can miss scheduled updates, requiring cloud-based management tools that work outside the traditional office firewall.
- Legacy systems: Older software or hardware may not support the latest updates, forcing businesses to weigh the cost of upgrading against the security risk of staying outdated.
- Employee pushback: Forced restarts or update prompts during work hours can frustrate employees, which is why scheduling flexibility matters.
- Third-party application sprawl: Operating system updates are relatively easy to automate, but the dozens of third-party apps a company uses (browsers, productivity tools, niche industry software) each come with their own update cycles that need tracking.
Choose cloud-based endpoint management if your workforce is largely remote, since these tools don’t rely on devices being connected to an internal network to receive updates.
Keeping your company’s software and devices current
Businesses that stay ahead of updates treat it as an ongoing operational discipline, not a one-time project. Centralized management platforms, clear policies, and a culture that treats updates as a security necessity rather than an inconvenience all play a role in making this manageable at scale.
If your organization is still relying on manual checks or scattered reminders, start by building an accurate inventory of every device and application in use. From there, evaluate endpoint management and patch management platforms that fit your mix of devices, and establish a written policy so update responsibility doesn’t depend on any single person remembering to hit “install.”
Frequently Asked Questions
How often should businesses update their software?
Critical security patches should be applied as soon as they’re tested and verified, often within days of release. Non-critical updates, like minor feature releases, are typically batched into scheduled maintenance windows, often monthly, to reduce disruption.
What’s the difference between patch management and mobile device management (MDM)?
Patch management focuses on identifying and deploying software and operating system patches, typically for desktops and servers. MDM is a broader platform that manages mobile devices specifically, covering app updates, security settings, and remote device controls in addition to patching.
Can small businesses manage updates without dedicated IT staff?
Yes. Many endpoint management platforms, like Microsoft Intune, offer scaled pricing for small businesses and can automate much of the update process without requiring a full-time IT department.
What happens if a business doesn’t keep its software updated?
Unpatched software leaves known security vulnerabilities exposed, increasing the risk of ransomware, data breaches, and compliance violations. It can also lead to compatibility issues and degraded system performance over time.
Is it risky to automate software updates company-wide?
Automatic updates carry some risk if they aren’t tested first, since a faulty patch could cause compatibility issues or downtime. This is why most businesses use staged rollouts, testing updates on a small group before deploying them across the entire company.