Are You Prepared for Ever-Changing Technology? Here’s How to Approach It with Strategic Technology Planning

Technology doesn’t slow down. Just as you finish training on a new platform or finally stabilize your systems, something shifts. A vendor announces the end-of-life for a core application. A long-anticipated sunset date actually arrives instead of getting delayed again (and again). Security risks grow. Or a new capability emerges that your current infrastructure just can’t support (the AI flywheel, for example).

It’s not just change, it’s the speed, complexity, and compounding nature of it.

The real question is: Are you planning for it, or reacting to it?

The Trap of Reaction-Based Technology Management

Most organizations don’t mean to fall behind. But when your technology environment grows organically, one tool here, one upgrade there, it becomes hard to see the big picture. Over time, your systems become fragmented, outdated, or overly complex. Strategic alignment gets lost. Innovation stalls.

Then that message arrives: a core system is going off maintenance. And suddenly, the pressure is on.

The good news is that it doesn’t have to be this way.

Think Strategically, Not Reactively

Organizations that navigate change successfully are not the ones chasing trends. They are the ones who pause, assess the whole picture, and make deliberate choices. In consulting parlance, they practice Strategic Technology Planning (STP) Simply, STP is a proactive approach that aligns technology with organizational goals, builds long-term value, and ensures resilience in a rapidly shifting landscape.

And it’s not just about planning for what’s new. It's also about planning for what’s going away.

Plan Ahead for Sunsetted Technology

A big part of smart technology planning is knowing when systems will be sunsetted (either by the software company or more importantly, your own organization) and budgeting for their replacement. Vendors often provide clear end-of-support dates years in advance, but too many organizations put off addressing these timelines until the last minute.

That delay can lead to a cocktail of budget panic, disrupted operations, rushed system selection and missed opportunities to improve workflows. Instead of getting caught off guard, treat known end-of-life dates as planning anchors.

Questions to Ask:

• What systems should we proactively consider for replacement in the next one to three years?

• What systems are scheduled to go off maintenance in the next one to three years?

• What departments and processes depend on them?

• Have we identified replacements that align with our long-term goals?

• Have we budgeted and built time for implementation and training?

• Can we use this as a chance to streamline or modernize (read: do both)?

When you integrate sunset planning into your roadmap, you gain predictability and avoid disruption.

The PACE Model: A Smarter Approach to Tech Planning

At MSSBTA, we use the right tool to address the right problem. One such tool is the PACE model, which we use to guide organizations through the Strategic Technology Planning. It provides structure, helps you make confident decisions, and reduces unnecessary complexity.

P – Plan for the Future

Start with your business strategy. What outcomes are most important? What capabilities will you need? Identify the systems that support your vision and the ones that no longer do.

A – Assess the Present

Take inventory of your current tech stack. Document vendor support timelines, licensing, integration challenges, and current performance.

C – Coordinate the Roadmap

Map out a phased modernization strategy. Prioritize replacements for end-of-life systems and align new investments with strategic goals and budget cycles.

E – Evolve Continuously

Build in time each year to revisit the roadmap, assess vendor changes, and adjust your plan and budget. Technology doesn’t stand still, and your plan shouldn’t either.

Why Does This Matters Now?

Simply, organizations need a clear, and proactive Strategic Technical Plan. Consider the trends:

• Systems are aging out faster than ever

• AI and automation are advancing rapidly

• Cybersecurity threats are increasing

• Budgets are under pressure

• Users expect seamless digital experiences
  

And these trends are coming, whether you are ready or not. Postponing decisions until you're forced to act can create significant challenges. Waiting rarely leads to better outcomes. It usually just creates more complexity, cost, and stress.

What Leaders Should Do Next

Even if you are not in IT, you can ask the right questions and advocate for better planning. Start with these steps:

1. Ask for a current inventory of all core systems, including support timelines

2. Identify which systems are approaching end-of-life within the next two to three years

3. Prioritize these systems for review and replacement planning

4. Engage department leaders to understand current pain points and future needs

5. Build a phased roadmap tied to organizational goals and funding availability

6. Include training, change management, and communications in your plan

7. Revisit the roadmap every year and update it based on business priorities

Strategic Technology Planning Creates Breathing Room and Momentum

When you stop reacting and start planning, you unlock real value. Instead of focusing on quick fixes, you can:

• Identify better tools to support your teams

• Improve integration and streamline workflows

• Reduce complexity and cost

• Explore automation and AI when the timing is right

• Build a more resilient and future-ready technology foundation

Let’s Build a Smarter Roadmap, Together

If your systems are showing their age, or if you already know what’s going away, now is the time to act.

At MSSBTA, we can help. Let’s take the guesswork out of modernization, get ahead of what’s coming and build a foundation that helps you scale, adapt, and lead. When you know something is going away, your choice or others, don’t wait for it to break. Plan for it, align it, and replace it with something better. That’s how you stay ready for change, not buried by it.