Evergreen Software – What Is It and Are You Getting the Best Value From It?

Evergreen.  If you’re as old as me it might bring back horrible memories of Pop Idol and Will Young’s first Number 1 (I was never a fan of Pop Stars, Pop Idol, Popstars the Rivals or any of that whole genre of nauseating talent shows, but I digress). 

In the context of software systems, however, Evergreen is the name given to a software delivery model where new features or fixes in a product are delivered by small, regular, updates delivered automatically rather than the historical approach of providing software users with a single large annual or semi-annual update which they may or may not apply depending on whether they wanted any of the new functionality; thus, as your software is always up to date it is always the latest version.  It’s “ever green”.  Geddit?

An obvious example is the Microsoft 365 system which is ever-evolving with new tweaks and features added to it and others retired. It’s generally the case that systems where the product is supplied through Software as a Service (SaaS) / subscription model are delivered via an Evergreen model, because it simplifies the vendor’s support systems by only having to run one core version of the system code (albeit with configuration differences and data isolation between their clients).

Who wins with this model?

Evergreen software delivery methods do provide benefits for both the software vendor and customers.  By ensuring that all users remain in lockstep with each other on the latest (or nearly latest) version of an application, vendors simplify support by knowing all their users have the same underlying product rather than there being many variations to support.  Additionally, in the modern world where security issues can be readily exploited by bad actors who are on the lookout, Evergreen software can be less vulnerable to threats because any bugs or holes should be patched across all system users relatively quickly (although it doesn’t entirely eliminate the risk and should not be the sole protection for your systems).

Good for them. What about me as a customer?

In general, I would say it’s a positive move for customers.  Firstly, new features are available as soon as they are released so you don’t need to wait for your stretched internal team to arrange an upgrade with the disruption that often involves.  Secondly the release tempo, although varying between suppliers, should help features move more quickly from the user suggestion list, through development, and out to the live environment.  On the downside, it’s not unknown for functions to be removed due to apparent lack of usage or for there to be a change in the way the software supplier wants you to use their product, and if you are one of the people who make use of this then, well, that’s tough luck for you (for example: SharePoint Tags & Notes feature retired, Microsoft confirms “major 2026 update” to remove several Planner features, add new ones).

Another potential challenge can come from Integrating between multiple Evergreen solutions if not carefully managed the published API (Application Program Interface – the “connector” between the two systems) may not keep pace with functionality development meaning integrations may not offer the full functionality of the main application

A compelling argument for Evergreen software (and SaaS in general) is that it smooths out the cost of expensive business applications. In the “buy and maintain” model, the cost of an upgrade could be so considerable that firms had to assess if the functionality improvements were worth the cost and disruption, possibly resulting in “version paralysis” as upgrades were deferred because the business couldn’t justify the expense at the time. The Evergreen / SaaS model gives the advantage of removing basic software upgrades from a strategic investment decision cycle.

How do I make it worthwhile?

The move to SaaS in general and, by extension, Evergreen software usually means moving from the (now almost extinct) large scale upfront cost and low annual maintenance/support charge to a model where the cost is the same every month/year, and that payment continues for as long as you have the software.  Therefore, the key to getting value from the extra ongoing cost is to make sure that you are wringing every ounce of functionality out of the ever-evolving product by embracing the changes and making as much use of it as you can. 

My top tips are:

1. Subscribe to the release announcements mailing list provided by the supplier and set time aside to read each one to identify any new features that may be useful to your firm. Extending access to this to your users is also helpful as they may identify new features that you miss.

2. Maintain an accurate list of all the software (and the different levels of licence) you’re using within your organisation. This may seem obvious but if different departments or even teams are purchasing their own software or subscriptions, you will soon find that you have two, three or even more products offering overlapping or duplicated functionality, quite aside from it simply being good practice to ensure you have control over supplier due diligence. Being able to cross check this list with your release announcements may well reveal areas where you could replace an existing product with functionality from another one, saving ongoing costs and simplifying your IT environment.

3. Have an organisation-wide technological wish list! If some neat new feature has been added to a product you use, how will you know if it’s needed if you haven’t got a record that it’s wanted?  It can be really helpful to store this somewhere that everyone can access and submit new ideas to such as an intranet.  Make sure that the list is monitored so that duplicate ideas can be merged and the list doesn’t become 101 versions of the same feature worded slightly differently, and  dedicate some time to reconciling it with the mailing lists you’re subscribed to, as well as discussing it in account management meetings with vendors – they may be able to work with you on making the features a reality or be able to identify where the functionality already exists.