As a lifelong space enthusiast, I’ve followed the International Space Station (ISS) for years. Its design, international collaboration, and the engineering marvel of keeping it running continuously in orbit is something to behold. But even something as extraordinary as the ISS has a limited lifespan. NASA and its partners have started planning for its deorbit and eventual replacement, expected sometime in the early 2030s. It’s a reminder that in technology, everything eventually reaches the end of its mission.
That kind of long-term planning is something IT leaders can learn from. We often spend time and energy on deploying the newest systems, rolling out software, and expanding infrastructure. But what’s easier to overlook is the other end of the timeline: how and when those same systems will be retired.
Whether it’s a mission-critical application, an aging server, or even an entire operating system like Windows 10, thoughtful end-of-life (EOL) planning is an essential part of responsible IT leadership. This post explores how organizations can build EOL planning into their processes and why it should be treated as just as important as any launch.
Everything Has a Lifecycle
Most organizations have some sort of hardware refresh cycle. Laptops are typically replaced every 3 to 5 years. Servers and networking equipment may follow similar or slightly longer timelines. But lifecycle planning shouldn't stop with hardware.
On the software side, many tools have clearly published EOL timelines. Microsoft, for instance, will officially end support for Windows 10 in October 2025. This is right around the corner, and migrating an entire fleet of machines and ensuring compatibility across an organization takes time and budget.
Beyond major operating systems, you may also be relying on:
- On-premises server software nearing EOL
- Cloud applications that no longer meet current needs
- Older tools that pose compatibility or security risks
Treating software and services with the same lifecycle rigor as hardware is essential.
What Should You Be Thinking About?
Effective EOL planning involves more than just unplugging, uninstalling, or unsubscribing. Consider the following questions when planning for EOL:
Hardware: Is this device still under warranty? Are components available for repair? How reliable is it under current workloads?
Software: Is it still receiving security patches? What happens if support ends? Are integrations affected?
SaaS Applications: Are we actively using this platform? Who owns the contract? What happens to the data upon termination?
Licensing: Are licenses tracked and renewed appropriately? Is there an opportunity to consolidate, reduce, or discontinue usage?
Dependencies: What business processes or other systems rely on this? Can we remove it without downstream impact?
Risk and Compliance: Could continued use violate internal policy, regulatory requirements, or cybersecurity best practices?
Decommissioning: What is the process to archive data, reassign ownership, or remove credentials securely?
Cloud Software Needs an Exit Strategy Too
Cloud and subscription-based tools (SaaS) can feel more "evergreen," especially with their continuous updates. But just because a product doesn't get a formal EOL announcement doesn't mean it can or should live forever.
SaaS sprawl is real. Many organizations accumulate tools over time—some of which become obsolete, redundant, or unused. Without formal review cycles, these apps persist quietly in the background, consuming budget and creating potential security risks.
A few ways to address this:
- Regularly audit active SaaS tools for usage and relevance
- Centralize contract and license management
- Establish clear owners for each tool who are responsible for usage reviews and offboarding plans
How to Make End-of-Life Planning Part of Your Routine
EOL planning shouldn’t be a one-time project. Instead, it can be embedded into existing IT processes:
- Annual Reviews: Include lifecycle status checks as part of annual infrastructure or application reviews
- Budgeting: Use EOL timelines to inform capital and operating budget planning
- Security Planning: Ensure that unsupported technologies are identified and prioritized for replacement
- Procurement and Onboarding: At the time of purchase or implementation, record key lifecycle details such as expected support dates or renewal timelines
If your organization uses an IT asset management system, consider adding fields to track support status, license expiration, and target decommission dates.
Responsible IT Includes Planning for the End
While it’s natural to focus on what’s new, responsible IT leadership includes planning for what comes next. End-of-life planning helps avoid last-minute scrambles, reduces security risks, and keeps your technology environment aligned with your organization’s goals.
Even the most advanced technology, like the International Space Station, require a structured plan for decommissioning. The same principle applies here: successful technology management means looking ahead to what comes next and what comes last.
Take the Next Step:
Now is the time to assess your current technology portfolio. Identify 2–3 systems or tools that may be approaching end of life in the next 12–24 months. Create a basic plan for review, communication, and transition. (Hint: If you haven't started thinking about how to replace or upgrade those Windows 10 machines, start with those.) Even a small step now can save time, reduce risk, and simplify decisions later.
