Most businesses now depend on several software systems to manage everyday activities such as email, accounting, document preparation, customer records and internal communication, and as these systems become increasingly integrated it can become difficult and expensive to move from one supplier to another.

The Competition and Markets Authority announced in October that it is examining competition and customer choice in the business software market, with particular attention being given to Microsoft because of the widespread use of its products across UK businesses. The regulator is considering whether current licensing arrangements, software compatibility and the growing integration of artificial intelligence make it unnecessarily difficult for customers to combine products from different suppliers or move to alternatives.

No final decision has been made, but the investigation raises a useful question for business owners: how dependent has the business become on a particular software provider?

Integrated systems can offer substantial advantages, including simpler administration, easier sharing of information and better communication between different parts of the business. However, that convenience can create problems if subscription charges rise sharply, useful features are withdrawn or the business later wants to adopt a competing product that does not communicate easily with existing systems.

Businesses may therefore benefit from reviewing their software arrangements periodically rather than waiting until a problem arises. This could include checking whether data can be exported in a usable format, whether important systems can communicate with alternative applications and whether there are subscriptions being paid for that are no longer necessary.

The competition review may eventually lead to greater customer choice, but businesses do not need to wait for regulatory action before considering their own position. Understanding existing software commitments, maintaining access to business data and avoiding unnecessary dependence on one supplier can help control costs and preserve flexibility as technology continues to change.