Why Choose Web Applications Over Traditional Desktop Software: Costs, Collaboration, and Security

In today’s world of applications and programs, more businesses and individuals are choosing to have web-based applications developed instead of legacy desktop software.

But what is the difference between these two and does it really matter which you choose? And why are web apps becoming so popular? In 2013, researchers Boillat and Legner from the Journal of Theoretical and Applied Electronic Commerce Research had begun their report that on-premise enterprise software was at the time “prevailing” in the manufacturing sector, but that cloud computing was “an emergent paradigm that allows users to conveniently access computing resources … cloud offerings such as Amazon’s Elastic Compute Cloud and Google Apps are rapidly gaining a large user base.”

Cloud applications offer a broad variety of advantages that some of the world’s biggest names put to great use such as Facebook, Netflix, Google, Spotify, and Microsoft.

But ultimately, it all comes down to which one will suit you best. Which one meets your needs the closest? Would on-premise software meet your goals, or would web-based software accomplish your business objectives better and also prepare it for future technological advancements?

Here we’ll be comparing web apps and classic desktop software, to reveal their pros and cons, and what key components make each stand out.

What Is the Difference Web Applications and Desktop Software?

The main difference between web apps and desktop software is that web applications are hosted in the cloud and are always available from anywhere, while desktop applications are limited to use on just one device by a single user.

Cloud-based web applications have all of their security patches and functionality updates done by a team of professional developers making them preferred by businesses that don’t have in-house resources to manage their software. They are ideal for organizations that require scalability, collaboration, and performance to meet their business goals and adapt to changes as needs evolve over time. Desktop applications tend to offer a much more limited degree of flexibility, and are less popular in forward-thinking companies.

What is Traditional Desktop Software?

Traditional desktop software is also known as on-premises software. Think of it as any software that is locally installed onto a device, such as desktop applications being installed onto a personal computer. This kind of software utilizes the hardware of the device it is installed on, making full use of that hardware’s capabilities. This enables desktop applications to have many rich features that require greater processing power. Even as technology evolves, this type of packaged software continues to be popular in both personal and business capacities.

What are the Advantages of Desktop Software?

• Offline Accessibility: Remote access is possible in areas where internet service is unavailable.
• Selective Maintenance: Users have full control of their software’s updates allowing them to maintain specific software versions that are compatible with legacy systems.
• Privacy & Security: Data is usually stored locally making it less prone to cyber threats.
• Performance: Desktop software can utilize the computer’s CPU/GPU for computationally intensive tasks.
• Customization: The user typically has greater control of customization options to better suit their individual needs and workflows.

What are the Disadvantages of Desktop Software?

• Limited Accessibility: The user must be at the device where the software is installed.
• Manual Updates: The software must be manually updated for each device it is installed on.
• Hardware Demands: The software is limited by the performance of the device hardware which will require frequently upgrades and maintenance.
• Development Cost: Traditional desktop software is normally more expensive to develop and maintain.
• User Experience: Different system configurations may lead to varied user experiences and unique support challenges.

What Are Web Applications?

Web apps, often called cloud or web-based applications, are tools and services that you can access anywhere through a browser such as Chrome, Edge, or Firefox. This means that there typically isn’t any required installations or downloads required to use that web application’s different features and functionalities.

In today’s world, web applications are ubiquitous and used by many of the world’s biggest companies such as Facebook, Google, and Netflix. But it goes beyond entertainment and social media, you’re likely using web applications right now for other kinds of services such as your banking, a stock trading platform, grocery shopping, hospital appointments, or even ordering a sit-down meal at a restaurant ahead of time.

What are the Advantages of Web Applications?

• Accessibility: Web applications can be accessed from any internet-enabled device, whether it’s a personal computer, a smartphone, or a tablet.
• Performance & Scalability: Web application leverage cloud computing technologies that can scale to meet user demand while also promoting cost efficiency.
• Maintenance: Updates are centralized, automatically ensuring that the web application is up to date for everyone.
• Security: Security updates are centralized, keeping everyone secure while using the web application.
• Cost: Web applications boast a lower initial cost and have a reduced requirement for packaging and distribution logistics.
• User Experience: Users enjoy a consistent UX across different devices independent of individual device configuration.
• Collaboration: Web applications make for easy data syncing and real-time features such as remote conferencing for teams across different regions and time zones.

What are the Disadvantages of Web Applications?

• Hosting Costs: Cloud computing means continuous hosting and server costs.
• No Offline Access: Web apps require the user to have an internet connection to be able to use them.

Web Applications Versus Desktop Software: Costs For Development, Infrastructure, Maintenance, and Security

The main difference between web-based applications and traditional desktop software from a cost perspective is that web apps require a lower initial investment and less ongoing maintenance due to cloud infrastructure handling many complexities, while traditional software often demands costly upfront development of custom systems and infrastructure to support the goals of the business.

Additionally, cloud-based applications are easier to scale, take less time to develop, and completely side-step cross-platform issues all together, making them the more cost effective technology solution.

These are the key categories to consider when evaluating development costs for either approach:

• Design complexity
• Technology stack used
• Security requirements
• Scalability requirements
• Maintenance requirements
• Infrastructure needs
• Required integrations with third-party services
• Features and functionalities requirements

For each category, list all relevant costs and quantify them based on your specific project requirements. You can then group those costs and use the total cost of ownership calculator below to compare them.

Total Cost of Ownership Calculator

It’s important to consider not just immediate costs but also long-term expenses like maintenance, scaling, and updates. Once you’ve identified your core software needs and gathered cost data for both web and desktop software options, this calculator helps determine the total cost of ownership over time, accounting for development, distribution, and maintenance expenses.

Now that you have an idea of what each platform may cost to develop on, you can perform analysis to determine what aligns best with your business objectives and market expansion plans.

Web Applications Versus Desktop Software: Real-Time Collaboration

The main difference between web applications and traditional software when it comes to real-time collaboration is that web apps enable instant sharing and simultaneous editing of documents and files through cloud infrastructure, while traditional software often requires manual file transfers and prevents team collaboration.

With the rise of remote positions, work-from-home, and global companies with regional offices in many countries, it is more important than ever to have real-time collaboration capabilities and coordinate with other teams and their members when it is most crucial. Companies that work using cloud-hosted web apps may remain plugged into their multitude of teams globally, allowing for both asynchronous communication as well as real-time long-distance information sharing, helping them seize opportunities and foster a culture of collaboration.

Web Applications Versus Desktop Software: Data Storage and Management

The main difference between web applications and legacy desktop software in terms of data management is that web apps provide centralized cloud storage with automatic synchronization of that data across all users, while desktop software stores data locally with more limited sharing capabilities but greater direct control.

The benefits of how web apps improve data management include:

• Centralized Data Storage: With web applications storing the data of all users in the same data repository, data consistency is maintained for all users, and everyone is kept updated. Data access and sharing is also made easier through this.
• Real-Time Data Synchronization: With all data saved on a server, anytime one user makes a change to anything, that change is reflected within everyone else’s experience on the web application. This is why web applications are excellent for project management and workflow tools.
• Cloud-based scalability: Web applications are able to scale their storage and processing resources up or down based on demand and user traffic. Businesses would only need to pay for the resources they use, with no need for big infrastructure changes.
• Data Backup and Disaster Recovery: Utilizing the features of a cloud provider, web applications typically offer automated data backup options and disaster recovery measures.

It is possible for traditional software to offer limited real-time and synchronized data sharing, but it would require additional infrastructure to achieve.

Web Applications Versus Desktop Software: Device Compatibility

The main difference between web applications and traditional software in terms of device compatibility is that web apps require only a web browser to function across any operating system or device, while traditional software must be developed and compiled specifically for each target platform or operating system it is meant to run on.

This means web-based apps are inherently cross-platform and able to work with virtually any operating system whether on a mobile device or on a personal computer. This flexibility makes web applications more accessible to both consumers and businesses, promotes rapid iteration of new features and functionalities, and reduces the overall time to market for the app.

Web Applications Versus Desktop Software: Post-Launch Maintenance and Support

The main difference between browser-based applications and on-premise software when it comes to maintenance and support is that web app updates are handled centrally on a server, while traditional software requires a manual download and installation on each device. Because cloud-based apps get updated centrally, they ensure a consistent user experience across your entire organization. With traditional desktop software, individual machines must be updated, which if left undone, can lead to a fragmented experience and support issues.

It’s important to consider how maintenance and support will take place as a lack of either can cause apps to become unstable or be vulnerable to cyber threats, both of which will negatively impact productivity and user satisfaction.

Why Choose Web Applications Over Desktop Software?

For an application that has the ability to reach a worldwide audience, regardless of their location and device that they’re using, choosing web applications over traditional software is the best choice. But as shown above, web apps offer a bevy of other benefits that make it generally easier to have developed.

If you’re worried about your online application facing obsolescence, don’t be. Web applications are being used by some of the world’s biggest companies and organizations because of how web applications are capable of leveraging new and emerging technologies. Choosing cloud-hosted applications over traditional software is an effective way to future-proof your service or product.