How To Plan for Your Next Hardware Refresh

Whether you’ve been in business for a brief time or what feels like forever, computer hardware plays a key role. However, technology develops quickly but doesn’t last forever. At some point, you will need to completely refresh (replace) at least some of your hardware.

This might be because your computers can no longer meet your operational demands or because your tech can no longer be sufficiently upgraded to support security patch updates. Whatever the case, as this process will invariably require some financial outlay, planning is essential.

Timing is everything

When to schedule your hardware refresh depends on the nature of your business. Administrative businesses can often use their existing hardware for much longer than more creative businesses where, for example, design or video production plays a core role in operations. Your starting point should therefore be a hardware assessment. 

1. Is your hardware keeping up with your day-to-day business demands? Or do your computers often lag or crash, resulting in frustration and /or lost data? Is manufacturer support still available for your equipment?
   
   
2. Can your tech still accommodate upgrades (such as adding RAM) as well as software security patches and updates?
   
   
3. Are you planning to add departments in your business that will require a specific tech to handle specialist functions, such as graphic design or social media?
   
   
4. Are you correctly allocating tech within your organisation? You might be providing the same level of equipment to everyone in your team unnecessarily (e.g., a graphic designer might need a fancy graphics card, but your receptionist doesn’t).

Remember when auditing your hardware to include more than just computers. Things like office tablets, monitors, and printers may be obvious, but routers, switches, cabling and other infrastructure related to your internet connection will need to be included. Don’t leave it too late to start thinking about a refresh. If your hardware suddenly gives up, it will cost you more than a well-planned replacement.

Strategic saving tips

1. Consider virtualisation

Businesses have learned a lot about decentralisation as the need to "work from anywhere" became standard practice. By shifting to cloud services, businesses have:

• Found ways to ensure that their staff had access to documents and business tools, even when they were not on-site.
• Reaped the economic rewards of no longer having to maintain a physical server.
• Increased business safety through more frequently updated security measures and access to training and support.

Beyond this, you can also save on hardware refreshes with virtualisation. For example, instead of replacing legacy technology with more physical equipment, investigate whether it’s possible to host it in the cloud. For example, moving from an on-site server unit to a cloud-based option provides access to the server’s resources online. This means having the flexibility to run multiple operating systems on the same device, as well as saving on electricity, cooling, maintenance, and future hardware refresh costs.

2. Audit for roll-out success

Look at your existing tech and note which departments need an urgent refresh and which can keep using what they have for the moment. Create a plan that suits your available budget and create a to-do list of short-, medium-- and long-term needs.

3. Consult with a managed services provider

If you’re feeling overwhelmed with either of the above suggestions, tap into the resources of a managed services provider like Numata to identify which hardware most urgently needs replacing and to help with moving your business to the cloud. They will propose a hardware refresh schedule that will help reduce IT costs and better suit your budget. Helping lift the weight off your shoulders to ensure your business is always at the top of its game.

Numata is a managed services provider fully equipped to offer expert advice on digital transformation and propose a hardware refresh schedule to suit your needs. Contact us now to schedule a hardware refresh that fits your needs and can save money for the future!