Outdated tech certainly slows things down, but the older it gets, the more dangerous it is to have around. Everybody has had those days when your computer boots up slowly, and is then sluggish, with screens freezing up. If you run a small business, you’ve probably dealt with outdated tech more than once. Squeezing extra life out of old equipment may feel economical, but it often costs more in the long run.
According to NationalWorld, SMBs (Small and Mid-size Businesses) lose about 98 hours per year due to technology concerns such as slow PCs and outdated laptops. 98 hours may seem like a lot of time because it is: it’s equivalent to 12 full working days.
This is where having an IT refresh plan matters. It keeps your team running smoothly, avoids unexpected breakdowns, and helps you stay secure.
Whether you outsource managed IT services or handle them in-house, a solid refresh strategy can save time, stress, and money down the line.
Why is refreshment important?
Do you want more network downtime? Just ignore old hardware until something breaks. But when things start falling apart, you have no choice but to look for better parts, deal with downtime, or even explain to your team and clients why things are slow.
Here’s what you get if you do NOT plan:
Unexpected downtime: Even one broken laptop can stop an entire day of work.
Productivity circling the drain: Outdated tech runs slower, crashes more often, and just can’t keep up.
Higher cybersecurity risks: Older systems miss out on key updates, leaving you exposed.
Compliances at risk: Especially if your business needs to meet certain tech standards or regulations.
Remember that “If you fail to plan, you are planning to fail.”
Develop a Solid Refresh Plan
What drives real results is a practical plan that works for your business’s size, requirements. Here’s how to start:
Replace as You Go
This is perhaps the most common way to refresh old tech. It’s for those who like to make things work until they can work no longer, but with a smarter twist.
Swap out equipment gradually rather than replacing everything all at once,. When a machine starts acting up or hits the end of its lifecycle, replace it. Not sure when that is? Your IT support provider can help you set a realistic ‘expiration date’ for each device based on warranty, performance, and whether it can still run your essential tools.
This approach spreads out the costs and keeps surprises to a minimum.
Set up Regular Refresh Cycles
If you’d rather not wait for things to go wrong and your team relies heavily on tech or consider creating a set schedule for refreshing your hardware. Every three years is a common timeframe for small businesses.
The best reasons for doing it this way:
- Avoids the slow buildup of old, sluggish machines.
- Plan (and budget) for replacements ahead of time.
- Get better deals when buying in bulk.
- It’s a cleaner, more predictable way to keep your tech current.
Always Check for Compatibility Issues
This year’s model may not integrate as well as the old one. Tech doesn’t exist in a vacuum. A new software update might require more memory than your old laptops can handle. Or a cloud app might not even install on an outdated operating system.
If you wait until something breaks, or no longer works with your tools, it puts your business in panic mode. Instead, have your IT partner do regular checkups to make sure your equipment still plays nice with your software. Think of it like a yearly health checkup for your tech.
Consider Leasing
Depending on the size of your company, buying new equipment outright isn’t always in the cards. If big upfront costs are holding you back, leasing might be worth a look.
Many Managed IT Services providers offer equipment leasing options with flexible terms. Some even throw in easy upgrades every few years and support during the transition. It’s a way to get the latest gear without blowing your budget all at once.
Create a Hardware Register
Here’s a simple but powerful tip to keep track of your tech. All you need is a simple spreadsheet that includes:
- What equipment do you own
- When you bought it
- When the warranty expires
- Any issues it’s had
- Who’s using it
A list like this is often called a hardware register. It takes the guesswork out of planning. Instead of saying “I think we bought that printer a while ago,” you’ll know exactly where you stand.
A hardware register helps you:
- Spot patterns before things break
- Budget smarter
- Negotiate better deals with vendors
- Avoid security risks from forgotten old devices.
Don’t Wait Too Long
Keeping old hardware around to save a few bucks often ends up costing you more. Old tech slows your team down, increases support calls, and makes you more vulnerable to cybersecurity threats.
Once your equipment is really out of date, upgrading becomes more difficult, because everything must change at once. That’s why the smartest move is to stay just ahead of the curve, not miles behind it.
Your Next Step
Stop putting out IT fires and start thinking ahead by initiating this game plan:
Inventory: Write down what you’ve got and how old it is.
Reconcile the plan with company goals: Are you hiring? Switching software? Moving to the cloud? Your refresh plan should support where your business is headed.
Involve your IT services provider: They can help you figure out the best timing, budget, and options (including leasing or bulk purchases).
Set up a simple schedule: Whether you do it all at once or one device at a time, a plan is better than winging it.
Ongoing review: Check in once or twice a year to stay on track.
Take Your Ounce of Prevention
Technology is there to help, not hinder. Keep your network up to date and running like a top. Contact us today if you’d like help.
Frequently Asked Questions
What is the difference between refresh and upgrade?
Although often used to define the same thing, a hardware upgrade refers to upgrading equipment components, such as memory, processing power, or storage. It simply means upgrading the capacity or performance of a piece of equipment.
Hardware refresh means replacing the old hardware by buying new equipment.
How often should a business replace computers?
It depends on what the computer is used for, but our experience tells us that replacing your workstations every three to five years strikes the right balance between longevity, performance, and security.
How does leasing a computer work?
A lease for items like computers is sometimes called an operating, or true, lease. Basically, you are paying for the temporary use of equipment and do not expect to gain ownership at the end of the lease. Because of this, the monthly payments are lower than in a one-dollar buyout.
How hard is IT to get equipment financing?
Obtaining an equipment loan is typically easier than other business loans because the equipment itself acts as collateral, reducing lender risk. Any potential difficulties depend on the borrower’s financial health (credit score, time in business, revenue) and the lender, with specialized lenders, banks, and online options offering varied terms, some even approving quickly.
How secure is your network?
As a reputable member of the IT Support Los Angeles community since 2002, IT Support LA offers a FREE, no-risk network and security assessment. It is a non-intrusive scan that allows us to deliver a comprehensive report that is yours to keep. No strings, and no obligation to ever use our Managed IT Services.
The best defenses are expert security to protect your data from theft, and a top-notch Managed Services Provider (MSP) to ensure continued reliability and defenses against newly emerging threats.
With our 100% Money Back Guarantee in writing, we offer a risk-free way for prospective clients to try us out. Because we do not require a ‘hard’ contract, our clients can fire us at any time with 30 days’ notice. We have to be good.
Among the Managed IT services we provide:
IT HelpDesk Service
Onsite IT Support
Cybersecurity
Cloud migration and management
Email migration services
Backup and disaster recovery
VoIP phone systems
IT disposition and recycling
Office moves
White label services (IT to IT)
IT Support LA is an award-winning Managed Services Provider (MSP):
o 3 Years awarded Best IT by the Small Business Expo
o Awarded 2nd best company of any type in the US by the Small Business Expo SB100
o Awarded Best IT Support in California by Channel Futures
o Winner of Best IT in Los Angeles by Channel Futures
o Listed as one of the world’s Top 501 MSPs by CRN and in the top 250 in the ‘Pioneer’ listing
o 4 years listed as one of the Top 501 MSPs in the World by Channel Futures
o Listed as #21 MSP in the World in Channel Futures NextGen 101
o Globee 2021 Bronze Award winner for Chief Technology Officer of the Year
o Globee 2022 Gold Award winner for Chief Technology Officer of the Year
o Named one of 2022’s 50 ‘Best’ businesses in California by UpCity
o Named Best of IT winner by UpCity
o Winner of Local Excellence Award for 2021, 2022 and 2023 by UpCity
o Named Best of Cloud Consulting winner by UpCity
o Certified as Top Managed Services Providers and Cybersecurity Pro by UpCity
o Named Best IT in Los Angeles by Expertise.com.
Planning an Office Move?
Contact us today! We have the experience to ensure a seamless transition. After the move, your employees will arrive at the new location to find their IT infrastructure ready and open for business!
For more information on moving, or to receive your FREE no-risk network and security assessment, just fill out the form on this page or call us at:
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