How to Plan a Business Device Refresh Without Replacing Everything at Once

A business can refresh its laptops and desktops in phases by assessing its current devices, prioritising the highest risks and replacing only the equipment that no longer meets its needs.

This is Part 2 of our four-part Business IT Refresh Guide. In Part 1, we covered seven warning signs that your business may be due for an IT refresh. This article explains how to create a practical refresh plan without replacing every device at the same time.

Why should you phase an IT refresh?

A phased IT refresh helps a business manage costs and reduce disruption while addressing its most urgent technology problems first.

Replacing every device at once may be unnecessary. Some computers may still be reliable, secure and suitable for their users. Others might need a simple upgrade or reassignment rather than replacement.

The aim is to make decisions based on evidence rather than device age alone.

1. How do you audit your existing devices?

A device audit gives you a clear record of what the business owns, who uses it and whether it remains fit for purpose.

Record the following information for every laptop and desktop:

• Make and model
• Serial number or asset number
• Assigned employee and department
• Processor, memory and storage
• Operating system
• Physical condition
• Warranty status
• Repair and support history
• Required accessories
• Windows 11 compatibility

You do not need a complicated system to begin. A controlled spreadsheet may be sufficient for a smaller business, provided someone takes responsibility for keeping it current.

2. How should you assess device condition?

Each device should be assessed according to its performance, reliability, security and suitability for its user.

Create simple categories such as:

• Retain: The device remains reliable and fit for purpose.
• Upgrade: Additional memory or storage can extend its useful life.
• Reassign: The device suits a less demanding role.
• Repair: A limited repair will return it to reliable use.
• Replace: The device creates ongoing performance, support or security problems.

This process prevents the business from replacing suitable equipment unnecessarily while identifying devices that present the greatest risk.

3. How do you group employees according to their needs?

Employees should be grouped according to the work they perform instead of receiving the same device specification.

A practical structure could include:

Standard office users

Employees using email, web applications, Microsoft Office and standard business systems generally need reliable everyday performance rather than high-end specifications.

Mobile and hybrid employees

These users may place greater importance on portability, battery capacity, cameras, microphones and docking support.

Finance and data users

Employees working with large spreadsheets, reporting tools or multiple applications may require additional memory and processing capacity.

Technical and specialist users

Designers, developers, engineers and other specialist employees may need higher-performance processors, more memory, larger storage or dedicated graphics.

This role-based approach helps prevent both overspending and under-specifying devices.

4. Which devices should you replace first?

Replace devices first when they create the greatest security, productivity or operational risk.

Priority devices may include those that:

• Cannot support an approved operating system
• Experience recurring failures
• Are used in business-critical roles
• Cannot support required security controls
• Regularly interrupt employee productivity
• Cost too much to maintain
• Cannot run essential business applications
• Are physically unsafe or badly damaged

Microsoft recommends determining device eligibility, defining readiness criteria and testing business applications as part of a Windows 11 deployment plan. Microsoft’s Windows 11 planning guidance also supports using a structured rollout rather than upgrading devices without preparation.

5. How should you divide the refresh into phases?

A phased refresh should begin with the highest-risk devices and then move through the remaining user groups according to business priority.

A simple rollout could follow this sequence:

1. Replace unsupported or high-risk devices.
2. Address business-critical employees.
3. Replace devices with frequent faults.
4. Upgrade or reassign suitable equipment.
5. Refresh lower-risk devices as budget becomes available.

Smaller groups can also act as a pilot before a wider rollout. This gives the IT team time to test applications, security settings, accessories and employee requirements.

6. Should you standardise your new devices?

Standardising a limited number of device types can simplify support, deployment and accessory management.

Your business does not need one specification for everyone. Instead, create an approved selection for each user group.

For example, you may choose:

• A standard laptop for general office users
• A lightweight model for mobile employees
• A higher-specification device for finance and specialist users
• A desktop for fixed workstations
• Approved monitors, chargers and docking stations

Professionally refurbished business laptops from ranges such as Dell Latitude, Lenovo ThinkPad, Apple and HP EliteBook can support this type of standardisation.

Availability will vary, so specifications and suitable alternatives should be agreed before rollout.

7. How should you budget for the refresh?

Your refresh budget should include the full cost of deployment, not only the device price.

Consider:

• Purchase or rental payments
• Memory or storage upgrades
• Monitors and accessories
• Software licences
• Device configuration
• Data migration
• Delivery and deployment
• Support and warranty terms
• Secure data sanitisation of returned or retired devices

A phased plan allows you to spread these costs while addressing urgent requirements first.

Should you purchase or rent the devices?

Purchasing may suit organisations that want to retain devices for a planned period, while flexible rental may suit changing teams, short-term requirements or businesses that prefer predictable payments.

Some organisations may use both options. They might purchase equipment for permanent employees and rent devices for contractors, temporary projects or seasonal demand.

Part 4 of this series will compare buying and renting refurbished devices in more detail.

Frequently asked questions

What is the first step in an IT refresh?

The first step is to create an accurate inventory of your devices, users, specifications, condition and support status.

Must every employee receive a new device?

No. Suitable devices can be retained, upgraded or reassigned where they continue to meet business and security requirements.

How long should a phased IT refresh take?

The timing depends on the number of devices, available budget, operational priorities and deployment capacity. Set clear phases and completion dates rather than leaving the programme open-ended.

Can refurbished devices be used in a phased refresh?

Yes. Professionally refurbished enterprise-grade devices can support a phased refresh when their specifications, condition and warranty terms meet the organisation’s requirements.

Should applications be tested before rollout?

Yes. Business-critical applications, security controls and peripherals should be tested before devices are deployed more widely.

Build a practical device refresh plan

A successful IT refresh does not start with purchasing equipment. It starts with understanding which devices you have, what employees need and which risks require attention first.

Re.Works can help your organisation identify professionally refurbished enterprise-grade laptops, desktops, monitors and accessories for different user groups. Purchase and flexible rental options can support a phased approach that aligns with your operational needs and available budget.

Contact the Re.Works team to discuss your business device refresh requirements.