When should you replace your business computers?

Security comes first

So export everything you need

Before considering performance, check whether the computer can still run an operating system that receives security updates. An unsupported operating system may no longer receive fixes for newly discovered vulnerabilities. If the hardware cannot support a current operating system, replacing the computer is usually safer than continuing to use it. Review operating-system support at least annually and check whether existing hardware will support future versions.

Match the Computer to the Employee

A computer used mainly for email, documents and web applications may remain useful for longer than one used for large spreadsheets, design, video or specialist software. Consider:

• Does it handle the employee's normal workload?
• Are applications slow to open or regularly freezing?
• Does it cope with video calls and multiple applications?
• Does the employee frequently experience delays?
• Does it support the software they need?

Software requirements change over time, so check hardware requirements before introducing new business applications.

Consider reliability and repair costs

One repair doesn't necessarily justify replacement, but repeated problems can make an older computer poor value. Consider:

• Repair and support costs
• Unexpected shutdowns
• Charging or battery problems
• Storage failures
• Damaged ports or screens
• Recurring software problems
• Employee downtime

The importance of the employee also matters. A failed laptop can be far more disruptive for someone who travels or works directly with customers. Keeping a supported, ready-to-use spare can reduce downtime.

Check the warranty and battery

The end of a warranty doesn't automatically mean a computer needs replacing, but it's a good time to review its condition and likely future repair costs. For laptops, consider battery health too. Replacing a battery can be worthwhile if the computer remains secure, reliable and suitable for the employee. A swollen or unusually hot battery should be taken out of service and professionally replaced.

Should you upgrade or replace?

An upgrade may make sense when one component is causing the problem and the computer still has several years of useful support ahead of it. For example, additional memory or replacing a storage drive may significantly improve performance. Compare the complete upgrade cost, including installation and testing, with the cost and expected lifespan of a new computer. A replacement also provides a new warranty and may be easier for your IT provider to manage.

Create a replacement schedule

Keep an inventory showing each computer's:

• Purchase date and model
• Assigned user
• Warranty expiry
• Operating system
• Expected review date

Review computers when they reach three years old and consider security support, performance, repairs, battery health and the employee's requirements. Planning replacements over several years makes budgeting easier and avoids having to replace a large number of computers at once. Using a small range of approved models can also simplify IT support, accessories, configuration and spare devices.

Once the employee has moved across, remove the old device from management, monitoring, backup and other business systems.

Securely Remove Business Data

Before selling, donating, recycling or disposing of an old computer, make sure business data has been securely removed. Simply deleting files isn't enough. The appropriate sanitisation method depends on the storage technology, encryption and sensitivity of the information. Keep a record of the device, its serial or asset number, disposal date and how the data was removed.

Six Questions to Ask

If it fails the security or software-support checks, replacement should be prioritised, but before replacing a business computer, ask:

• Can it run a supported operating system?
• Does it support the software the employee needs?
• Is performance still acceptable?
• Has it required repeated repairs?
• Is it still economical to maintain?
• Would an upgrade provide enough additional useful life?

Frequently Asked Questions