Quick Summary
With their recurrent technical issues, outdated devices slow down your workflow and expose enterprise networks to increased security risks.
This guide explains device refresh programs, why you need one, and how DaaS providers like Device for Teams streamline the implementation process with complete IT asset lifecycle management services.
Are Employee Devices Failing Mid-Workflow?
Your company might be due for a device refresh program.
You’re probably thinking, ‘How is this possible? We update our software systems regularly.’ Here’s the thing: Like most companies, you might be overlooking the role outdated devices play in gradually slowing down productivity and increasing the risk of cyberattacks.
This guide explains device refresh programs and how they can elevate efficiency for modern businesses with IT systems. It also details the stepwise process to creating and implementing a targeted device refresh plan for your SME.
Why Trust Us?
For over 40 years, thousands of businesses have partnered with Device for Teams for their hardware lifecycle management needs. With a 4.9 Trustpilot rating and over 1,400 reviews, our track record speaks for itself.
As part of our Device as a Service (DaaS) solutions, we oversee the entire lifecycle of IT fleets and support businesses in implementing device refresh programs.
Whether you’re replacing, repurposing, or disposing of older devices, our experience equips us to offer expert insight for seamless IT procurement.
What Is a Device Refresh Program?
Imagine a new hire joins your team and is handed a 6-year-old laptop that takes 3 minutes to boot and no longer receives OS updates. Instead of settling into their role, they spend the first week chasing IT support for software crashes.
According to Business Insider, the average lifespan of a laptop or desktop is 4 to 5 years. HP adds that high-end devices with decent mileage and maintenance can last up to 8 years.
But as enterprise devices age, they begin to suffer from frequent hardware issues—battery failures, sluggish hard drives, and poor performance. Over time, they become obsolete, losing compatibility with newer software, apps, and peripherals.
A device refresh program is a scheduled process where an organisation upgrades or replaces devices in its IT fleet. The process involves assessment, IT procurement, deployment, data migration, and secure retirement of old devices.
The goal of a device refresh is to keep devices up to date, reduce breakdowns, and avoid unplanned expenses. It covers all vital endpoint devices employees rely on to do their jobs effectively, i.e., laptops, desktops, and tablets.
Why Are Device Refresh Programs Important?
With about 75% of UK organisations implementing hybrid work policies, remote teams are now a core part of modern workflow. However, when employees use inconsistent or outdated equipment across different locations, it can slow productivity and increase security risks.
In a traditional office, IT teams can directly access devices to troubleshoot problems. For remote workers, resolving hardware issues is significantly harder.
From battery problems to outdated drivers, security patches, and more—how do ageing devices affect workflow, and why do you need a device refresh program?
Let’s find out.
1. Performance
The average computer repair time for software-related issues is 1 – 3 days, longer if you’re dealing with more complex, faulty hardware. Unless the IT team has access to spare, pre-configured devices, employees can’t adequately perform their roles until repairs are complete.
2. Security
Once hardware becomes obsolete, manufacturers discontinue support for software updates. They miss critical security updates, leaving them vulnerable to data breaches, malware, and cyberattacks.
3. Employee Experience
Faulty, unreliable systems cause missed deadlines, communication breakdowns, poor service, and frustration. Organisations that invest in high-performance devices are 20% more likely to retain employees.
4. Cost-Efficiency
Would you rather deal with emergency repairs every other day or follow a scheduled, budgeted timeline for refreshing devices? A device refresh program helps keep IT spending within budget.
5. Standardisation
Device refresh programs help organisations standardise their hardware fleet, so that all devices are compatible with collaborative tools, company software, and security protocols. Standardisation also simplifies onboarding and operational scaling.
A device refresh plan is crucial for remote and hybrid teams, where productivity depends on reliable equipment. While DaaS providers like Device for Teams simplify the process, DIY approaches require careful planning and preparation.
How to Prepare For a Device Refresh Program
A hardware refresh is more than just swapping out old devices for new ones. It’s a targeted process that leverages lifecycle data to optimise IT assets for performance and productivity.
To create a device refresh plan that aligns with your organisation’s goals and workflows, you must involve the IT, HR, and finance teams.
Here’s how to prepare:
1. Take Device Inventory
Start with an audit that captures each device’s age, model, specifications, and usage history. This approach identifies which assets can be reused or repurposed to lower IT costs.
2. Assess User Needs
Different departments require different tech. While engineers may need high-end machines, administrative staff can run on simpler systems. Categorise employees by role, identify the essential software they use, and match them to appropriate hardware.
3. Plan Your Budget
Review your IT budget and decide whether to upgrade all devices at once or spread upgrades over a period of time. Also consider your refresh frequency and what procurement method (leasing or purchasing) provides better value in the long term.
4. Create Device Lifespan Policy
Set a timeline for recurrent, company-wide refreshes. You can follow the 3–5 year industry benchmark or tailor it to your company’s specific needs and device usage.
For instance, if your company is a power user (i.e., heavily dependent on devices) or aims to protect sensitive data, a 2–3 year cycle is ideal. In contrast, businesses with lower security demands, less tech dependency and a focus on cost-cutting may be fine with a 5-year cycle.
5. Choose an MDM Tool
If you run a remote or hybrid team, a Mobile Device Management (MDM) solution will streamline remote deployments and upgrades. Register with one that is compatible with the devices on your fleet.
With these preparation steps complete, you’ll find it easier to implement your device refresh plan.
Steps to Implementing a Device Refresh Program
By now, you know the performance status of devices in your fleet, you’ve defined hardware standards for different roles and created a device refresh plan to keep your teams at their best.
What’s next? Implementation.
Below is our step-by-step guide to help you implement a strategic device refresh program.
1. Determine End-of-Life Devices
Use the audit data (age, warranty status, or declining performance) to identify devices in your fleet that need replacing. Focus on laptops, desktops, and other devices that directly impact productivity.
DaaS providers like Device for Teams use inventory management tools and remote monitoring to track device performance.
2. Choose Procurement and Deployment Strategy
You can buy, lease, or partner with a DaaS provider for IT assets. However, traditional procurement often involves juggling multiple vendors and tasking IT staff with manual deployments.
Device for Teams streamlines this process by managing IT procurement, software setup, logistics, and zero-touch deployment. We pre-configure devices and ship them directly to the end user.
3. Migrate Data Securely
According to Gartner, 83% of data migration projects fail. To secure your data migration system, back up critical files, applications, and configurations before decommissioning old hardware.
Device for Teams offers cloud-based migration with tools like Shepherd MDM, Jamf and Microsoft Intune to reduce the risk of failure, accelerate transfers, and reduce employee downtime.
4. Offboard & Recycle
Before disposal, disconnect devices from your enterprise network and perform data erasure to prevent recovery.
Recycle or donate responsibly—either in-house or through providers like Device for Teams, which ensure compliance with e-waste disposal standards.
5. Manage Your Devices' Lifecycle
Integrate MDM solutions to monitor and manage your fleet from a centralised dashboard. Ongoing monitoring helps you refine refresh schedules based on device performance.
Device for Teams uses Microsoft Intune, Knox Manage, and other MDM tools to track devices and monitor performance. We manage the entire device lifecycle, from repairs and security updates to asset recovery, remote locks and end-of-life services.
Create a Device Refresh Plan & Streamline IT Procurement
With 80% of businesses stating that outdated devices hinder innovation, device refresh programs are no longer optional. More than keeping your fleet up to date, a strategic device refresh plan will raise productivity, protect data, and improve employee retention.
Want to reduce internal workload and IT costs? Partner with Device for Teams.
From IT procurement and zero-touch deployment to IT asset recovery and tech support, we take on full hardware lifecycle management so your team can focus on what they do best.
We’ll help you create and implement a refresh plan that standardises your fleet, shortens downtime, and equips teams with the right tools for their role.
Ready to start your device refresh process? Book a call with our team today.
Steve Hill has been a cornerstone of HardSoft since 2005, bringing two decades of experience in leasing Apple devices and delivering tailored tech solutions to businesses across the UK. As HardSoft’s go-to expert in cybersecurity, Steve specialises in Sophos and Barracuda software, helping clients safeguard their operations with confidence. Steve’s passion for tech, teamwork, and trusted solutions makes him a valued voice on the HardSoft blog.
LinkedIn: Steve Hill
Email: [email protected]
Tel: 0204 566 8856