Category: IT Strategy and Infrastructure

Technology evolves quickly, and so do the needs of your business. Hybrid work now the norm, and AI-powered software is demanding more from devices; having a smart computer purchasing strategy is more important than ever. The right procurement plan saves money, reduces downtime, and keeps your team productive and secure.

Building on this success, Microsoft recently introduced Windows 11 (to be released later this year), which has a streamlined design similar to a smartphone. With a cleaner start menu and more ways to interact with windows, they’re making it easier for you to stay in the flow of work.

Why do growing sales and a new operating system matter? Technology is critical to resilience. Your organization needs computers that help your team get their work done efficiently and contribute to their happiness at work. Having a clear purchasing strategy helps make sure your team has the right tools and directly drives results. Here are a few considerations for purchasing computers for your organization.

1. Build a Per-User Technology Budget

Computers are just one piece of the equation. A modern budget should factor in:

• Core devices: laptops, desktops, or 2-in-1s depending on employee needs

• Accessories: monitors, docking stations, headsets, webcams, ergonomic keyboards, and mice

• Software licensing: productivity tools, cybersecurity platforms, collaboration apps

• Lifecycle costs: replacement parts, extended warranties, and disposal/recycling

By budgeting for the complete workstation experience – not just the device – you set employees up for success while avoiding surprise costs later.

2. Match Devices to Roles and Needs

Computer needs vary across roles, departments, and even personal preferences. A one-size-fits-all approach often leads to inefficiency and frustration. Giving your team options allows them to choose what works best while keeping costs under control.

Within your budget, consider:

• Mobility: Lightweight laptops that can withstand frequent travel or hybrid schedules

• Performance: Devices that boot quickly and run your applications without lag

• Design & usability: Larger screens for productivity, or 2-in-1s for employees who present or collaborate often

Examples:

• Knowledge workers: Standard business laptops with long battery life

• Creative teams: High-performance workstations with dedicated GPUs

• Executives & sales: Sleek, portable, convertible laptops for flexibility

3. Take Advantage of Procurement Discounts

When planning device purchases, don’t overlook opportunities to save. Many manufacturers and resellers offer special pricing for bulk orders or provide promotions throughout the year.

A trusted managed service provider like WorkSmart can help by:

• Monitoring deals and limited-time promotions

• Advising on bulk purchase opportunities

• Guiding clients toward special offers from manufacturers

This ensures you maximize your budget without spending unnecessary time navigating the vendor landscape.

4. Invest in the Right Manufacturer’s Warranty

When purchasing computers, the upfront cost isn’t the only expense to consider – the long-term protection of that investment is just as important. A manufacturer’s warranty provides a safety net, but the details matter.

• Base vs. extended coverage: Standard warranties cover hardware failures but often exclude accidental damage (like drops, spills, or surges). Extended warranties with accidental damage protection can save thousands in unexpected repairs.

• Length of coverage: Align the duration of your warranty with your refresh cycle. For example, if you refresh devices every four years, match coverage to that period.

• Onsite vs. depot service: Some warranties require shipping devices out for repair, leaving staff without equipment for days. Onsite coverage minimizes downtime and frustration.

• Global & hybrid considerations: Ensure coverage extends to employees working remotely or traveling internationally.

• Additional support options: Some warranties include extras like loaner laptops, data recovery, or priority response times.

A strong warranty strategy is part of your IT plan, protecting both your investment and your employees’ productivity.

5. Plan a Refresh Cycle

A computer refresh strategy prevents outdated hardware from slowing down your business. Instead of replacing everything at once, consider:

• Phased upgrades: Replace 20–30% of devices each year to spread costs and avoid sudden budget spikes.

• Asset tracking: Use inventory tools to monitor device age, warranty coverage, and performance issues.

• Employee experience: Don’t wait until frustration sets in – proactive refreshes improve morale and efficiency.

• Sustainability impact: Refresh cycles aligned with recycling programs reduce e-waste and environmental impact.

6. Support Hybrid & Shared Workspaces

Hybrid work has made laptops the primary choice for many employees, but the right accessories make the difference.

• Docking stations & monitors: Support productivity in shared offices and home setups

• Shared equipment pools: Keep spares on hand to minimize downtime

• Cloud-first apps: Ensure seamless work across multiple locations and devices

A laptop-first, dock-enabled strategy balances flexibility and cost efficiency.

7. Think Ahead: AI-Ready Hardware

With AI tools increasingly integrated into productivity platforms like Microsoft 365, your devices must be ready to handle heavier workloads.

Look for:

• Processors: Modern CPUs with multiple cores for multitasking and AI features

• Memory: At least 16GB of RAM for smooth performance with AI applications

• Graphics power: Dedicated or advanced integrated GPUs for design and analytics teams

• Storage: SSDs for faster boot and load times, with cloud storage integrations

Investing in AI-ready devices now ensures your team won’t face performance bottlenecks tomorrow.

8. Consider Sustainability

Sustainability is no longer optional, it’s a business expectation. When purchasing computers, consider:

• Energy-efficient certifications (ENERGY STAR, EPEAT, TCO)

• Manufacturer recycling programs for old devices

• Longer-lasting hardware to reduce waste

• Eco-friendly packaging from vendors

These choices support your company’s ESG goals while appealing to environmentally conscious employees and clients.

How WorkSmart Helps

At WorkSmart, we simplify the entire IT procurement process. As a trusted managed service provider, we help businesses:

• Plan budgets and refresh cycles

• Source the right devices for each role

• Navigate discounts, special offers, and warranty options

• Support ongoing IT lifecycle management

The result? A reliable, cost-effective IT environment that grows with your business.

Ready to simplify your procurement strategy? Contact WorkSmart today and learn how we can help you save time, money, and frustration.