Nothing throws off your day like a frozen screen or a sluggish computer. If you run a small business, you’ve probably dealt with outdated tech more than once. Sure, squeezing extra life out of old equipment feels economical, but it often costs more in the long run.

Small businesses lose approximately 98 hours per year, equivalent to 12 working days, due to technology concerns such as slow PCs and outdated laptops.

That’s why having an IT refresh plan matters. It keeps your team running smoothly, avoids unexpected breakdowns, and helps you stay secure.

Regardless of 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 Having a Strategy in Place is Important

It’s easy to 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.

The risks of not planning include:

• Unexpected downtime: Even one broken laptop can stop an entire day of work.

• Productivity tanks: Outdated tech runs slower, crashes more often, and just can’t keep up.

• Security risks go up: Older systems miss out on key updates, leaving you exposed.

• Compliance issues: Especially if your business needs to meet certain tech standards or regulations.

A little planning now can save you from a lot of headaches later.

4 Simple Strategies for a Smarter Refresh Plan

Big budgets and tech experts won’t work magic on their own. What drives real results is a practical plan that works for your business’s size, requirements, and pace. Here’s how to start:

1. Replace as You Go

This one is for those who like to make things work until they can work no longer, but with a smarter twist.

Instead of replacing everything all at once, swap out equipment gradually. 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.

2. Schedule Regular Refresh Cycles

If your team relies heavily on tech, or you’d rather not wait for things to go wrong, consider refreshing your hardware on a set schedule. Every three years is a common timeframe for small businesses.

This helps in a few ways:

• You avoid the slow build up of old, sluggish machines.

• You can plan (and budget) for replacements ahead of time.

• You may be able to score better deals when buying in bulk.

It’s a cleaner, more predictable way to keep your tech current.

3. Watch for Compatibility Issues

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.

Waiting until something breaks, or no longer works with your tools, puts your business in panic mode. Instead, have your IT partner do regular check-ups to make sure your equipment still plays nice with your software. Think of it like a yearly health check-up for your tech.

4. Don’t Be Afraid of Leasing

Buying new equipment outright isn’t always in the cards, especially for smaller teams. If big upfront costs are holding you back, leasing might be worth a look.

Many IT vendors offer lease 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.

Always Have 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 you own

• When you bought it

• When the warranty expires

• Any issues it’s had

• Who’s using it and where

This list, often called a hardware or asset register, takes the guesswork out of planning. Instead of saying “I think we bought that laptop a while ago,” you’ll know exactly where you stand.

With a hardware register in place, you can:

• Spot patterns before things break

• Budget smarter

• Negotiate better deals with vendors

• Avoid security risks from forgotten old devices.

The Cost of Waiting Too Long

Here’s the hard truth: keeping old hardware around to “save money” often ends up costing you more. Old tech slows your team down, increases support calls, and makes you more vulnerable to cyber 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.

What to Do Next

If you’re ready to stop putting out IT fires and start thinking ahead, here’s your game plan:

1. Take inventory: Write down what you’ve got and how old it is.

2. Set your goals: Are you hiring? Switching software? Moving to the cloud? Your refresh plan should support where your business is headed.

3. Talk to your IT services provider: They can help you figure out the best timing, budget, and options (including leasing or bulk purchases).

4. Create a simple schedule: Whether you do it all at once or one device at a time, a plan is better than winging it.

5. Review regularly: Check in once or twice a year to stay on track.