How Often Should a Company Do a Tech Refresh?

The ideal tech refresh cycle depends on hardware lifespan, software requirements, security needs, and budget. Here’s a general guideline:

1. General Tech Refresh Cycles

Device/System	Recommended Refresh Cycle	Reason
Laptops & Desktops	3-5 years	Performance degrades, warranty expires, newer OS demands
Servers (On-Prem)	4-6 years	Hardware failures increase, newer virtualization demands
Networking (Switches, Routers, Firewalls)	5-7 years	Security updates end, throughput becomes outdated
Storage (HDD/SSD/NAS)	4-5 years	Risk of failure, newer/faster storage tech available
Monitors & Peripherals	5+ years	Longer lifespan, but refresh if ergonomics/features improve
Cloud & Software	Continuous updates	SaaS apps auto-update; on-prem software needs patching

2. Factors Influencing Refresh Timing

✅ Performance Needs

If employees complain about slow systems (e.g., 5-year-old laptops struggling with Teams/Zoom).
New software (AI tools, CAD, 4K video editing) may require upgrades.

✅ Security Risks

End-of-Life (EoL) hardware/software no longer gets security patches (e.g., Windows 10 EoL in 2025).
Older firewalls may not block modern threats.

✅ Cost & Budget

Leasing vs. Buying? Leasing (3-year cycles) spreads costs.
Refurbished vs. New? Refurbs can extend life but may lack warranty.

✅ Business Growth

Moving to cloud? Reduce on-prem hardware refreshes.

Scaling from 10 → 100 employees? Upgrade network/server capacity.

3. Signs It’s Time for a Tech Refresh

🔴 Frequent crashes, slow performance
🔴 Software no longer supported (e.g., old macOS/Windows versions)
🔴 Security vulnerabilities (unpatchable firmware flaws)
🔴 High maintenance costs (constantly repairing old devices)
🔴 New business needs (e.g., remote work, AI tools)

4. Best Practices for Tech Refresh

✔ Stagger Upgrades – Don’t replace everything at once; phase over 1-2 years.
✔ Lease Instead of Buy – Predictable costs, easier upgrades (e.g., Dell/HP leasing).
✔ Cloud Migration – Reduce dependency on aging on-prem hardware.
✔ Dispose Securely – Wipe data, recycle e-waste responsibly.

5. Example Refresh Strategy for a Mid-Sized Company

Year	Action
Year 1	Replace 30% of oldest laptops, upgrade firewall
Year 2	Migrate email to cloud (Microsoft 365), replace switches
Year 3	Upgrade servers to hyperconverged (Nutanix, VMware)
Year 4	Cycle out remaining old PCs, upgrade Wi-Fi 6E

6. Cost-Saving Alternatives

Refurbished Equipment (Apple, Dell Outlet)
Extended Warranties (Lenovo Premier Support)
Thin Clients (For remote workers using cloud apps)

inal Recommendation

Standard Office: Refresh every 4 years (balance cost vs. performance).
High-Tech/Design Firms: 2-3 years (keep up with GPU/CPU demands).
Servers/Networking: 5-7 years, but monitor for bottlenecks.

Need a customized tech refresh plan? Let me know your industry and budget! 🚀