4 signs it’s time to replace your company’s computer fleet

4 signs it's time to replace your company's computer fleet

Computers have become the single mode of work for knowledge workers. They are not just tools for completing work; as more of us operate in hybrid models, our devices now keep us connected with colleagues and clients.

As such a pivotal tool for your team, you must have a plan to replace your fleet when needed. As devices age, they develop limitations and often require more maintenance, impeding your team’s productivity and satisfaction.

So, it is ideal to keep an eye on the performance of your devices and take a proactive approach to replacing them. An ad hoc approach, where you replace devices individually and as needed, can become costly and prevent you from seeing the productivity gains of upgrading. Here are four signs to watch for.

1. Frequent downtime

When your team starts reporting frequent issues, it indicates that your devices have reached the end of their optimal lifespan. For example, if your team experiences system crashes and freezes often, especially when using multiple applications, it is a sign that the hardware could be too outdated to handle new software demands. These disruptions do not just inconvenience staff; they directly affect their ability to complete tasks efficiently.

Downtime slows workflow and reduces productivity, negatively impacting your bottom line in the long term. So, it is essential to replace your fleet proactively. Waiting too long can result in significant operational challenges and increased costs.

2. High maintenance costs

Aging computers can become costly to maintain. As they wear out, the frequency of repairs increases, requiring expenditures on parts and software patches to keep them running. Over time, the cumulative costs of these stop-gap measures can surpass the initial investment made on the computers.

New computers come with a warranty period, during which the manufacturer covers repairs or replacements at no or minimal cost. However, as equipment moves beyond its warranty period, not only does the responsibility of repair costs shift entirely to the owner, but the availability of parts and support also diminishes.

Proactively undergoing hardware procurement, rather than reactively fixing old systems, cuts long-term costs. Your business can redirect funds you might otherwise spend on repairs, optimising your finances and operations.

3. Reduced performance

Over time, PCs inevitably experience performance degradation. While a few seconds of delay might seem irrelevant, when multiplied across an entire workforce, these lags can amount to hours lost each week. Such interruptions not only affect productivity but can also impact job satisfaction.

Procuring new hardware is not just about staying current; it’s about maximising productivity. Systematically updating your computer fleet enables you to deliver an excellent employee experience and enhance your workforce’s capabilities, leading to tangible boosts in productivity.

4. End of support from vendors

When your devices reach end-of-support, the vendor no longer provides patches, updates or other maintenance to keep your computer fleet running. If the provider of your computer fleet no longer offers support, it is perhaps one of the clearest signs that you should procure new hardware.

Without updates, older systems may struggle to support newer software. Additionally, without the latest security patches, these systems become targets for cyber attacks and expose the business to unnecessary risks. As such, you should proactively transition to supported devices to prevent disruptions and ensure secure operations.

What are the benefits of a planned PC fleet replacement strategy?

Scheduling a fleet upgrade ensures smooth transitions, predictable budgets and consistent user experience.

An ad hoc approach to replacing devices in response to sudden system failures introduces abrupt changes that disrupt your team’s workflow and hinder productivity. Systematic upgrades generate financial advantages for your company. Based on our experience and relationships with vendors, buying PCs in bulk can generate 10-15% savings on the equipment alone. An organised deployment approach can also shave off up to 30% of the associated deployment expenses.

Ad hoc replacement also causes issues with unpredictable costs that impact your budget and cash flow. A planned replacement can become part of your operational expenditure (OpEx), making it easer to budget and plan for. You might find this a better option compared to the unpredictable nature of a capital expenditure (CapEx) model tied to sporadic, ad hoc replacements.


A systematic approach to hardware procurement goes beyond merely acquiring the newest technology. Updating your computer fleet before these issues arise is about ensuring business continuity, boosting return on investment, and equipping your team with the tools needed to excel in their roles. If you recognise any of these signs in your business, then it is likely time to consider upgrading and developing a roadmap to replace your devices every three to four years, depending on your needs. 

Why choose RODIN for hardware procurement?

Is your current hardware struggling to keep pace with your business needs? RODIN can find and deploy the right devices for your team through a journey of discovery, planning and implementation. We have over two decades of experience and access to a vendor network that helps us deliver enhanced value.

We also champion sustainability and have built our fleet replacement solution on an e-waste management program that covers collection, transportation, disassembly and recycling to reduce your impact on the environment.

Visit our Managed Services page for more on the RODIN difference.

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