The True Cost of a Device Refresh Programme (And Why It's Cheaper Than You Think)

When we talk to SME owners about device refresh programmes, the reaction is often the same: "That sounds expensive." And we get it! Buying new laptops for your whole team feels like a big outlay.

But here's what we've found, time and time again: a planned refresh programme almost always costs less than the alternative. Let's break down why.

The hidden costs of not refreshing

Running devices past their useful life isn't free. It just makes the costs less visible. You're paying for them through:

• Slower productivity (research suggests this alone can cost thousands per employee, per year)

• Higher IT support bills as older machines need more attention

• Increased security risk from devices that can't be fully patched

• Emergency replacements when machines fail unexpectedly

• Staff frustration, which has a real impact on retention

When you add those up, the "savings" from keeping old devices start to look a lot less attractive.

What a refresh programme actually costs

The cost of a device refresh programme depends on your fleet size, your device choices, and how you structure it. For most UK SMEs, the options include:

• Outright purchase - higher upfront cost, you own the assets

• Leasing or Device-as-a-Service (DaaS) - predictable monthly costs, refresh built in

• Hybrid approach - refresh critical roles first, phase others over time

A business with 50 employees extending device replacements from three to five years could save around £25,000 over two refresh cycles - assuming devices cost £1,000 each. That's real money staying in the business, just by planning ahead.

The right refresh cycle for your business

Most businesses should plan to refresh devices every three to four years. This is the sweet spot where:

• Performance is still strong enough to be reliable

• Resale value is at its highest, reducing net replacement cost

• You're ahead of the security curve, not reacting to it

• Your team isn't frustrated by hardware that's holding them back

A well-planned refresh programme also lets you budget properly. No more surprise capital expenditure when machines start failing.

How Equipped can help

At Equipped, we help UK SMEs design and manage device refresh programmes that fit their budget and business needs. From auditing your current estate to sourcing, deploying, and disposing of devices responsibly - we handle the whole process.

Want to find out what a refresh programme would look like for your business? Get in touch and we'll put together a no-obligation plan.