When your staff laptops start running slowly, it's tempting to keep fixing them to save money. However, deciding whether to repair ageing devices or invest in new ones is a key IT decision that affects your business's efficiency, security, and compliance. Slow laptops don't just frustrate your team—they can increase downtime, risk data loss, and expose your business to cyber threats.
Why this matters for UK SMEs
Older or poorly performing laptops can cause delays in daily tasks, reducing staff productivity and potentially impacting customer service. If devices are no longer supported with security updates, they become vulnerable to cyber attacks, which can lead to data breaches and damage your reputation. For businesses handling personal data, this also raises compliance concerns under UK GDPR and the Data Protection Act 2018. Furthermore, outdated hardware may not meet Cyber Essentials requirements, affecting your ability to bid for certain contracts or pass audits.
A typical scenario
Consider a UK-based SME with 50 employees, many using laptops over five years old. Staff report slow performance and frequent crashes, leading to missed deadlines and frustration. The IT provider initially fixes issues with software tweaks and hardware repairs, but problems recur. Eventually, the provider recommends a phased laptop upgrade aligned with business priorities and budget, improving speed, reliability, and security. This approach also includes setting up device management and regular patching to maintain compliance and reduce future risks.
Practical checklist: What to do next
- Assess device age and warranty status: Check how old each laptop is and whether it's still covered by manufacturer support.
- Review performance metrics: Identify which devices frequently slow down or crash and note the impact on staff work.
- Ask your IT provider: What are the costs and benefits of repairing versus replacing? Can they provide a total cost of ownership comparison?
- Check security compliance: Are laptops receiving regular security updates and antivirus scans? Do they support multi-factor authentication (MFA) and encryption?
- Consider business needs: Do your staff require more powerful devices for specific software or remote working?
- Plan for phased upgrades: Can your IT partner help schedule replacements in manageable stages to spread costs and minimise disruption?
- Verify backup and data migration processes: Ensure data is regularly backed up and can be securely transferred to new devices.
Common pitfalls to avoid
Avoid repeatedly patching old hardware without addressing underlying issues, as this often leads to higher long-term costs and increased cyber risk. Don't overlook the importance of ongoing device management and security monitoring after upgrades. And be cautious of providers who push for expensive replacements without a clear justification or cost-benefit analysis.
Ultimately, the choice between fixing or upgrading laptops should balance cost, security, staff productivity, and compliance needs. Speaking with a trusted managed IT provider or advisor can help you evaluate your current hardware, understand risks, and plan a practical, cost-effective approach that supports your business goals.