Rhonda Baker

~ Tuesday, July 8, 2025

Nothing disrupts your day like a crashing laptop or a painfully slow computer. 

While extending the life of your equipment may seem budget-friendly, it often backfires. 

In fact, small businesses lose an average of 98 hours per year (the equivalent of 12 working days!) due to slow or outdated technology. 

Whether you outsource your IT or manage them in-house, having a refresh plan in place can save time, reduce stress and prevent costly emergencies. 

The Risks of Not Refreshing Your IT 

Ignoring ageing hardware might work in the short term, but it’s a gamble that can backfire quickly. Without a clear upgrade strategy you could face: 

  • Unplanned downtime.  A single faulty device can halt productivity for an entire team
  • Lower productivity. Old tech is slow, prone to crashes and often incompatible with newer software
  • Increased security threats.  Outdated systems miss crucial updates, leaving you exposed to cyber-attacks
  • Compliance issues. Falling behind on tech can put you at risk if your industry has regulatory requirements 

4 Simple Strategies for a Smarter Refresh Plan 

No matter your business size, a simple, practical approach to IT refresh planning makes a big difference. Here’s how to get started: 

1. Replace Devices Gradually 

Instead of waiting for complete failure, replace ageing devices as they reach the end of their lifecycle. Naglotech can help determine when equipment should be upgraded based on warranty status, performance, and software compatibility. 

2. Schedule Regular Refresh Cycles 

Refreshing devices on a set schedule (every three to four years is typical) helps avoid a build-up of outdated equipment. This approach: 

  • Reduces unplanned expenses
  • Allows better budgeting
  • Improves system performance
  • Helps secure volume discounts 

3. Avoid Compatibility Pitfalls 

Software evolves quickly. Newer applications may not run properly on older devices or operating systems. Regular IT reviews help ensure your hardware remains compatible with critical tools, reducing disruption.

4. Consider Leasing Options 

If large upfront costs are a challenge, leasing IT equipment is a flexible alternative. Many vendors offer contracts that include regular upgrades and support helping you keep systems current without heavy capital investment.

Keep an Asset List - It’s a Game-Changer

A hardware asset list is a simple but powerful tool that gives you full visibility of your technology estate. A basic spreadsheet should include: 

  • Device name and type
  • Purchase date
  • Warranty expiry
  • Reported issues
  • Assigned user 

With this information at your fingertips, you can: 

  • Anticipate potential failures
  • Plan budgets accurately
  • Negotiate better deals
  • Retire insecure or outdated equipment responsibly 

At Naglotech, asset management is included as standard in all our IT support plans. Our advanced software handles the heavy lifting, ensuring your systems remain organised and up to date. 

The Real Cost of Delaying Your IT Refresh 

Holding onto old hardware to “save money” often leads to more expenses - from support calls to lost productivity and even data breaches. Waiting until everything breaks at once forces you into reactive, high-cost decisions. 

A proactive refresh plan keeps your systems one step ahead, not miles behind. 

Ready to take control of your IT future?

Take inventory – Review your existing devices and their age. 

Define your goals – Consider upcoming changes like hiring, new software, or cloud migration. 

Speak to Naglotech – We can help create a timeline, budget, and explore options like leasing. 

Build a refresh schedule – Whether it’s staggered or all-in-one, having a plan is key. 

Review regularly – Check your progress once or twice a year to stay on track. 

Stay Ahead with Smarter Tech 

Technology should support your business, not slow it down. With a clear IT refresh strategy, you can avoid disruption, boost performance and protect your team from costly surprises. 

A well-planned refresh approach is more than just replacing outdated equipment - it’s about safeguarding productivity, enhancing cyber security and future-proofing your operations. 

Need expert help with your IT refresh plan? Get in touch with the team at Naglotech today. Contact Us | Naglotech

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