Planning a Successful Device Refresh

NASA wouldn't send astronauts back to the moon using the same equipment it used in 1969. You shouldn't send employees into battle using yesteryear's equipment, either. In your bid for stellar success, you need end-user devices that keep up to date with technology developments.

Regular device refreshes are critical for productivity and employee retention, not to mention managing costs and system downtime.

In this guide, we will help you to plan a smooth, seamless refresh process that will keep your employees and their data agile, secure, and productive with the latest technology.

When and how often to refresh

The first choice to make when planning a device refresh is when to do it. Some companies wait six years in between refreshes, 'sweating' assets to save on capital expenditure. However this has drawbacks.

There is a large technology jump between end-of-life systems and the latest devices. Users' experience and productivity degrade gradually as devices get older.

Leaving a device refresh too long may land your employees with hardware and software that is no longer officially supported, creating maintenance issues and security risks as security patches dry up. This leaves an organisation more vulnerable to threats.

In some cases, new versions of applications or operating systems might no longer work on older equipment at all. Windows 11 has specific requirements that rule out using it on some older equipment.

So, find a healthy balance between the cost savings of 'sweating' assets and the productivity advantages of more frequent updates. Chasing after every new tech feature isn't necessary, but if your PCs belong in a museum display, you're inviting trouble. As a rule, Probrand recommends refreshing devices every three years.

Phased refreshes for an easier life

Technology refreshes need not happen all at once. Replacing a third of your device fleet per year over three years in a planned rolling refresh provides numerous benefits:

• More manageable costs, with capital investment spread over three years
• Easier planning to ensure software and hardware compatibility
• Less workforce disruption
• Reduced security risks by keeping devices and software up to date on a rolling schedule

Managing a refresh step-by-step

Audit your device fleet

You can't refresh what you can't see, so list the devices that you're targeting in this cycle. Then, you must be clear what's on them. Different users might have particular programs that they depend upon, and you must make sure either that this software will work on the new device or that there's an acceptable alternative.

Device audits are easier for larger companies that have locked-down operating system images and allow-lists of permitted applications. Organisations that are less standardised in their software, permitting operating system and application drift, will need more help, especially those without good change management policies.

Ideally, you would audit the device's software using an enterprise management tool like Microsoft Endpoint Configuration Manager, but you can use third-party tools or even PowerShell scripts where necessary.

The audit also gives you the chance to quiz users on what installed software they're actually using. Find applications that they don't find useful and there are potential licence savings to be had.

This is a good time to identify where a user's data is stored to prevent data loss during the transition. Data stored locally on a device will need a manual transfer to the new device. This is time-consuming and might involve manual access to the machine. Conversely, data stored off-device in cloud services like OneDrive makes the migration process simpler and more secure.

Encouraging or mandating the use of cloud storage will streamline future device refreshes. This approach also aligns with modern workplace practices that support mobility and remote working scenarios.

Working with remote users

In a post-pandemic world, many of your users will now be remote at least part of the time. Upgrading devices for users who are sometimes or always out of the office presents logistical and scheduling challenges. Effective solutions require clear communication, planned scheduling, and possibly extended support hours to accommodate different time zones or work schedules.

Remote management tools help IT administrators to handle installations and updates with minimal need for user intervention, which is especially important for remote. Unified approaches through cloud-based management systems can ensure that all devices are updated and synchronised without requiring an admin's presence.

Microsoft's Windows Autopilot, which shipped in Windows in 2018, is a powerful tool here. It streamlines PC refreshes by automating their setup and pre-configuration out of the box, linking them to organisational settings and policies.

All the remote employee has to do when they receive a new device supported with an Autopilot configuration is switch it on and log in. The rest, from OS setup to application installation, is handled remotely and automatically based on predefined configurations.

Automated setup not only expedites the entire setup process but also ensures consistency and compliance across all devices within the organisation. Your IT team doesn't need to manually handle each device. Indeed, Probrand can even handle the entire configuration and delivery process for you.

Communicate the plan

Even with the best technology available, end users remain a challenge in device refreshes.

Some employees might be uncomfortable with change, overly attached to their existing devices, or simply lack technical confidence. Others are just too busy to make time for a device replacement. Addressing these human factors is just as important as selecting the right technology.

Communication is key here. Ease the transition by highlighting the benefits of the new technology to their everyday work. Inform them when the technology refresh will occur and what is expected of them. Provide detailed instructions on backing up data where necessary (or on when to bring in a device to have it done for them), along with transitioning workloads. This will be simpler if their workloads and data are already cloud-based.

Be sure to plan for contingencies, such as illness or unavailability due to overwhelming workloads. Flexibility in scheduling and providing additional support during the transition can help manage such situations. You'd also be well advised to budget time and money to mop up any post-refresh stragglers.

Doing device disposal right

A responsible refresh also means disposing of equipment appropriately, both from a data security and a sustainability perspective.

First, security. A secure data wipe guarantees that sensitive company and customer information is completely erased and unrecoverable, mitigating risks of data breaches and complying with legal requirements.

Some organisations have stringent security policies that prevent external removal of internal storage devices. That will add extra work as you dismantle and destroy storage on-site. This ensures the data never leaves the secure environment of the business premises.

Handling this task with the proper auditing and documentation will earn you a Waste Electrical and Electronic Equipment (WEEE) certificate. This is essential as proof of environmentally responsible disposal.

Sending out mail-back boxes for remote employees with old devices is a useful strategy where appropriate. However if you anticipate lots of manual work or are dealing mostly with in-office devices, it might more appropriate scheduling specific days where employees can exchange their old equipment for new.

Collaborating with external partners who specialise in secure disposal and recycling of technology devices can further simplify the process. These partners often have the infrastructure to manage these tasks effectively on company premises. They could also offer custom solutions like small-scale delivery systems that are optimised for limited space, such as elevators in office buildings.

Depending on the age of your equipment, partnering with recycling firms can provide financial returns. Some partners offer buy-back programs where businesses can recover some value from their old equipment.

Conclusion

Device refreshes might incur some capital expensive, but they're also an excellent chance to introduce new efficiencies in endpoint management while improving employee satisfaction. So, gear up and get ready for launch — because a strategic refresh will propel your employees to stellar heights.