What is device refresh cycle

The device refresh cycle is the planned process for replacing or upgrading employee devices like laptops, tablets, and smartphones. This cycle ensures that organizations provide employees with up-to-date, reliable technology that meets operational and security needs.

The length of your device refresh cycle will depend on several factors, including:

• Your organization’s policies and budgets
• The type of devices you provide and their lifespan
• Recent technological advancements
• User demands and performance needs
• Industry-specific compliance needs

Why is the device refresh cycle important for global organizations?

The device refresh cycle is important for global organizations as it helps maintain productivity, security, and efficiency.

Outdated hardware can significantly slow down workflows due to slow device speeds and outdated or malfunctioning software and hardware. This results in both time and money being lost. Updating your devices regularly ensures your employees have the tools they need to perform their jobs effectively.

Regular device upgrades through the device refresh cycle also help mitigate cybersecurity risks. Using up-to-date devices ensures compatibility with the latest security protocols and software patches, minimizing downtime and the risk of costly data breaches.

For many teams, regularly refreshing devices can also boost employee satisfaction since employees often appreciate having access to newer and faster devices.

How does the device refresh cycle impact employee productivity?

A well-planned device refresh cycle directly contributes to higher employee productivity. Newer devices typically have faster processing speeds and better battery life, meaning less waiting time. Plus, many modern devices are equipped with advanced features that help teams work smarter, not harder.

When using newer devices, employees are less likely to face technical issues like slow performance, frequent crashes, or software incompatibilities.

Using newer devices can also contribute to improved morale and reduced frustration around IT systems—boosting overall employee well-being.

To ensure your organization gets the most out of the device refresh cycle, HR teams should consider requesting feedback from employees and incorporating any feedback during the planning stages.

What factors should organizations consider when determining the length of a device refresh cycle?

Determining the right length of your device refresh cycle is essential for maintaining employee productivity and operational efficiency. While there's no one-size-fits-all approach, there are a few key factors to consider when deciding how often to refresh your devices.

Device type

Different devices have varying lifespans. For example, mobile devices often need replacing every two or three years, due to rapid advancements in features and performance. However, laptops and desktops can typically last four or five years before they need replacing.

Remember that these lifespans still vary depending on device usage and specifications.

Industry requirements

Certain industries have a higher dependency on IT and require cutting-edge technology to keep up with competitors. For example, tech, media, or design industries may need devices to be refreshed more regularly in order to support new applications like 3D modeling, video editing, or AI-based tools.

On the other hand, industries with less tech dependency, like retail or education, may have longer device refresh cycles without any significant negative impacts.

Budget constraints

When planning your device refresh cycle, weigh the benefits of newer technology against its costs. While delaying upgrades can save money initially, continuing to use older devices can incur hidden costs through increased maintenance, lower productivity, and potential security risks.

An effective device refresh cycle will strike a balance between performance and affordability.

Usage patterns

The way devices are used, including how often and how long for, significantly impacts their longevity. For example, teams that use their laptops all day every day are likely to experience physical damage, battery depreciation, and faster wear than teams that use their laptops less frequently.

Similarly, high-intensity tasks like video rendering and data analysis can shorten the lifecycle when compared with lighter tasks like emails and internet use.

Technology obsolescence

Technology obsolescence occurs when software or hardware has been replaced with newer, better versions. Eventually, manufacturers stop supporting older devices with updates.

Not only does this result in an inability to run newer applications (hindering productivity), but it also leaves the user and organization, vulnerable to cybersecurity threats.

Employee needs

The optimum length of your device refresh cycle will also depend on employee needs. The best way to determine whether equipment meets employee needs is to gather feedback using a feedback form. From this, you can adjust your device refresh cycle accordingly.

See also: A Complete Guide to Global IT Asset Management for Managers

How does the device refresh cycle align with security and compliance requirements?

The device refresh cycle is key to staying secure and compliant. Outdated devices may no longer receive security updates or patches from manufacturers, making them vulnerable to cybersecurity threats. They might also lack advanced security features like biometric authentication or encryption, which many regulations require. Failure to comply with data protection regulations, like GDPR and HIPAA, can result in fines and other penalties.

Replacing devices regularly ensures you maintain access to the latest security measures. This offers the highest level of protection against data breaches and loss of sensitive information.

To ensure that your device refresh cycle meets compliance needs, it's important that your HR and IT teams work together to create a thorough plan for your device refresh cycle.

What role does the IT department play in managing the device refresh cycle?

The IT department plays a big role in managing the device refresh cycle. From planning the cycle to delivery and maintenance of new device, IT teams handle it all. They are in charge of ensuring employees have functioning devices that enable them to stay productive and secure. Here’s how IT handles this process.

Assessing and monitoring devices

The IT team will continuously monitor employee devices, ensuring they are performing adequately. This includes checking factors like device speed, compatibility with software updates, and general functionality.

If your devices are starting to slow down or no longer meet security standards, the IT team will step in and organize replacement devices.

Planning refresh schedules

IT teams are also in charge of creating a refresh schedule that suits your company's needs and budget. While mapping out the refresh cycle, they will account for device lifespans, company growth, and compliance regulations. Managing compliance for global teams can involve complex regulatory and logistical challenges that must be addressed.

Procurement of devices

Selecting the right equipment for your company's needs is a critical step. Your IT team will research and buy devices that meet both operational and security needs. They may negotiate bulk discounts with vendors or explore leasing options to help keep the costs down.

Deployment of devices

Deployment involves more than just handing over new devices. IT teams also configure hardware, install software, and get devices up and running so employees can hit the ground running. Their goal is to minimize downtime and make the transition as easy as possible for employees.

Disposing of old devices safely

When devices are no longer fit for purpose, they're recycled or disposed of safely. Disposing of old devices includes certified data erasure. This ensures that sensitive information is protected and your organization maintains compliance with data protection laws.

In some cases, IT teams may also look into reconditioning or reusing hardware, rather than disposing of it.

How can HR and IT collaborate effectively on a device refresh cycle?

Managing a device refresh cycle is a team effort. Here's how IT and HR can work together:

1. Gathering employee feedback

HR can be the bridge between employees and the IT department. The best way to bridge this gap is by collecting feedback from employees on device performance and common IT frustration. HR can then pass this feedback on to IT. Are employees struggling with slow laptops? Do remote workers face connectivity issues? These are all questions that will help IT tackle employee frustration.

2. Onboarding and offboarding

HR is in charge of managing employee hiring and exits, which directly ties into the device refresh cycle. It's important that HR keep IT informed about new hires so that IT can ensure devices are ready for onboarding.

When it comes to offboarding, HR should coordinate the collection of devices with IT to ensure they are decommissioned properly.

3. Training

Switching to new devices can be challenging for some employees. HR can support IT by organizing training sessions to help employees adjust to their new equipment quickly. This will reduce downtime and help employees feel more confident with their new tools.

4. Policy communication

Policies around the device refresh cycle, like when employees should expect new devices or how to return old ones, need to be clear. This is where HR comes in. They can take the lead in communicating these policies through internal announcements and onboarding materials.

What are the potential risks of not implementing a device refresh cycle?

Not implementing a proper device refresh cycle can have serious consequences for your employees and organization as a whole. Here are some of he potential risks:

Decreased productivity

Outdated devices slow everything down. Apps take longer to load, systems crash more often, and performance lags. For employees, this means delays in completing tasks, missed deadlines, and inevitable frustration. In a remote or hybrid setup, where work is entirely dependent on devices, the impact is even worse.

Increased security vulnerabilities

Older devices don’t always get the latest security updates. This leaves them open to malware, phishing attacks, and data breaches. Without updated hardware, your organization could become an easy target for cyberattacks.

Higher maintenance costs

Keeping old devices running isn’t cheap. Repairs, replacements for outdated parts, and the IT time spent troubleshooting all add up. In many cases, these costs exceed the price of simply upgrading to new devices.

Employee dissatisfaction

No one likes working with slow, unreliable tech. It’s frustrating and can make employees feel like their needs don’t matter. This can hurt morale and lead to higher employee turnover rates. Providing updated equipment shows employees that they’re valued and supported.

Non-compliance

A huge risk of using aging devices is that they may not support the latest security standards required by global regulations. This includes encryption, authentication, and data protection. Non-compliance with regulations can open your organization up to fines and penalties.

How does the device refresh cycle affect remote and hybrid workforces?

For remote and hybrid teams, having a reliable device isn't a luxury, it's a necessity. These employees depend on their laptops, phones, and other devices to communicate with each other and get their work done. Without functioning equipment, they cannot be connected or productive.

Outdated devices cause big problems

Old and unreliable devices can cause major disruptions for remote teams. They're much more likely to crash, slow down, or fail to support the latest apps and tools your employees need. This can lead to:

• Missed deadlines: A slow or malfunctioning device can delay projects and cause missed deadlines.
• **Communication breakdowns: **Outdated hardware may not handle video calls well or support the latest messaging software.
• **Frustration and stress: **Employees stuck with faulty tech can feel undervalued and frustrated.

On top of this, research has shown that 80% of businesses agree that outdated technology hinders organizational progress and innovation.

The Challenge of Remote IT Support

When tech issues come up, these can be particularly challenging for remote workers to resolve. Organizing repairs and replacements from afar is not only logistically challenging, but it also takes longer. This results in added downtime and stress.

To keep work flowing and employees happy, IT teams need to have efficient processes in place to deliver support quickly.

A well-planned device refresh cycle will help you tackle these issues at the root. By proactively replacing devices, you can avoid emergency fixes and unexpected downtime.

The benefits of a device refresh cycle for remote teams

Regularly refreshing devices for remote teams is hugely beneficial. Here’s why:

• Keeps work flowing smoothly: Newer devices means fewer tech issues, less downtime, and better productivity.
• Better security: Modern devices have better security features and access to the latest cybersecurity software.
• Improved employee satisfaction: Employees with newer devices are more likely to feel valued and happy in their jobs.

What are the cost considerations for a device refresh cycle?

A device refresh cycle comes with both direct and indirect costs:

• Direct costs: Buying new devices, software licenses, and accessories.
• Indirect costs: Time spent by IT on setup, training, and secure disposal of old devices.
• Cost savings: Less spent on repairs and fewer productivity losses from outdated devices.

You can manage costs by negotiating vendor discounts and exploring equipment rental options. Staggering updates can also help you spread the costs over time.

HR teams can support IT by advocating for budgets that support employee productivity and well-being. Ultimately, a well-managed device refresh cycle is key to saving you time and money.

How can organizations measure the effectiveness of a device refresh cycle?

To measure the effectiveness of a device refresh cycle, here are some key metrics you can track:

• Device uptime: How often devices work without any downtime or other issues.
• Employee satisfaction: Survey employees about their device performance.
• Maintenance costs: Compare maintenance and repair costs before and after implementing the refresh cycle.
• Security incidents: Track the number of breaches and risks linked to outdated devices.
• Productivity levels: Monitor whether tasks are completed more efficiently with newer devices.

Keeping track of these metrics can help you adjust and refresh your cycle over time.

Streamline your device refresh cycle with Deel IT

A smooth device refresh cycle helps your organization maintain productivity, boost employee satisfaction, and stay secure and compliant. This is especially important for globally distributed teams that have numerous compliance regulations to contend with.

Deel IT makes the device refresh cycle easy with features like:

• Global equipment procurement: Access to over 40 device options with flexible payment and lease terms.
• Zero-touch deployment: Get pre-configured devices in 3–5 days, ready for onboarding.
• SLA-backed repairs: Reduce downtime with global repair services and loaner devices.
• Certified data erasure and secure recovery: Stay compliant with data protection standards during device decommissioning.
• Reconditioning and re-deployment: Maximize hardware use by reusing and reallocating devices globally.

With Deel IT, you can automate your refresh cycle, cut costs, and equip your team with reliable, secure tech.

Ready to simplify your IT operations? Book a demo today.