Article · Computers & Phones
When to replace a business computer
How long business laptops and desktops last, the signs one is costing more than it is worth, and how a replacement plan keeps IT spending predictable.
Computers rarely die all at once. They slow down, start acting up, and fall behind on security long before they stop turning on. A simple replacement plan keeps your team productive and spreads the cost out, instead of replacing five machines in a panic the same month.
How long they usually last
For most businesses, a reasonable plan is:
- Laptops: about 3 to 4 years
- Desktops: about 4 to 5 years
Business-class models from major manufacturers tend to last longer and come with better warranties than consumer models. Heavy users, like design, engineering or anyone running big spreadsheets all day, may need replacements sooner.
Signs it’s time
- It no longer gets security updates. This is the clearest line. Windows 10 support ended in October 2025, so computers that can’t run Windows 11 are past it.
- It’s out of warranty and a repair would cost a large share of a new one.
- People are waiting on it, like slow start-ups, frozen apps, or a battery that won’t last a meeting.
- It can’t run what you need, such as new software, multiple monitors, or current Teams features.
- It keeps having the same problem after it’s been fixed.
A computer that wastes even ten minutes a day adds up to many hours a year, which often costs more than a replacement.
Build a simple plan
- List every computer with its purchase date, model and warranty end date. Your IT provider should already have this.
- Set a replacement age for laptops and desktops.
- Spread replacements out, so you’re buying a few each year instead of everything at once.
- Budget for it as a yearly line item. See What does a vCTO do? for how this fits into planning.
- Standardize models where you can. Fewer models means easier support and faster setup.
When you replace one
- Make sure files are in OneDrive or SharePoint first, so nothing is left behind.
- Wipe the old computer properly before it’s sold, donated or recycled. Deleting files isn’t enough.
- Remove it from your management tools and accounts.
- Buy business models with a warranty that covers the years you plan to keep it.
With computers enrolled in Microsoft Intune, a new laptop can often be shipped straight to the employee and set itself up when they sign in.
Want a replacement plan for your team? Learn more about our managed IT service.