8 Steps Towards a Successful Hardware Refresh Strategy
Every business, no matter the sector or scale, utilises hardware in their day-to-day operations, so employing and maintaining the correct hardware for the job is an ongoing process that is vital to your business’s success.
In our blog this month we will be looking at technology refresh best practices; how to choose the right products, the pitfalls of unsuitable or outdated technology and how to create a Hardware Strategy to ensure your hardware products are always optimised for your business needs.
“45% of total unplanned downtime is caused by hardware failures.”
- EMC Global Data Protection Index Survey
Why It's Important to Invest in the Right Hardware
Do you start your workday by turning on the computer then going to make a cup of coffee while you wait for it to start up? Do you have that one barcode reader that needs to be held at a very specific angle to scan? Is there only one person in the office who knows how to get the printer to work properly? These may all seem like harmless quirks but, at best, dodgy hardware reduces the efficiency of your business, at worst, a hardware failure can grind your business to a halt. Knowledge of technology refresh best practices is essential for success when considering a hardware refresh strategy.
The right hardware solutions can help you stay one step ahead of your competition but there are many factors to consider in ensuring your hardware remains optimised, such as cost, suitability, integration and lifespan of the product. Getting it wrong can be costly and the number of solutions and manufacturers available can make choosing the best products seem like a daunting task.
A Hardware Refresh Strategy is a continual process of assessing your current suite of IT computer hardware, future needs and contingencies in case of obsolescence or failure. Many companies don’t understand best practice, or have the internal skill or resources to take on this task, which is where a hardware specialist who is familiar with how a technology refresh strategy is implemented can help.
The Keys to
Hardware Success
No matter what size or type of business you operate, your staff interfaces with your software systems using some type of hardware. The efficacy of that hardware, along with considerations for web design, can have a direct effect on your business’s success.
Retailers’ considerations for hardware range from shop floor displays to back-office computers to warehouse PDAs. Whether you have a traditional cash wrap with all the related POS peripherals, such as a display screen, touch screen, cash drawer, receipt printer and payment card reader, or a more mobile staff presence with handheld terminals that can do everything.
Office-based businesses rely on PCs or laptops, printers, copiers and telephones (landline, mobile or VoIP) as well as all the routers, switches, servers and cables that come with them. In addition, with the current shift towards remote working, such devices are increasingly required to perform securely and reliably from multiple locations.
Here we look at best practice when conducting a technology audit and the 8 steps to consider when planning a Hardware Project:
Hardware Assessment
It is important to first decide whether your current setup is suitable for your specific business needs; do you simply need a few upgrades or could a complete overhaul of your hardware be beneficial? Working with what you’ve got may save money in the short term, but investing in a well-planned overhaul will realise a greater ROI over time.
Have you considered what your hardware refresh cycle might look like? Some hardware will serve you for a long time without any problems, while others become obsolete. An evidence based assessment is essential when working on a hardware refresh strategy.
2. Refresh, Upgrade or Maintain?
Refreshing your hardware means replacing outdated technology with the newest version, ensuring it is compatible with newer technologies and software.
Upgrading involves improving or modifying your current hardware with, for example, newer software or increased capacity.
There is no need to replace a product for the sake of it so, if the best option is already in place, it could be more economical to simply maintain your existing hardware.
3. Is Your Hardware Fit for Purpose?
When looking at new technologies you may be tempted by a top-of-the-range solution with all the bells and whistles, but if a product comes with lots of premium features you will never use, or solves a problem that is not yours, then this may be a wasted investment. Conversely, a cheaper option may be a false economy if it doesn’t meet all the demands required of it or fails after a few months.
It is also helpful to consult the staff who will use the equipment as they will have first-hand experience of what may, or may not, be beneficial to their specific duties.
4. Get the Look
Although the functionality of any hardware is a key factor in choosing what suits your business, how it looks can sometimes be equally important. If the hardware will be utilised in an area where it is visible to customers, the aesthetics, size and even operating volume of a product are all genuine considerations.
5. Compatibility
You must consider whether new hardware will work with your current business software systems, as well as any software systems you could potentially move to going forward. Choosing compatible hardware ensures a seamless rollout with limited disruption and downtime, while future proofing your decisions helps avoid costly integrations further down the line.
Similarly, if new hardware operates in a considerably different way to your current option you will need to factor in the preparation, time and costs associated with staff training and altering your business processes.
6. Find the Best Deal
Once you’ve selected the right hardware, purchasing the product can be a minefield in itself. The cheapest option may not always be the best deal and it pays to check the supplier’s terms for warranties, support, returns, replacements and even payment options to see if paying a little more initially may be more beneficial in the long run. Where possible, buy in bulk to save money and, if the hardware upgrade is not required immediately, monitor prices to take advantage of any sales or offers that may benefit you.
7. Plan for the Worst
Most downtime from hardware failure is due to loss of business data. It is impossible to predict every eventuality, so it is vital to have a plan in place to mitigate the damage to your business from unexpected equipment failures and limit downtime.
Previously, on-site storage servers and physical back-ups were a must, but now cloud-based options are available to rival these options. Both have their merits and drawbacks and it is important to find the solutions that work best for you.
8. Maintain Control
An effective Hardware Refresh Strategy involves more than just reviewing your business’s hardware every 3-5 years. Proactive management, maintenance and monitoring ensures you maximise your hardware’s performance and lifespan. For example, ensuring software and driver updates are performed when required, or tracking issues to identify equipment that is not performing as expected, all help to avoid potentially catastrophic hardware failures.
Furthermore, knowing well in advance when hardware will need replacing allows more time for research, planning and budgeting for a hardware upgrades.
“Be it software, hardware, technical or support Pinnaca have you covered.”
Hardware Refresh Strategic Plan
Partner with Pinnaca to take care of your Hardware Refresh Strategy. We offer a one stop shop to procure, secure and support your hardware requirements every step of the way. Our experienced team will assess your business needs to find the solution that’s best for you and your budget, even if that means sticking with what you’ve already got, (we’ll never sell you something you don’t need).
Our IT expertise means you can be confident that any hardware solution will be fully compatible with all your business systems. We can assist with installation, training and support to ensure minimal disruption to your business during initial setup and beyond.
Pinnaca’s dedicated procurement specialist has working relationships with all the top hardware manufacturers. As we partner with many satisfied customers, we benefit from greater negotiating power and economies of scale to ensure the best deals. We can offer assistance with capital cost planning and can supply real time price and lead time insights to further help you plan and budget your hardware solutions.
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