Tech refreshes are crucial for any business, regardless or size or industry, but what exactly is a tech refresh?

Technology is essential for powering any business, no matter the size or industry. It allows workers to do their jobs more effectively and efficiently, which results in better overall productivity for the company and end-user services and/or products for the consumer.

Unfortunately, when technology ages, it can cause more problems than it solves. Slow, obsolete and out-of-date technology can cause major issues at any company, standing in the way of success rather than working to spur it.

That’s why all companies need to go through a tech refresh from time to time to ensure all technology is working properly and at top capacity. But, what is a tech refresh and what is involved?

Understanding the Tech Refresh Cycle

A tech refresh is defined as updating your company’s tech equipment, like PCs, to maximize performance and efficiency.

There are many parts to a tech refresh, including simple updating/upgrading of software on computers to the all-out replacement of older equipment for newer versions that can do more faster and more efficiently.

A full tech refresh will need to be done on a relatively regular basis to ensure all technology remains in high-functioning order. How often this cycle occurs, though, depends on several factors — including what technology is involved in the refresh, the typical life cycle of that technology, and whether major upgrades need to be made to the equipment before it reaches the end of its life cycle.

Before a tech refresh can be completed, you need to have a solid grasp of what technology your company utilizes. This will be everything from the individual computers and company-owned mobile devices that employees use, to the back-end servers that store data, to any company-specific equipment that runs the main operations of your business.

A great place to start here is to make a very detailed list of all this equipment and include data points such as:

• Its age
• How long it’s been deployed
• The last time it was upgraded/replaced
• What it’s being used for
• What the typical lifespan of it is
• Any other relevant piece of information

This master list will serve as a technology database that you can constantly monitor and update as upgrades are made. While you’re at it, completing a full cybersecurity audit checklist might also be helpful to ensure every potential security threat is updated.

Planning for a Tech Refresh

One of the most important aspects of a tech refresh is the cost. Depending on the scale of the tech refresh, the cost can be quite exorbitant.

If, for example, you have 100 PCs at your office and all are about the same age, trying to replace them all at once could cause quite a spike in your expenses.

This is how your technology master list will help you plan for a tech refresh. Somewhere in the planning process should be an estimated cost to replace the current technology you have. By having this information handy, you’ll be able to properly plan and budget for the necessary upgrades — even if they happen incrementally.

Using the example above, you might find that it’s more economical for your business to replace 20 computers at a time over five years than replacing all 100 at once.

To complete a truly effective tech refresh, you’ll need that master list of all pieces of equipment and the cost of replacing each one so that you can properly budget. It’s also helpful to have an idea of when certain pieces of technology may be getting a refresh from the manufacturer.

For instance, you may be able to realize immense savings by purchasing “last year’s version” of a mobile device right as the manufacturer is releasing the latest and greatest version.

Benefits of a Tech Refresh for Your Business

There are numerous ways that businesses large and small can benefit from a tech refresh. Some of these include:

• Greater Productivity: When employees work on faster devices, they’re able to complete more, which keeps them motivated.
• Fewer Distractions and Frustrations: Along those same lines, when employees work on up-to-date technology, they often don’t experience lag and slow performance. This, in turn, allows them to be more focused, less distracted and experience fewer frustrations.
• Cost Efficient: When you invest in a tech refresh, your business can gain more value for each individual tech asset you have, ultimately saving you money on maintenance, resources, and labor.
• Fewer Disruptions: Modern technology allows businesses to be more adaptable and resilient, ensuring that they don’t “go down” even when times are tough.
• Smarter Allocation of Resources: Businesses can eliminate waste and allocate resources smarter when technology is up-to-date.

Steps in Implementing a Tech Refresh

Once your company has decided that a tech refresh is necessary — and is financially prepared to undergo one — then it’s time to get down to the nitty-gritty. Here are some of the main steps you’ll need to take with a tech refresh.

• Step 1 — Define what you need. What are your company’s objectives with the tech refresh? Knowing this will help you set a priority list for upgrades
• Step 2 — Plan the roll-out. Are you going to replace everything at once? Are you going to have phases or stages? It’s important to have a detailed roll-out plan in place so that you know what you’re purchasing, when you’re purchasing it, and how it’s all going to be deployed.
• Step 3 — Communicate. Once the plan is in place, it’s essential to communicate the tech refresh plan with your employees. Who is going to be affected? How are they going to be affected? When will things be “back to normal?” Tech upgrades are often anxiety-inducing to many employees, so the more you communicate, and the earlier you do so, the better.
• Step 4 — Future plan. A tech refresh cycle never truly ends. When one aspect of the tech refresh is completed, it’s time to move on to the next one. Make sure to update your master list with all the new equipment you have, and start planning for the next “phase” of the roll-out.

Challenges in Implementing a Tech Refresh

There are always going to be challenges in implementing a tech refresh. Here are some of the most common ones and ways to overcome them.

• Implementation: Inevitably, you will face roadblocks when replacing equipment, whether it be compatibility with your systems/software or actually installing them. Giving yourself ample time for the tech refresh will help you compensate for these issues.
• Onboarding: New technology typically requires some form of re-training of employees. Many hiccups could happen here, including employees not being completely on board with the change. Communicating the benefits of the upgraded technology and providing plenty of hands-on training will help.
• Data Loss: When updating technology, there is always the chance that data will be lost. Depending on the data lost, this could be catastrophic to a business. That’s why it’s essential to do a full backup of your data before a tech refresh is initiated.

Need Help with a Tech Refresh?

Partnering with Techmate can help ease any worries, concerns, and anxieties you’re experiencing related to a tech refresh. As part of our business IT support services, we can also help you implement a tech refresh to help your company drive forward. Contact us today to find out more information.

Frequently Asked Questions

What is a tech refresh?

A tech refresh is a full assessment of your current technology equipment, and making a plan to upgrade old or outdated equipment.

What is the difference between a technology refresh and upgrade?

A technology upgrade doesn’t necessarily involve replacing equipment. It could be simply upgrading software to newer versions. A technology refresh, by contrast, involves replacing equipment with newer versions.

What is the justification for a tech refresh?

Businesses can gain operational efficiency, experience more productive employees and save immense costs with a tech refresh.

What is the refresh cycle in business?

A tech refresh cycle in business should always be ongoing. At the very least, you should be considering replacing certain technology on an annual basis.