Help Guide for Buying Hardware for Reliability

The True Cost of Hardware Failure

A laptop fails on Monday morning. If you don't have a spare:

• Hours lost: Finding, ordering, configuring replacement
• Productivity lost: Staff member can't work properly
• Rush costs: Next-day delivery premiums, retail pricing vs planned purchasing
• Stress: Fire-fighting instead of planned work

The £500 you "saved" by not having a spare just cost you £2,000 in disruption.

Smart hardware planning isn't about buying the best—it's about buying consistently and planning for the inevitable failures.

The Hardware Essentials

Laptops

We covered laptops in detail in our separate guide, but the key points for reliability:

Business-grade over consumer: Dell Latitude over Inspiron, HP ProBook over Pavilion, Lenovo ThinkPad over IdeaPad. Built sturdier, longer warranty support, more consistent parts.

Standardisation: Buying the same model (or model line) means:

• Staff can swap peripherals easily
• Spares work for anyone
• IT support is simpler
• Bulk purchasing power

Refresh cycle: Plan for 4-year laptop life. Some will last longer, some won't—4 years is a safe planning assumption.

Docking Stations

A good dock transforms a laptop into a full workstation with one cable connection.

Why they matter:

• One cable connects monitor, keyboard, mouse, network, power
• Reduces wear on laptop ports
• Hot-desking becomes practical
• Consistent experience across locations

Types:

Recommendation:

• If all laptops are one brand (Dell, Lenovo, HP), consider manufacturer docks for guaranteed compatibility
• If mixed brands, USB-C docks (CalDigit, Anker, Belkin) offer flexibility
• For power users needing multiple monitors, invest in Thunderbolt

Reliability tip: Buy all the same dock model. Mixed docks cause endless "it works on their desk but not mine" issues.

Monitors

Good monitors last 7-10 years—they're worth investing in.

Size recommendations:

Features worth paying for:

• Height adjustment: Essential for ergonomics
• USB-C input with power delivery: One cable for video and laptop charging
• Good stand: Cheap monitors with flimsy stands wobble

Features to skip:

• Gaming features: High refresh rates, G-Sync—irrelevant for business
• Built-in webcams/speakers: Usually poor quality; better to buy separate
• Curved screens: Personal preference, not necessary

Standardisation again: Same monitors = same cables, same settings, same spare parts.

Keyboards and Mice

Keyboards: Wireless is convenient. Get a consistent model across the office.

• Budget: Logitech MK270 (wireless combo, £25-30)
• Better: Microsoft Sculpt (ergonomic, £50-70) or Logitech MX Keys (premium, £100)
• For heavy typists: Consider mechanical keyboards (Cherry MX, Keychron)

Mice: Wireless, ergonomic, consistent.

• Budget: Logitech M185 (£10-15)
• Standard: Logitech M330 Silent (quiet, £25-30)
• Premium: Logitech MX Master 3 (multi-device, £80-100)

Keep spares: Keyboards and mice fail or get spilled on. A spare set in the cupboard saves a trip to Currys.

Webcams

Built-in laptop cameras are usually poor. External webcams provide:

• Better image quality
• Better positioning (screen-level, not chin-level)
• Consistency across video calls

Recommendations:

• Good: Logitech C920/C922 (£60-80)—reliable, good quality
• Better: Logitech Brio (£150)—4K, excellent quality
• Alternative: Elgato Facecam (£140)—great quality, popular with professionals

Headsets

For video calls and focus work:

Wired (cheaper, no battery concerns):

• Jabra Evolve2 30: £60-80
• Poly Blackwire 3200: £40-60

Wireless (freedom to move):

• Jabra Evolve2 55: £130-160
• Poly Voyager Focus 2: £180-220
• Microsoft Modern Wireless: £80-100

Wireless is worth the premium for people who take calls while moving around or working from home.

Building a Spares Strategy

What to Keep on Hand

Rotating Spares

Spares shouldn't sit unused for years:

1. When you buy new hardware, the replaced device becomes the spare (if still functional)

2. Test spares quarterly—charge batteries, boot up, verify they work

3. Rotate before age—a 5-year-old spare laptop isn't much help

4. Deploy, don't hoard—if you have excess spares, deploy them or sell them

The Spare Laptop Setup

A spare laptop should be ready to deploy:

• Base image installed (Windows/macOS, standard applications)
• Updates current (check monthly)
• Not personalised (no user account set up)
• Power adapter included
• Location documented (where is the spare?)

When needed: Create user account, copy data from backup, hand over. Should take 1-2 hours, not a day.

The Three-Year Replacement Plan

Why Three Years?

Business laptops typically have:

• Year 1-2: Good performance, warranty coverage
• Year 3: Adequate performance, warranty may expire
• Year 4: Starting to slow, higher failure risk
• Year 5+: Increasingly unreliable, security update concerns

A 3-4 year cycle balances cost with productivity and reliability.

Planning Purchases

Option 1: Annual Rotation

Replace 1/3 of fleet each year:

• Predictable annual budget
• Always some new devices in rotation
• Never all devices aging simultaneously

Example (12 devices):

• Year 1: Replace 4 devices
• Year 2: Replace 4 devices
• Year 3: Replace 4 devices
• Year 4: Cycle restarts

Option 2: Bulk Replacement

Replace all devices every 3-4 years:

• Less frequent procurement
• All devices identical (maximum standardisation)
• Large capital expense every few years

Prioritisation

When budget is limited, prioritise:

1. Devices that are failing: No point planning while something's broken

2. Oldest devices: Higher failure risk

3. Heaviest users: People who need performance most

4. Security concerns: Devices that can't run current OS/security updates

Tracking Your Fleet

Maintain a simple inventory:

A spreadsheet is fine. Review quarterly.

Vendor Relationships

Direct from Manufacturer vs Reseller

Direct (Dell.com, HP.com, Lenovo.com):

• Configured to your spec
• Direct warranty support
• Business accounts may have dedicated reps
• Lead times can be longer

Reseller (Insight, CDW, SCC, XMA):

• Multiple brands in one order
• May have stock for faster delivery
• Can offer competitive pricing
• Configuration services available

Recommendation: Establish a relationship with one reseller. They'll learn your needs, hold stock, and simplify procurement.

Business Accounts

Most vendors offer business accounts with:

• Net payment terms (30-60 days)
• Volume discounts
• Dedicated account manager
• Easier reordering
• Invoice rather than card payment

Worth setting up if you buy more than occasionally.

Total Cost of Ownership

Plan for the full cost, not just device price:

Budget realistically. A "cheap" £500 laptop needs £500+ of accessories to be usable.

Authority Resources

• NCSC Device Security: ncsc.gov.uk/collection/device-security-guidance - Security considerations for device procurement
• WEEE Regulations: gov.uk/guidance/waste-electrical-and-electronic-equipment-weee - Disposing of old equipment properly
• Energy Saving Trust: energysavingtrust.org.uk/advice/equipment-energy-use - Energy considerations for business equipment

Your Hardware Planning Checklist

Standardisation

• [ ] Defined standard laptop model(s)
• [ ] Defined standard dock model
• [ ] Defined standard monitor model
• [ ] Defined standard peripherals (keyboard, mouse, headset)

Spares

• [ ] Spare laptop(s) available and ready
• [ ] Spare power adapters
• [ ] Spare peripherals
• [ ] Spares tested quarterly

Planning

• [ ] Device inventory maintained
• [ ] Warranty expiry dates tracked
• [ ] Replacement timeline planned
• [ ] Annual budget allocated

Procurement

• [ ] Vendor relationship established
• [ ] Business account set up
• [ ] Preferred models identified
• [ ] Lead times understood

Getting Started This Week

Day 1: Create a device inventory (spreadsheet with device, user, purchase date, warranty)

Day 2: Identify oldest devices and any currently failing

Day 3: Assess spares situation—do you have any? Are they ready?

Day 4: Research current models and pricing for your standard spec

Day 5: Create a simple 3-year replacement plan

Hardware planning isn't glamorous, but it's the foundation of productivity. A few hours of planning now prevents days of fire-fighting later. Your team deserves reliable tools.