The Laptop Buying Challenge
Buying one laptop is easy. Buying laptops for a growing team—consistently, cost-effectively, with the right specs—is where it gets complicated.
Get it wrong and you'll have a mix of machines that are either underpowered and frustrating or overpowered and overpriced. Staff will complain. IT support becomes a nightmare of different models and configurations.
Get it right and your team has reliable tools that last, support is straightforward, and you don't waste money on features nobody needs.
What Specs Actually Matter
Processor (CPU)
The processor determines overall speed. For most business tasks:
| Use Case | Minimum | Recommended |
|----------|---------|-------------|
| Basic office work (email, web, documents) | Intel Core i3 / AMD Ryzen 3 | Intel Core i5 / AMD Ryzen 5 |
| Professional office (spreadsheets, presentations, light multitasking) | Intel Core i5 / AMD Ryzen 5 | Intel Core i5 / AMD Ryzen 5 |
| Power users (large spreadsheets, databases, development) | Intel Core i5 / AMD Ryzen 5 | Intel Core i7 / AMD Ryzen 7 |
| Creative work (design, video, 3D) | Intel Core i7 / AMD Ryzen 7 | Intel Core i9 / AMD Ryzen 9 |
**For 80% of office workers**: A current-generation Core i5 or Ryzen 5 is plenty. Don't overpay for i7 unless there's a specific need.
**Generation matters**: A new Core i5 outperforms a 3-year-old Core i7. Check the generation number (e.g., 13th Gen Intel, Ryzen 7000 series).
Memory (RAM)
RAM determines how much you can do simultaneously:
| RAM | Suitable For |
|-----|--------------|
| 8GB | Absolute minimum. Basic tasks only. Will feel slow with many browser tabs. |
| 16GB | The sweet spot for most workers. Handles multitasking well. |
| 32GB | Power users, developers, creative professionals. |
| 64GB+ | Specialised work (video editing, data science, virtualisation). |
**Our recommendation**: Buy 16GB as standard. It's future-proof, handles modern Windows/macOS well, and the price difference from 8GB is minimal.
**Important**: Many modern laptops have soldered RAM (can't be upgraded). Buy what you'll need for the laptop's lifetime.
Storage
**Type**: Always SSD (solid-state drive). Never buy a laptop with a traditional hard drive in 2025—it'll feel painfully slow.
| Storage | Suitable For |
|---------|--------------|
| 256GB | Cloud-first workers who store everything online. Tight but workable. |
| 512GB | Most office workers. Room for OS, apps, and local files. |
| 1TB | Users with large local files (creative work, archives). |
| 2TB+ | Rarely needed unless working with video or large datasets. |
**Our recommendation**: 512GB for most users. 256GB only if you're confident everything will live in the cloud.
Display
**Size**: 13-14" is portable, 15-16" is more comfortable for desk work. Consider whether staff work primarily docked or mobile.
**Resolution**: Full HD (1920x1080) minimum. Higher resolutions are nice but drain battery faster.
**Panel type**: IPS for good viewing angles. Avoid TN panels (poor colour and viewing angles).
**Brightness**: At least 300 nits for working in varied lighting conditions.
Battery Life
Manufacturer claims are optimistic. Expect real-world battery life to be 60-70% of claimed.
| Claimed Battery | Real-World Expectation |
|-----------------|------------------------|
| 10 hours | 6-7 hours |
| 15 hours | 9-10 hours |
| 20+ hours | 12-14 hours |
**For mobile workers**: Target laptops claiming 12+ hours. For desk-based staff with occasional meetings, 8 hours claimed is fine.
Matching Specs to Roles
Standard Office Worker
*Email, web apps, Microsoft 365, video calls*
- **Processor**: Intel Core i5 / AMD Ryzen 5
- **RAM**: 16GB
- **Storage**: 512GB SSD
- **Display**: 14" Full HD
- **Budget**: £500-700
Finance/Data Role
*Large spreadsheets, reporting tools, multitasking*
- **Processor**: Intel Core i5 / AMD Ryzen 5 (or i7 for very large datasets)
- **RAM**: 16GB (32GB for serious Excel work)
- **Storage**: 512GB-1TB SSD
- **Display**: 15" Full HD or higher (more screen space for spreadsheets)
- **Budget**: £700-1,000
Creative Role
*Design, video editing, photography*
- **Processor**: Intel Core i7 / AMD Ryzen 7 (or Apple M3 Pro)
- **RAM**: 32GB
- **Storage**: 1TB SSD minimum
- **Display**: 15-16" with high colour accuracy
- **Budget**: £1,200-2,000+
Developer
*Coding, virtual machines, containers*
- **Processor**: Intel Core i7 / AMD Ryzen 7
- **RAM**: 32GB
- **Storage**: 512GB-1TB SSD
- **Display**: 14-15" Full HD or 4K
- **Budget**: £1,000-1,500
Executive/Mobile
*Light work, portability, presentation*
- **Processor**: Intel Core i5 / Apple M3
- **RAM**: 16GB
- **Storage**: 512GB SSD
- **Display**: 13-14" light and thin
- **Priority**: Weight, battery, build quality
- **Budget**: £800-1,500
Windows vs Mac
This isn't a religious debate—it's a practical choice.
Choose Windows When:
- Your business software requires Windows
- You need compatibility with specific hardware
- Budget is constrained
- Your IT support is Windows-focused
- You need touchscreen (rare on Mac)
Choose Mac When:
- You're in creative industries (design, video, music)
- Staff have strong Mac preferences
- You value build quality and longevity
- You're using Apple devices for mobile (iPhone, iPad integration)
- You want Unix/Linux development environment built-in
The Real Consideration: Support
Can your IT support handle both platforms? A mixed environment doubles complexity. Unless there's a compelling reason, standardise on one platform.
**Our view for most small businesses**: Windows offers more choice, lower cost, and wider compatibility. Mac is excellent but costs more and needs Mac-specific support.
Warranty and Support Options
Standard Warranty (1 Year)
Included with purchase. Covers manufacturing defects only. Usually requires you to send the laptop away.
**Reality**: Fine for the first year. Most failures happen in years 2-3.
Extended Warranty (3-5 Years)
Extends coverage period. May or may not include accidental damage.
| Vendor | 3-Year Cost (Typical) | Includes Accidental |
|--------|----------------------|---------------------|
| Dell ProSupport | £100-150 | Optional (extra) |
| HP Care Pack | £80-130 | Optional (extra) |
| Lenovo Premier | £90-140 | Optional (extra) |
| Apple Care+ | £229-279 | Yes (2 incidents) |
**Our recommendation**: Buy 3-year warranty for business laptops. The cost is modest compared to a mid-life failure.
On-Site vs Depot Repair
**Depot repair**: You ship the laptop; they fix it and ship it back. Expect 1-2 weeks without the device.
**On-site (next business day)**: A technician comes to you. Device is fixed within 24-48 hours.
For business-critical users, on-site warranty is worth the premium. Having a key person without a laptop for two weeks is far more expensive than the warranty upgrade.
Accidental Damage Protection
Covers drops, spills, and screen damage. Worth considering for:
- Mobile workers who travel frequently
- Roles with high accident risk (field work, client sites)
- Expensive devices where repair costs are prohibitive
Typically adds £30-80 per year to warranty cost.
Building a Standard Build
Standardisation saves money and headaches. Here's how to create one:
Step 1: Define 2-3 Standard Configs
Not everyone needs the same laptop, but you don't want unlimited variations.
**Example:**
| Config Name | Specs | Roles | Price Point |
|------------|-------|-------|-------------|
| Standard | i5, 16GB, 512GB, 14" | Most staff | £600-700 |
| Performance | i7, 32GB, 1TB, 15" | Finance, Power Users | £1,000-1,200 |
| Creative | M3 Pro Mac / i7 with GPU | Design, Video | £1,500-2,000 |
Step 2: Choose Your Vendor(s)
Business laptop vendors offer benefits over consumer retail:
| Benefit | Business Vendor | Consumer Retail |
|---------|-----------------|----------------|
| Volume discounts | Yes | Rarely |
| Consistent models | Yes | Model changes frequently |
| Business warranty | Included | Often extra |
| Direct support | Yes | Through retailer |
| Invoice/PO | Standard | May be difficult |
**Top business laptop vendors (UK)**:
- **Dell** - ProSupport is excellent, wide range, good business relationships
- **HP** - Strong business range, good value, reliable support
- **Lenovo** - ThinkPads are legendary for durability, good keyboards
- **Apple** - MacBooks, limited customisation but excellent quality
- **Microsoft** - Surface devices, premium build, good for Windows demo
Step 3: Document Your Standard
Create a simple document:
> **[Company Name] Standard Laptop Specifications**
>
> **Effective date**: [Date]
> **Review date**: [Annual review date]
>
> **Standard Build**: [Model name], [Specs]
> **Performance Build**: [Model name], [Specs]
>
> **Approved accessories**: [Docking station], [Monitor], [Keyboard/mouse]
>
> **Warranty**: 3-year on-site with accidental damage
>
> **Ordering**: Contact [name] or order via [process]
Step 4: Plan for Refresh
Laptops don't last forever. Plan for replacement:
- **Budget laptops**: 3-year lifecycle
- **Business laptops**: 4-year lifecycle
- **Premium laptops**: 4-5 year lifecycle
Stagger purchases so you're not replacing everything at once.
Where to Buy
Direct from Manufacturer
**Pros**: Configured to spec, business support, volume discounts
**Cons**: Longer lead times, minimum orders for some deals
Business Resellers
UK resellers like Insight, CDW, SCC, and XMA offer:
- Multiple vendors in one order
- Volume pricing without going direct
- Existing relationships with your organisation
- Configuration and imaging services
Amazon Business
**Pros**: Fast delivery, wide selection, familiar interface
**Cons**: Consumer-focused, warranty may differ, pricing varies wildly
Fine for urgent one-off purchases. Not ideal for planned fleet purchasing.
Accessories Worth Standardising
Docking Stations
A good dock lets staff plug in one cable and connect to monitor, keyboard, mouse, and network.
- **USB-C docks**: £100-200, work with most modern laptops
- **Thunderbolt docks**: £200-350, faster, better for multiple monitors
- **Manufacturer docks**: Designed for specific models, guaranteed compatibility
**Our tip**: Buy docks from the same vendor as your laptops for fewer compatibility headaches.
External Monitors
- **24" Full HD**: £120-180, good for general work
- **27" QHD (1440p)**: £200-350, sweet spot for productivity
- **27" 4K**: £300-500, excellent for detailed work
- **Ultrawide (34")**: £350-600, spreadsheet heaven
Keyboards and Mice
Wireless sets from Logitech or Microsoft cost £30-60 and last years. Standardise for easier replacement.
Laptop Bags
For mobile staff, a consistent bag size that fits your standard laptop makes life easier. Budget £30-60 for decent quality.
Common Buying Mistakes
Mistake 1: Over-Speccing
Buying i7 processors and 32GB RAM for staff who check email and use Word. That's £200-400 wasted per machine.
Mistake 2: Under-Speccing RAM
8GB seemed fine five years ago. It's tight now and will be painful in two years. Just buy 16GB.
Mistake 3: Skipping Warranty
A £100 warranty saves you from a £500 repair or £700 replacement in year 3.
Mistake 4: Buying Consumer Models
Consumer laptops (Dell Inspiron vs Dell Latitude, HP Pavilion vs HP ProBook) are cheaper but:
- Shorter warranty
- Flimsier build quality
- Less consistent specifications over time
- Harder to get business support
Mistake 5: No Spares
When a laptop fails and you have no spare, someone can't work. Keep 1 spare per 15-20 staff.
Mistake 6: Ignoring Total Cost
| Item | Cost |
|------|------|
| Laptop | £600 |
| 3-year warranty | £120 |
| Docking station | £150 |
| Monitor | £200 |
| Keyboard/mouse | £40 |
| Setup time (2 hours @ £25/hr) | £50 |
| **Total Workstation Cost** | **£1,160** |
Budget for the full workstation, not just the laptop.
Authority Resources
For guidance on secure device procurement:
- **NCSC Device Security Guidance**: [ncsc.gov.uk/collection/device-security-guidance](https://www.ncsc.gov.uk/collection/device-security-guidance) - UK government security standards for devices
- **NCSC End User Device Configuration**: [ncsc.gov.uk/collection/end-user-device-security](https://www.ncsc.gov.uk/collection/end-user-device-security) - Configuration recommendations
- **Microsoft Security Baselines**: Official hardening guides for Windows devices
- **CIS Benchmarks**: Industry-standard security configurations (free registration)
Procurement Checklist
**Before Ordering**
- [ ] Defined 2-3 standard configurations
- [ ] Chosen primary vendor(s)
- [ ] Confirmed warranty and support levels
- [ ] Budgeted for accessories
- [ ] Planned for at least one spare
**For Each Order**
- [ ] Correct specification for user's role
- [ ] Warranty activated and registered
- [ ] Asset tagged and documented
- [ ] Recovery key/login stored securely
- [ ] Standard software image applied
- [ ] User orientation completed
**Ongoing**
- [ ] Lifecycle tracking (purchase date, warranty expiry)
- [ ] Annual spec review
- [ ] Refresh planning
Getting Started This Week
**Day 1**: Audit your current laptop estate (what do you have, how old, what warranty)
**Day 2**: Define 2-3 standard configurations based on staff roles
**Day 3**: Get quotes from 2-3 vendors for comparison
**Day 4**: Document your standard build and procurement process
**Day 5**: Plan your next 12 months of likely purchases
Thoughtful laptop procurement isn't exciting, but it pays dividends in reduced support burden, happier staff, and predictable budgeting. Your future self will thank you.