Laptop Replacement Guideline
Posted by SpecialistTeach9302@reddit | sysadmin | View on Reddit | 86 comments
what is your workplace guideline on replacing laptops and getting new ones for employees?
Posted by SpecialistTeach9302@reddit | sysadmin | View on Reddit | 86 comments
what is your workplace guideline on replacing laptops and getting new ones for employees?
2c0@reddit
If your laptop works and is less than 3 years old. No replacement.
If your laptop works but is slow and between 3 and 5 years old. Replace with a better model, not necessarily new.
If your laptop is older than 5 years. Replacement only upon requesting it, not disclosed to users.
If your laptop is broken and under 3 years user pays and repair costs as documented and signed by them at receipt of laptop unless its a manufacturer fault or otherwise can be proven not their doing.
With current pricing I expect to add a few years to each option.
SpecialistTeach9302@reddit (OP)
Damn you guys make employees pay for broken items? Sounds brutal but I get it as well. Still though. Unless said user is a repeat broker đ
2c0@reddit
Typically we allow for wear and tear. It's when they 'accidently' run it over in their car.
Like yeah, I usually store my laptop behind my cars tyres too.
SpecialistTeach9302@reddit (OP)
What about coffee spills and stuff?
sryan2k1@reddit
We typically buy the most expensive ones we can (Current round is i7/32GB/512GB Dell Pro 14 Premium for example) which stretches their useful life out to 5-6 years.
Normal_Choice9322@reddit
I found i7 to be a bet negative due to power usage and thermals
sryan2k1@reddit
The battery life is so awesome on these laptops we've never noticed. They get used at a desk most of the time and with the thermal profile set to high performance they stay cool and the CPU rips. They're great.
Arudinne@reddit
Fan noise isn't an issue? My last Dell was Precision 3550. Didn't even have a DGPU and it ran hot even at idle so the fan was always running high.
I switched to an M4 Max Macbook back in lat 2024 and it barely ever makes any noise.
sryan2k1@reddit
We run them in high performance when plugged in and optimized when on battery. We never hear the fans in normal operation.
TrustbutVilify@reddit
We do very similar - same specs/model, 3 yrs prosupport, 4 yr hardware lifecycle obv meaning we replace a quarter of the fleet each year - with some users stretching it to 5 (good on them!) and we get a similar price as you. We do very few out of band replacements. Macs we go 5 yrs as they hold up better for us.
Regarding those Pro Premiums - they are great aside from a painful problem initially with camera, Zoom, Intel AI Boost problems.
LickSomeToad@reddit
That config rn online posted price is $3629. So with bulk discount, still over $3000? IDK what industry you're in but that feels pretty wild to me for an admin office workers laptop.
sryan2k1@reddit
We paid $1385 for them.
HpWizard@reddit
Thatâs impressive, we have the same spec and getting them for $1k more. Do you guys buy a lot to end up with that kind of discount?
sryan2k1@reddit
We bought 500 of them and most critically did so about this time last year, before everything went to shit.
LickSomeToad@reddit
That makes sense!
Exploding_Testicles@reddit
Exactly that same here, 3 years coverage, 1 year in house. At 4 years replaced.
hkusp45css@reddit
30 months, like clockwork
Visible_Spare2251@reddit
wow that's super frequent!
hkusp45css@reddit
2.5 years is about right for our fleet. On the Latitude/Inspiron lines, we've found sweating those specific assets tends to be a net loss in productivity.
We swap them out a bit early, proactively, rather than deal with the multitude of little failures that start cropping toward the 3rd anniversary of its build date.
We also swap desktops at 55 months.
paelzerschorle@reddit
Damm, IMHO some of you have a crazy fast replacement cycle. Management would kill me if I replace every device within 3 years. Money for user equipment is always a main issue at my work. Small business sysadmin here with 140 users, around 70 - 80 âpersonalâ devices (mostly laptops) + ~25 shared devices like meeting rooms, computer at warehouse & manufacturing at Headquarters. Additional ~100 devices at our ~10 subsidiaries (world wide). At HQ we purchase every 3 years new devices with support by manufacturer for the users who really rely on their laptops/ computers (e.g. management, R&D, software development, CAD, IT). If the old devices are not damaged, we clean & swap the battery and set it up for some ânormal office workerâ, internals, flied service etc. Takes approximately 1 hour per device plus installation of department specific software and transferring data & user settings. Typically if a laptop dies there is no big issue regarding data loss (company policy is to save important data at the server, additional device backup at dedicated NAS). Always keep some old devices for spare / spare parts. We run the old device for additional 3 to 5 years without support (depending on performance & reliability). So in total 6 to 8 years. Sometimes even longer. Every year we order a small number of additional devices that can not be replaced by used devices.
For the subsidiaries (only ânormalâ office and field services), we only recommend replacing every 5 years because itâs quite hard to rotate devices there.
To be honest: even though Iâd like to replace the devices more often and give every ânormalâ office worker a new devices, we donât have big issues with this replacement procedure/ device rotation. Most laptops will be decommissioned because of âexternal reasonsâ (dropping, water damage, lost) then of electrical problems or performance issues.
On the other hand our company replaces critical IT infrastructure after exactly 3 or 5 years (depending on support and type of device). Never had a big issue with getting the big money for e.g. new core switches, servers & storage, gateway / firewall.
SpecialistTeach9302@reddit (OP)
If you donât mind me asking, how do you guys manage your guys software like Microsoft Office and stuff like that? Is it all in the Cloud subscription model or is it old-school with a product key for each machine?
paelzerschorle@reddit
The users with âpersonalâ devices all uses M365 Office Subskription. For the shared devices its the classic key activation for office. The department specific software is all either network floating licenses or subscriptions or even the license dongles. Back in the days it was hell moving licenses with key activation from one device to another (especially when one device dies and you can not revoke the license on the old device) but nowadays itâs no problem. I remember like 10 years ago, we had a special quite expensive R&D software with shitty license activation. When that device died the software manufacturer asked us to send the laptop so he can verify we donât use the software on two devices because he didnât trust us that the laptop died.
agingnerds@reddit
Warranty is for 3 years. After 3 years once an issue arises we usually replace. We had a soft idea of 3-5 years, but its not perfect and we didnt follow up after doing that once. So I assume we have a big refresh coming next year or the year after.
Visible_Spare2251@reddit
I think 3-5, and replace is any issues after 3 is good. I started uplifting warranty to 5 years with the intention of running them longer, but typically it is not a repairable hardware issue that makes them unusable so it's a bit pointless.
roboto404@reddit
Until it breaks or see performance degradation
wastedcoconut@reddit
Same. Iâm at a small law firm. I have to beg for new ones. Yall out here just getting top of the line automatically every 3-5 years. Iâm in tears.
roboto404@reddit
Lmao. Sorry dude. My manager doesnât know but I usually do tests when I can for users and replace laptops. Keep my end users happy.
sdeptnoob1@reddit
5 years and must be compatible with tpm 2.0
Currently we want everyone to have gen 12 or great i7 equivalents and 32gb ram.Â
t3chn3rd86@reddit
3 years covered under Dell warranty...then add 1 year, but if something happens in that time we just replace it anyway.
Mental_Act4662@reddit
I hit 4.5 years at my work and just got a replacement Laptop.
darkjedi521@reddit
When it can no longer run a non-EOL version of the user's preferred OS, and not a moment sooner.
iUsed2Bsomebody@reddit
3-4 year warranty with accidental damage coverage. Once thatâs up, they get a new one.
Opposite_Bag_7434@reddit
If it is broken and cannot be fixed in the field or badly out of spec.
Screwbie1997@reddit
If it has less than 32 GB of RAM it gets replaced. Enough physical damage to hinder its use or if it ages out after 3 years. We use Lenovo E14s, P14s, P16s, and Legions where necessary. Actually, I dropped off 2 Legions at FedEx today.
GallowWho@reddit
3-5 years is standard, my company is encouraging business units to hold onto laptops longer due to the increase cost of computing components currently.
pdp10@reddit
Usually the same place as the Capex came from. Or are you saying that you frequently move machines between departments, but don't Capex machines centrally?
GallowWho@reddit
You're right, it was a quick off the cuff rhetorical question.
ORA2J@reddit
Man, we struggle to keep up with repairs and we're like 400 for the whole company.
Any-Fly5966@reddit
Which models? We've been using X1 Carbons for about 7 years (100 users) and can count on one hand how many times I've had to fix a laptop, and use the other hand to count how many times I've had to have Lenovo on-site support fix an issue.
Cloudraa@reddit
really also depends on your industry, we have site supers with t14s and theyre a lot more likely to crack a screen or something lol
GallowWho@reddit
Yeah that's why we off load repairs to Lenovo haha, if someone doesn't ask for their laptop to to be replaced we don't upgrade until it breaks, or becomes security matter.
Senior engineers are given MacBooks which have a longer refresh cycle. Office admins usually take care of some minor things like charger replacement or purchasing memory upgrades. With SSDs and sufficient memory people keep the computers for longer as they don't notice slow downs unless they're a power user.
malikto44@reddit
As soon as the laptop goes out of warranty, it gets replaced. I find that dealing with out of warranty equipment is far more expensive in man-hours than just buying laptops. Ideally five year warranties, but I'd say a three year cycle is more realistic, especially with how AI-enabled stuff is forcing an environment that was ok on an i5 with 8 gigs of RAM to have to run on higher end i5 or i7, 32 gigs of RAM, and at least a TB SSD. I'd probably expect to be jumping to 64 gigs of RAM for base laptops next refresh in 2-3 years, just due to AI bloat.
itskdog@reddit
We try to have replacement every 5-6 years, but it's difficult with budget constraints and a projected deficit this year.
Teachers get the best laptops, theirs are handed down to HLTAs and the odd TA that needs a laptop before trading them in for cashback under HP Brighter Futures.
We're now down to about 10-20 desktops still on Windows 10, once those are gone we can start replacing our HP 250 G7 laptops (i5/i7 8th Gen, bare minimum for Windows 11 support) from 2019/20 that are holding on for dear life by upgrading them to 16GB RAM.
gwig9@reddit
Once the warranty is up, it's up for replacement. We are currently trying to extend retention past warranty expiration due to increased procurement costs but I'm still going to have to buy enough to cover any systems that break out of warranty so I don't think it's going to save anything long term.
emptystreets130@reddit
Standard users are on 5-6 years lifecycle with 3 years accidental and onsite support. C-level is usually 2-3 years or when the CIO tells me to order them.
Kenny987654321@reddit
4-year lease with 4-year pro support plus from Dell plus accidental damage and battery for those 4 years. Machines are taken out of service at that 4-year mark. That is just for endpoint devices. Servers go on to 5 years. But we have more than just dell for servers.
_haha_oh_wow_@reddit
4 year refresh cycle under warranty including accidental for full time employees. Part timers and interns typically get old machines, though departments can opt to buy them newer stuff if they want.
DemonEggy@reddit
Wait you replace them? Surely your workers just use them until they die?
Stosstrupphase@reddit
Public sector here: no set replacement cycle, we usually replace them when they break. Dell latitudes last 5-7 years on average.
jafo@reddit
My second laptop at my current company we got after \~3.5 years. We've been under a "budget crunch" for a few years so my current laptop is coming up on 6 years old next month. Historically we had a 3-4 year refresh policy but we have fallen way behind.
With parts cost being what it is, we're holding onto older gear now. Our database server which we've been talking about replacing for at least a year has gone up in price from \~$14K to $35K.
As far as my laptop, it had been being fairly flaky 6 months ago, but I replaced the battery and added a ton of swap and that seems to have resolved that. So I'll probably hold on until I can get at least a 64GB laptop at pre-insanity prices. I currently have an XPS15 with 32GB RAM, so I'd really like to get at least 64GB, I had been eyeing 128GB in one of those Strix Halo mini PCs (I really don't move my work laptop from my desk, I just remote in from my personal Mac if I'm doing work remote), but those are like $3K+ now.
ohyeahwell@reddit
3-5yrs and now looking more like 5-7 years. Just got done replacing all intel 10th gen machines. 11th gen is still pretty viable so likely wonât replace until 2027~.
Master-IT-All@reddit
The replacement guidance is warranty based, so we would get a 5 year warranty and that's the life of that laptop.
Unless the person complains and has clout. Then it's bend over backwards to replace the system asap.
So bobby end user noboddy, his laptop gets replaced after 6 years. Big Balls Buddy the CEO gets a new one yearly.
VG30ET@reddit
We have been trying to buy mid tier laptops that still retain long term upgradability (specifically RAM) - although prices are eating us alive, especially since we are in a sector that typically allocated very little for IT spend.
Mehere_64@reddit
Every 4 years an employee will get a new laptop. If within that 4 years the laptop has an issue, the employee will get whatever extra we have in stock at the time.
When laptops are older than 4 years, we wipe them and then sell them to employees for 100 dollars each.
SpecialistTeach9302@reddit (OP)
that last part sounds like they the employees don't have a choice and must purchase them LOL
Mehere_64@reddit
LOL. Guess it can sound like that. But no we have a stack of laptops that are 4 years or older. We offer these to employees if they want them.
Mister_Brevity@reddit
at 3 years they're retired from front-line duty, the best ones go into a loaner pool and the oldest loaners are liquidated.
NaturalIdiocy@reddit
Which juicer did you get to liquidate them?
Mister_Brevity@reddit
REMEMBER
TYGRDez@reddit
Laptop dust; don't breathe this!
SpecialistTeach9302@reddit (OP)
How long will you guys keep a loaner for and ensure that is top performing?
Mister_Brevity@reddit
We use Macs primarily so they tend to be fine up to 5-7 years, PC laptops may make it to 4 but the display clutches and LVDS cables tend to start failing around then.
Expensive_Plant_9530@reddit
We donât ensure loaners are top performing. Theyâre generally all older laptops. So if you get a loaner, youâre getting an older laptop that runs okay.
eejjkk@reddit
"Ask and you shall receive" unfortunately. =(
MeanE@reddit
4 years although we keep the best returns for random thing and loaners.
astonishing1@reddit
When the smoke leaks out. Seriously, we don't have a fixed time period. We run them as long as they still can do the job (reasonably). The same for desktops.
thefudd@reddit
3 years in warranty, 1 year out... then replaced
Impossible_IT@reddit
Whatever the Pro Support warranty is from the contract. Generally 4 years. As someone else mentioned, best ones are retained for loaner laptops.
angrydeuce@reddit
4-5 years on laptops, 5-6 on desktops, 8-10 on servers.
Though of course that all is out the window because aint nobody paying 1500 bucks for a fuckin standard ProBook right now.
It pretty much comes down to upgrade cost versus replacement. In sane times we would often just bump memory or storage to squeeze out another year or two, but when the cost of those upgrades is getting close to what was spent on the device originally, thats a much harder "sell", so to speak.
BigLeSigh@reddit
Rolling four year LCM, with a yearly audit and purchase in bulk
Barrerayy@reddit
5 years minimum but we only use macbooks for ppl that need laptops (most staff use workstations).
I still have 2019 macbooks in circulation that are working perfectly fine
BLUCUBIX@reddit
Replace when laptop is dead or the employee starts nagging, otherwise wE nEeD tO sAvE mOneY đđ©
countsachot@reddit
3-5 years, but most of my clients will wait until they are slooooow or broken. So. 5-6 years in practice, I would care but the labor costs end up in my favor.
tonsofplacebo@reddit
Every 4 years we do a company wide refresh, and purchase 3 year depot support warranty. We purchase enough during refresh season to have on hand for repairs, like 15ish. Old workstations gets donated, handed out to employees who want them, and we hold onto a few for troubleshooting/one off purposes.
Necessary-Humor-6005@reddit
Workflow is basically this.
User complains -> Issue troubleshooted, including checking age of laptop -> Replacement requirement confirmed, or user is high enough in the company that we can bypass normal policy, OR issue has been escalated above my pay grade and i'm told to replace it -> Low, medium or high priority (high = 24 turnaround, medium is a week or two, low can be months...) -> job / incident created and handed off to hardware replacement team (which, is the same team as me, just different personal rotas).
Or
Mat leave returner / sick leave returner -> Replacement mandatory if laptop out of service scope / foul of security & updates / compliancy requirements -> replacement due before / on return date.
We have laptops as old as 2010 but also as new as 2026. We don't have a flat rollout policy or anything, its just on a need basis. If someones laptop is still working fine from 2010 and is compliant, why replace it.
BadSausageFactory@reddit
I award them to my favored employees as a boon
PizzaUltra@reddit
3 years for windows devices, 4-5 years for MacBooks.Â
New hires get a factory new computer, unless a <3 months old device is available.Â
xXNorthXx@reddit
5-6 years for most areas.
2-4 tears for those pushing hardware limits
Current standard 14â, ryzen 7 ai 350, 32gb ram, 512gb storage, 3yr support.
Soldered ram has made us start to look elsewhere than Dell but we havenât pulled the trigger yet.
tech-guy-says-reboot@reddit
We have the organization split into 5 groups and replace all the computers for one group each year. New employee gets the old employee's computer.
CharlyBravoGG@reddit
5 year life cycle. 5 year Dell ProSupport. We are a local Goverment, so we tag our devices in a way where can identify department and fiscal year purchased. An example is Sheriff's Office computer bought in fiscal year 25-26 is a SO260XXX, as we dont ever replace more than 999 devices in a year. This helps maintenance a constant cycle of devices still within warranty. We really try to eliminate everything 5 years or older.
lucky644@reddit
I replace 25% of our laptops every year, the old ones are kept for a year or two as backups or parts or loaners and then are either donated or given away.
SpotlessCheetah@reddit
Approx 4-5 years. A lot of ppl want to keep their stuff longer than we anticipate actually.
Expensive_Plant_9530@reddit
We replace every 3 years if we can, but itâs staggered so only a portion of staff get new hardware every year.
Always get on-site warranty for the same period of time.
And lastly an enterprise grade OEM, like Dell, Lenovo or (shudder) HP.
Otherwise?
Specs change over time, but we typically aim for 16 GB RAM, a mid range CPU and a minimal amount of SSD storage.
I personally prefer thinkpads but we will buy from any of the big 3 OEMs.
Techops837@reddit
we replace our laptops after 4 years, or if they die before that.
taker25-2@reddit
7 years or if we can't get the laptop to work. Now, if they give us money to buy a new one, we might buy one from them.
adstretch@reddit
Warranty. When AppleCare runs up, we replace it. We buy in batches. Since Apple care is 4 years we replace 25% of the fleet at a time. So it can be staggered but consistent.