Office Technology

When to Upgrade Existing Office Equipment for Maximum ROI

Every business wants to extract the most ROI from its hardware investments. This requires balancing how long hardware is in service with maintenance costs. You definitely don’t want to hang on to older hardware only to find that you’re spending more on maintaining it than it would cost to replace or upgrade older equipment.

But evaluating what an office product costs your business—and when it’s time to upgrade it—goes beyond maintenance costs. There’s also a price to be paid in terms of performance, productivity, and security if you wait too long to upgrade existing technology.

Here's what to evaluate when deciding whether it’s time to upgrade your most common office equipment purchases:

• Laptops/Computers
  If an upgrade of a laptop or computer will result in faster processing, increased RAM, or enhanced graphic capabilities, the investment could be well worth it. These upgrades empower employees to seamlessly run resource-intensive applications and tackle complex tasks without encountering slowdowns or performance bottlenecks, ultimately optimizing workflow efficiency. Modern laptops also feature productivity-enhancing attributes like high-resolution displays, lightweight designs, and longer battery life, ideal for remote work and on-the-go productivity.
  
  But this isn’t all. Intel and AMD have both recently developed new AI hardware designed to improve performance. AMD has said that its new processors improve performance 60% over their predecessors, and Intel’s CEO Pat Gelsinger has said its new 5th Gen Xeon processors, which allow more tailored designs for specific processing and AI accelerators, are “the biggest platform change in 20 years.”
  
  Upgrading to newer laptop or desktop models also usually comes with enhanced security features as well. Advanced encryption, biometric authentication, and hardware-based security measures can help mitigate the risk of data breaches and unauthorized access, better safeguarding sensitive information than older devices. Our Laptop Buying Guide can help you find the right devices to improve the productivity of your workforce.
• Monitors
  The most notable improvements in monitors over the past few years are improved resolution, more accurate colors, and faster refresh rates. At the same time, pricing has come down significantly, making it possible to purchase a good 4K monitor for under $500.
  
  Newer monitors can increase employee productivity by offering larger-screen real estate and multitasking capabilities that enable employees to view multiple applications, documents, or datasets simultaneously. This reduces the time employees spend toggling between windows. Additionally, a high refresh rate increases the responsive feel while typing documents or scrolling through webpages. Employees who frequently multitask and frequently flip between windows will find a higher refresh rate especially helpful.
  
  Finally, newer monitors also feature a range of connectivity options, including HDMI, DisplayPort, and USB‑C, allowing for easy integration with various devices and peripherals, simplifying the setup process and enhancing flexibility. Exploring new types of monitors and features will help you find the right display for your office.
• Keyboards
  AI connectivity is also coming to keyboards. Microsoft has recently added a “Copilot key” on some keyboards to enable users to launch Microsoft’s AI chatbot. This is the first major keyboard redesign in three decades for Microsoft, with the last redesign being the introduction of the Windows key back in the 1990s. In addition to Microsoft’s in-house line of keyboards and devices, other computer makers, such as Dell, are also installing the Copilot button on their keyboards and Windows 11 devices.
  
  Advanced keyboards with customizable keys, programmable macros, and integrated touchpads or trackballs also offer personalized user experiences and streamlined workflows, enabling employees to work more efficiently and comfortably. Responsive keys with tactile feedback and optimized key travel distance also facilitate faster and more accurate typing, resulting in increased typing speed and reduced error rates. Finally, more durable construction materials and spill-resistant designs also ensure greater longevity and reliability, minimizing downtime and replacement costs associated with keyboard malfunctions or damage.
• Printers
  Upgrading older printers offers several benefits that can enhance office efficiency, security, sustainability, and adaptability to technological advancements. Firstly, newer printers often come equipped with advanced features such as faster printing speeds, higher print resolutions, and improved connectivity options, resulting in increased efficiency and productivity. Upgraded printers typically incorporate enhanced security features to protect sensitive documents and prevent data breaches, crucial for maintaining compliance with evolving regulations. For help finding the right printing solution for your office, refer to our Printer Buying Guide.
  
  Newer printers also continue to improve in their sustainability, offering energy-saving modes and duplex printing. Investing in updated printing technology also ensures compatibility with technologies such as mobile printing and cloud-based services, enabling your business to adapt to evolving market demands.

Emerging Technologies to Keep Your Office Functioning at Peak Performance

While newer models of common office equipment can enhance performance, security, and productivity for employees, several emerging technologies can also keep productivity flowing by protecting employee health and well-being, streamlining workflows, and adding automation.

Here’s a look at a few your business should consider:

• Temperature Detection Systems
  Since the Covid-19 pandemic, employees are more concerned about being exposed to illness at work. In a Gallup poll, about one in four employed adults still say they are “very” (6%) or “moderately” (20%) concerned about being exposed to the coronavirus at work.
  
  Temperature detection systems can play a crucial role in future-proofing your business by prioritizing health monitoring and safety. By monitoring temperatures in real time, your business can identify individuals with elevated temperatures and implement appropriate protocols, such as isolation or testing, to mitigate the spread of contagious diseases. Moreover, temperature detection systems instill confidence among employees and visitors, fostering a sense of security and trust in the workplace environment.
• Touchless Entry Systems
  Touchless entry systems, which incorporate biometric and RFID technologies, are essential for improving workplace hygiene protocols. With these systems, businesses can reduce physical contact points and minimize the risk of transmission of contagious diseases, ensuring a safer and healthier workplace environment.
  
  Touchless entry systems also offer advanced security features, such as biometric authentication and encrypted data transmission, reducing the risk of unauthorized access and enhancing your business’s overall security posture. Additionally, touchless entry systems streamline entry procedures, improving operational efficiency and reducing waiting times for employees and visitors.
• Remote Check-in Systems
  Remote check-in systems ensure seamless access without compromising security or efficiency. Not only does a remote check-in system enhance employee convenience, but it also prioritizes safety for both employees and visitors, contributing to the long-term success of your business.
  
  By minimizing physical contact points and reducing the risk of transmission, these systems help create a safer work environment. Additionally, remote check-in systems can be integrated with health screening protocols, enabling proactive monitoring of health conditions and facilitating timely interventions when necessary. Finally, by streamlining the check-in process, businesses can allocate resources more effectively and focus on core operations, increasing productivity and competitiveness in the long run.
• Continuous Location Tracing
  Another emerging technology that can save time while increasing office security is continuous location tracing. By leveraging IoT and GPS technologies, continuous location tracing can increase operational efficiency and security measures. Nearly one-third (27%) of businesses say they use location tracing to coordinate employee jobs based on location, 22% use it to help schedule appointments, and 19% use it to set up areas of coverage.
  
  Your business can gain valuable insights into asset utilization, identify bottlenecks, and make data-driven decisions to improve overall productivity and profitability. Furthermore, continuous location tracing enhances security measures by providing visibility into the whereabouts of personnel and assets, enabling swift responses to security incidents or emergencies.

Keeping Up with Technology Advancements Pays Off in the Long Run

In a world where generative AI and other technologies are progressing at a rapid clip, it’s essential to continuously evaluate your office equipment and technologies to determine when the most cost-effective and business-wise decision is to upgrade or embrace new technology. It’s important to take into consideration not just what will enhance employee productivity and performance, but also how you can create a safer, more secure work environment for everyone.

Managing remote work security risks

As remote and hybrid work models become the norm, data security risks have escalated. The use of public Wi-Fi, insecure home networks, and personal devices not vetted by IT departments exposes sensitive data to significant risks, making remote workers a prime target for cybercriminals.

In the past year, 79% of organizations reported a cyberattack—up from 68% in 2023. This spike in incidents is largely attributed to the vulnerabilities introduced by remote work environments, where employees often use unsecured devices and networks, increasing the likelihood of security breaches.

Network security threats have also surged, particularly in hybrid work setups. Over the past 18 months, 69% of UK organizations have seen a rise in network security threats, with 85% attributing these threats to remote and hybrid working conditions.

To mitigate these risks, companies are implementing various security measures, such as enforcing the use of work-issued devices, utilizing VPNs for secure connections, and employing multi-factor authentication (MFA). These steps are crucial in protecting data across different work environments. Additionally, regular software updates and security patches are essential to closing vulnerabilities that attackers could exploit.

Despite these measures, the human factor remains a significant challenge. Continuous employee training and awareness programs are essential to ensuring that staff can recognize and respond to potential threats, such as phishing and malware. By combining robust technological safeguards with ongoing education, organizations can better protect their data in the evolving landscape of remote and hybrid work.

Enhancing virtual collaboration in remote work environments

As hybrid and remote work become increasingly common, virtual collaboration has become the norm, but is not without its challenges. A significant issue is the frequent technical difficulties encountered during hybrid meetings, with 81% of employees reporting lost meeting time due to these problems. These disruptions highlight the need for reliable, high-quality communication tools to ensure that virtual collaboration runs smoothly.

Communication barriers are another major challenge in virtual teams. The lack of spontaneous, face-to-face interactions that occur in a physical office can lead to misunderstandings and slower decision-making. Time zone differences further complicate matters, making it difficult to schedule meetings and coordinate project timelines effectively, which can reduce overall team efficiency.

To address these challenges, organizations must invest in hybrid meeting technologies including advanced collaboration technologies. Tools like video conferencing systems, real-time messaging platforms, and project management software can help bridge communication gaps and keep teams connected, regardless of their location. These technologies allow for more reliable virtual meetings, efficient communication, and improved project collaboration, mitigating many of the issues that arise in a hybrid work environment.

By adopting these technologies and promoting regular communication practices, such as consistent check-ins and a culture of open dialogue, organizations can significantly enhance virtual collaboration. This ensures that teams remain cohesive, productive, and engaged, even when working across different locations and time zones.

Increasing remote work productivity through ergonomic solutions

As remote work has become more prevalent, many employees are facing new or worsened physical discomfort. In fact, two out of five Americans working from home report feeling new or increased pain in their shoulders, back or wrists since they started working from home. These issues often arise from poor ergonomic setups and a lack of physical movement, emphasizing the need for better ergonomic practices in remote work environments.

One major challenge is the inadequate setup of home workstations. Many remote workers find themselves using non-ideal surfaces like kitchen tables or couches, leading to poor posture and strain on the body. Without proper office furniture—such as adjustable chairs, desks, and monitor stands—employees are more likely to develop musculoskeletal issues over time. Additionally, the shift to remote work often results in less physical movement throughout the day, contributing to prolonged sitting and associated discomfort.

To address these challenges, it's crucial for remote workers and their companies to create an ergonomic home office. Investing in products such as adjustable chairs that provide lumbar support, height-adjustable desks, and monitor stands can significantly improve posture and reduce strain. Using an ergonomic keyboard and mouse can also help maintain a neutral wrist position, minimizing the risk of repetitive strain injuries. These types of ergonomic products are essential for creating a comfortable and healthy remote work environment.

Create a thriving remote or hybrid work environment

The shift to remote and hybrid work models offers numerous benefits, including greater productivity, flexibility, and improved work-life balance, but it also presents significant challenges. From data security risks to virtual collaboration difficulties and ergonomic concerns, businesses must proactively address these issues to ensure their teams remain productive, connected, and healthy. By implementing robust security measures, investing in the right technologies, and promoting ergonomic practices, organizations can create a more supportive and efficient work environment that enables employees to thrive, no matter where they work.