Don’t Let Outdated Tech Slow Your Business Down
- mjawanda
- Aug 1
- 5 min read
Running a small business is no easy feat. Whether it doesn't matter what kind of business you have, if your systems are outdated, they could be costing you more than you realize. And we're not just talking about time; older hardware can't support the newest operating systems and the security patches that come with them. Older hardware that can't be updated puts your entire company at risk of a devastating cyber attack.
Businesses with slow, unreliable, and aging computers lose an average of 98 hours per year--that’s nearly 12 full working days! Imagine what you could get done if you had two extra work weeks in the year to get everything done! If lagging laptops and crashing computers sound familiar, it's time to build a plan to refresh your tech. Whether you manage your own systems or work with a local IT provider, a proactive strategy minimizes downtime, reduces long-term costs, and helps your business run smoothly and securely.
Why It's Important for All Businesses to Have a Technology Update Strategy
Small businesses thrive on great customer service and quick turnarounds; any tech that slows that down causes a real disruption and real effect on the bottom line. Neglecting your IT infrastructure leads to:
Unexpected downtime – A single failing computer can bring your entire workflow to a halt.
Lost productivity – Sluggish systems slow your staff down and create bottlenecks.
Security vulnerabilities – Older hardware often lacks up-to-date security features and software patches.
Compliance challenges – If you work in industries with data or privacy regulations (like finance, legal, or healthcare), older hardware might not be compliant with the latest privacy and data protection regulations.
Even if you think your current setup is "just fine" and "still works okay," it's always smart to think ahead before problems pop up. If this seems like a little too much, we have some real, practical, and budget-conscious tips for getting all your tech up to date and running in top form.
5 Practical Tips to Refresh Your Business Technology
1. Replace as You Go
Instead of waiting for systems to fail, replace devices like computers, laptops, and printers when they start to lag or begin showing signs of age (keys not working, buttons that don't respond, having a hard time finding ink/toner for the printers). It's more efficient to replace your technology gradually, rather than replacing your entire office setup at once. Partnering with a local IT managed service provider (MSP) can help you track lifespans, recommend the best time to upgrade, and what will give you the best value in the long run.
2. Set a Regular Refresh Cycle for All Your Tech
Establishing a schedule where machines are replaced every 3 to 4 years allows you to spread out costs and stay ahead of tech issues. Many small businesses plan replacements during seasonal slow periods when they have time to get everything set up and configured without disrupting day-to-day business. You wouldn't see accounting firms replacing all their machines and updating software in the middle of tax season!
3. Check Device Compatibility Often
Your business tools, software, apps, and operating systems are always evolving. As cloud apps to point-of-sale systems improve and add more features, they also demand more powerful computers, more storage (hard drives), and memory (RAM) to work efficiently. If your hardware can’t keep up, your entire operation slows down. Doing regular system checks, either by you or by a trusted IT partner, helps you catch issues before they impact your team or your customers and give you a smart upgrade path forward.
Did you know, Windows 10 is reaching End of Life (EOL) in October 2025, which means it might only get the most serious security updates, and new software might not work as well running under Windows 10 versus Windows 11. If you don't have a plan for replacing older systems, our recent webinar Windows 10 End of Life: What You Must Do Before October 2025 will tell you everything you need to know for a smooth transition to Windows 11. You can watch our webinar on this topic here: Windows 10 End of Life: What You Must Do Before October 2025 Webinar.
4. Consider Leasing Instead of Buying
Just like car leases have become more popular in recent years, leasing computer hardware is becoming increasingly popular as well among many small businesses as well. Whether you're upgrading office computers, adding new workstations, or getting rid of that printer that always jams, leasing:
Reduces your upfront costs
Often includes ongoing technical support
Plans for regular, scheduled upgrades
5. Keep a Hardware Aging List
A simple spreadsheet can make a big difference. All you need to keep track of are:
Device type and user. Graphic designers and software developers need more computing power than someone who works on documents most of the time. Often, a machine that is "too old" for a developer is perfect for someone who lives in Word and Excel all day.
Purchase and warranty dates. Know when coverage runs out and what to do after the warranty expires.
Reported issues. Keep track of what broke, when, and the repair.
Planned replacement timeline. Depending on the person, something between 3-5 years is typical.
A simple hardware spreadsheet--especially if you connect it to Copilot--gives you peace of mind and a smart plan forward. You'll have a single place to look for everything to need when you want to plan your tech refresh cycle.
What Happens If You Wait Too Long?
If you're holding off upgrades to save money, you might find that it's more expensive to wait until something completely dies. Old hardware often has:
Higher support costs (older machines can be harder to fix and find parts for)
Frequent interruptions when computers crash (which can lead to lost work on top of frustration)
Work takes far longer than it leads to, making your entire business less efficient.
Greater exposure to cybersecurity threats because the software isn't being updated.
Not to mention, when an older laptop or computer fails, it's often catastrophic with lost data on top of lost work time. There is a finite life to everything running on your laptop, when that hard drive finally fails, if you don't have good backups, you could have a serious problem on your hands. And the longer you wait, the more expensive, complex, and time-consuming upgrading becomes.
What do I do with my old machines?
There are a lot of organizations that can put old computers to good use for people who need them. Most cities also have electronics recycling programs that will take all your old hardware and recycle it properly.
What to Do Next
If you’re in Chilliwack, Abbotsford, Mission, Langley, Hope, or Surrey and ready to take control of your business technology, here's what to do next:
Take an inventory of what you have – Know what you have and how old it is.
Define your goals – Whether you're expanding, upgrading, or moving to the cloud, your business plans guide your tech needs.
Talk to your IT provider – A Fraser Valley-based IT partner like improvingit can help assess your current environment and plan upgrades. Contact us to schedule a free consultation.
Build a replacement timeline – Choose between staged replacements or a fixed refresh cycle--choose the one that works best for your business.
Review your plan annually – Business changes, your tech should keep up.
Stay Ahead with a Smart IT Refresh
Technology should empower your business to do more, not hinder your operations. An IT refresh plan isn’t just about new devices; it’s about improving productivity, staying secure, and preparing for future growth. Need help building your IT refresh strategy? We work with small businesses in Surrey, Hope, Langley, Abbotsford, and Chilliwack to plan smart, cost-effective upgrades tailored to your needs. Get in touch with us right now or visit www.improvingit.ca to arrange a free consultation. Reliable. Scalable. Secure. That’s what we deliver every time.
