Circular IT Group
A new colleague, an additional branch or, conversely, a quieter season. In the SME sector, demand for IT often changes faster than you’d like. Yet many business owners still purchase everything in one go, making a substantial investment and ending up with a cupboard full of old laptops after a few years. There’s a smarter way. In this blog, you’ll find out how to set up your IT flexibly, from the very first laptop right through to the moment you part with it.
Why buying isn’t always the best option
Buying equipment feels familiar. You know what you’ve got and it’s yours. But for a smaller business, there are also downsides to this that you only realise later on. Technology develops rapidly, whilst you usually write off laptops and monitors over three to five years. This often results in an imbalance between what you pay and what you get in return.
- A large upfront expense – money you’d rather put towards growth
- Devices that become obsolete faster than their depreciation period
- Unpredictable costs for repairs and replacements
- Little scope for rapid scaling up or down
Work flexibly with rented equipment
Renting hardware is becoming a logical step for an increasing number of business owners. You pay a fixed monthly amount in return for fully functional equipment. This keeps your costs predictable and leaves your capital available for other plans.
Who might find renting an attractive option?
Leasing isn’t the right fit for every business, but in a number of situations it’s almost always worth it:
- Start-ups looking to spread their budget
- Growing teams that regularly take on new staff
- Temporary projects where you need extra equipment for a short period
- Businesses with seasonal peaks, such as those in the retail or events sectors
What should you look out for in a tenancy agreement?
Not every lease agreement is the same. A few key points can make the difference between a pleasant working relationship and a contract you’ll later regret.
Contract duration and flexibility
Check whether you can order additional devices or return any you no longer need in the meantime.
Faults and repairs
Ask how quickly a broken laptop is replaced. One day’s downtime for an employee often costs more than you might think.
The end of the term
Agree in advance what will happen to the equipment when the contract expires, including any data stored on it.
The often-overlooked moment: saying goodbye to old equipment
Whether you buy or rent, every device will eventually be disposed of. That moment is often given too little attention. An old laptop contains customer data, passwords and emails. Deleting files or formatting the hard drive isn’t enough, as that data can often still be recovered using simple software. Under the GDPR, you, as a business owner, are liable if anything goes wrong.
How to dispose of equipment safely and responsibly
- Certified IT partner: choose a provider that can demonstrate it works in accordance with recognised standards for data erasure
- Proof on paper: request a certificate of data erasure or destruction for each device
- Registration by serial number: so you know exactly which device was processed and when
- Reuse wherever possible: devices that are still in good working order are given a new lease of life
A reliable partner takes the whole process off your hands, from collection to reporting. This saves time and provides certainty for customers and regulators.
Circular thinking pays off
Combining leasing with responsible disposal sets a positive cycle in motion. Devices are used for longer, pass to a new owner after their initial period of use, and are only recycled when there is absolutely no other option. This is good for your wallet, but also for the environment. Electronic waste is one of the fastest-growing waste streams in the world, and every laptop that lasts longer helps.
Here’s how to go about it
Do you want to organise your IT more effectively? Then start with these steps:
- Identify what equipment you have and how old it is
- Decide which devices you really need to own yourself
- Compare buying and leasing based on the total cost over three years
- Arrange for disposal before old equipment ends up in a cupboard without anyone noticing
With a few carefully considered choices, you can keep your IT affordable, secure and ready for growth. This way, you can spend your time running your business, rather than managing equipment.