Replacing Your Old Office Devices: A Guide for Small Businesses

Every business relies on different devices for efficient delivery. For small businesses, having basic office devices such as computers, printers, copiers, and scanners in the office is inevitable.

We rely on these devices to handle most of our core business functions, but they aren’t designed to last forever. They’ll start malfunctioning at some point in their life-cycles.

Essentially, hardware devices that are put in constant use should be replaced every three to four years. However, depending on usage and strength of each of these equipment, they can be replaced once they’ve reached or exceeded their lifespan or when they breakdown frequently.

As small businesses, cost implication might be a reason to either replace your office devices when it’s time, or delay replacing them.

The following tips will help you achieve a cost effective replacement for your office devices.

Get an upgrade

The best choice, once you’ve finally decided to get a replacement, is to get an upgraded version of your hardware. Although, it may be more expensive than your old piece of hardware, it saves cost on the long run.

Assuming you use ordinary computers for your business but your business operates in a harsh environment, you’d notice that your computer systems would be vulnerable to crash and data loss. In this case, you should consider using industrial computer systems to meet work standards.

Replace vital components

Before deciding to replace your gadget, check if there’s any vital component that you need to change. For example, instead of discarding your malfunctioning printer, check the ink cartridge (or toner cartridge as the case may be) if it’s faulty before discarding your device.

However, if you’ve done this and your device is still not performing optimally, then you shouldn’t hesitate to make a replacement.

Carry out preventive maintenance

Preventive maintenance is an effective way to prolong the lifespan of your hardware. Your preventive maintenance should be on a routine or planned basis depending on your plans.

The advantage is that it prevents frequent breakdowns and downtime of your devices, thus allowing you to delay their replacement. This way, you’ll derive immense value from their usage, and save enough money to get replacement when it’s time.

Take advantage of warranty

Warranty is a written guarantee, issued to the purchaser of an article by its manufacturer, promising to repair or replace it if necessary within a specified period of time. Warranties help you to save money in the event of damage either caused by you or the manufacturing company.

As an entrepreneur, you should never buy a piece of equipment which lacks a warranty. You should always check if the warranty documents are intact before making payment.

Sell them as buy-back to the manufacturing company

Buy-back helps you to pay less for new equipment. It’s an arrangement that’s made by manufacturing companies make such that you can exchange your old/damaged gadgets for new ones.  Therefore, the buying price is enormously slashed.

So instead of discarding your damaged devices or giving them out as scraps, check if the manufacturing companies allow buy-backs.


Hardware gulps a large sum of IT budgets for small and medium businesses. That’s why most businesses are at times reluctant to make replacements. However, using the cost-effective tips highlighted here will ensure that you can have a hitch-free upgrade of your assets.