5 Signs It’s Time to Refresh Your Company’s Devices

Key Takeaways

Refreshing technology doesn’t mean replacing everything at once. A phased approach helps organizations prioritize investments and manage budgets more effectively.

Working with a technology partner like Centriworks helps ensure your technology supports the way your business operates today while preparing for future needs.

Every workday depends on technology. Whether it’s a laptop, desktop, multifunction printer, or another connected device, people rely on it to do their jobs.

Over time, even well-maintained equipment begins to show its age. Computers take longer to start, printers require more service, batteries lose their capacity, and older devices struggle to keep up with today’s software and security requirements. 

A technology refresh isn’t about replacing equipment simply because it’s older. It’s about ensuring the devices your business depends on remain reliable, secure, and capable of supporting how your team works today.

If you’re wondering whether it’s time to refresh your technology, here are five signs it’s worth taking a closer look.

1. Your Devices Are Slowing Down Your Team

Slow technology has a way of becoming “normal.”

Computers that take several minutes to start, applications that pause while loading, or video meetings that freeze unexpectedly can interrupt concentration and make routine tasks take longer than they should.

The same is true for office equipment. A multifunction printer that frequently jams, scans slowly, or struggles to keep up with demand doesn’t just frustrate one person. It slows everyone who depends on it.

One delay may not seem like much. But when dozens of people lose a few minutes several times a day, those interruptions add up quickly. If slow performance has become something everyone simply expects, it’s probably time to evaluate whether your devices are still meeting your needs.

2. You’re Spending More Time Fixing Technology Than Using It

Every organization expects the occasional technical problem. The concern is when those problems stop being occasional.

Watch for signs like these:

• Employees are submitting more support requests than before.
• Laptops need repeated repairs for the same issue.
• Printer service calls are becoming routine.
• Replacement parts are becoming harder or slower to find.
• Older devices spend more time out of service than in use.

As equipment ages, maintenance costs usually increase while reliability decreases. Internal IT teams spend more time troubleshooting recurring problems than on projects that move the business forward.

Eventually, repairing older equipment no longer saves money. Between repair costs, downtime, and the time people spend waiting for technology to work properly, replacing aging devices often becomes the better investment.

Consider a hypothetical example: Imagine a 40-person healthcare practice using desktop computers and a shared multifunction printer that are six or seven years old. Front-desk staff begin submitting several IT tickets every week because computers are slow to log in, and the printer regularly jams while scanning patient paperwork.

None of these issues is a crisis on its own. Together, however, they cost the practice several hours every week, create unnecessary interruptions for staff, and occasionally delay patient intake. That steady loss of time is often one of the clearest signs that a technology refresh should be part of the conversation.

3. Your Technology Can’t Keep Up with Modern Business Needs

Today’s business devices are expected to do much more than they did just a few years ago. Microsoft 365, video conferencing, cloud applications, AI-powered productivity tools, and modern security software all place greater demands on computers and network-connected devices.

Older hardware may still turn on every morning, but that doesn’t mean it keeps up with how people work today.

Some common warning signs include:

• New software runs noticeably slower than expected.
• Devices can no longer support current operating systems.
• Employees avoid newer features because performance suffers.
• Remote workers struggle with video meetings or large file transfers.
• Older printers lack the cloud connectivity or security features found in newer models.

When employees avoid newer software because their devices can’t keep up, technology becomes an obstacle rather than a tool.

4. Security Is Becoming More Difficult to Maintain

Cybersecurity isn’t limited to firewalls and antivirus software anymore. Every connected device plays a role in protecting your business, including computers, laptops, printers, multifunction devices, and other equipment connected to your network.

As devices age, keeping them secure becomes more difficult.

Computers running unsupported operating systems stop receiving security updates. Windows 10, for example, reached its end of support in October 2025, meaning newly discovered vulnerabilities are no longer patched for most users. The same issue affects printers, routers, and other network-connected equipment. Manufacturers eventually stop releasing firmware updates for older models, leaving known security weaknesses unaddressed.

Even office printers deserve attention. Today’s multifunction devices often store documents, connect to cloud services, scan directly to email, and communicate across the network. They’re business computers in their own right and should be treated that way when evaluating security.

Refreshing aging equipment helps organizations:

• Reduce the number of unsupported devices on the network.
• Improve compatibility with current security tools.
• Take advantage of stronger built-in security features.
• Better align with today’s cybersecurity best practices.

Replacing outdated technology won’t solve every security challenge, but it removes unnecessary risks that are often easy to avoid with a planned refresh.

5. Your Business Has Changed, But Your Technology Hasn’t

Most businesses don’t operate the same way they did five or six years ago.

You may have hired more people, opened another location, adopted hybrid work, moved more applications to the cloud, or changed how teams communicate and share information. If your technology still reflects how the business operated years ago, it may no longer support the way people work today.

Refreshing technology is also an opportunity to step back and look at the bigger picture.

Maybe several laptops are reaching the end of their useful life. Maybe your print environment could be simplified. Perhaps your wireless network needs to support more devices, or your cybersecurity strategy needs to account for a larger, more connected workplace.

Looking at your entire technology environment often leads to better decisions than replacing one device at a time.

A thoughtful technology refresh helps ensure every investment supports the business you have today, not the one you had several years ago.

Refreshing Technology Doesn’t Mean Replacing Everything at Once

One of the biggest misconceptions about a technology refresh is that everything has to be replaced at once.

In reality, many organizations take a phased approach.

They evaluate how old their devices are, how well they perform, whether they’re still supported by the manufacturer, and which devices have the greatest impact on day-to-day work. Equipment that creates the biggest risk or causes the most disruption is replaced first, while devices that continue to perform reliably remain in service until replacement makes business sense.

This approach makes budgeting more predictable, reduces unexpected downtime, and helps organizations replace technology before small problems become larger ones.

Instead of reacting when a device finally fails, businesses can make informed decisions based on performance, security, and long-term value.

Is It Time to Refresh Your Technology?

Not every slow computer or printer problem means it’s time to replace them. The bigger question is whether those issues are becoming more common and affecting the way your business operates.

Use this checklist as a quick reality check. The more boxes you check, the more likely it is that your technology deserves a closer look.

How Centriworks Can Help

Every business reaches a point where some technology needs to be replaced. The challenge is knowing what should be refreshed now, what can wait, and where your investment will have the greatest impact.

That’s where Centriworks can help. By evaluating your technology, Centriworks helps you prioritize the devices that matter most and build a practical refresh plan that fits your business and your budget.

Whether you’re replacing a handful of laptops, upgrading your print environment, or planning a broader technology refresh, you’ll have the confidence of knowing your technology investments are supporting your business today while preparing for future growth.

Frequently Asked Questions

How often should businesses refresh their devices?

Most organizations evaluate business computers every four to five years, while printers, copiers, and multifunction devices often remain in service for 4 to 5 years. The right timing depends on performance, security requirements, manufacturer support, and the role each device plays within the business.

Should businesses replace all their technology at the same time?

Usually not. A phased refresh allows organizations to prioritize devices that pose the greatest security risk or have the greatest impact on daily work. This approach spreads costs over time while reducing unexpected downtime and helping technology budgets stay predictable.

How can businesses tell which devices should be replaced first?

Not every device needs to be replaced at the same time. Start by identifying equipment that is slowing employees down, generating frequent support requests, no longer receiving security updates, or costing more to maintain than it’s worth. A technology assessment can help prioritize replacements based on business impact rather than age alone.

We’re ready to help you work smarter.