How Often Should You Replace Business Computers? A Practical Guide

Keeping outdated computers in service might save money in the short term — but over time, they cost more in lost productivity, security risks, and unexpected failures. If your business relies on tech (and let’s be honest, all of them do), knowing how often to replace your business computers is a smart move.

The Ideal Replacement Cycle

Most businesses should replace their computers every 3 to 5 years.

Here’s a general breakdown:

3 years for power users, developers, or design-heavy roles
4 years for typical office users (email, web apps, Microsoft 365)
5 years max — beyond this, support and performance drop significantly

Signs It’s Time to Upgrade

Even if it hasn’t been 5 years, these are red flags:

Slow startup times or lag when switching between apps
Frequent crashes or freezing
Can’t run current software or meet minimum system requirements
No more warranty or support
Incompatible with security tools or updates (especially on older Windows versions)

If your team starts complaining about their computers — listen. The downtime and frustration adds up quickly.

Security & Compatibility Matter

Outdated computers often can’t support the latest:

Operating systems (like Windows 11)
Endpoint protection
Productivity tools

This increases your cybersecurity risk and limits your IT provider’s ability to properly secure your network.

Have a Replacement Plan

The best way to manage business IT costs is to plan ahead:

Keep an asset inventory with purchase dates
Replace 25–33% of machines each year (depending on your fleet size)
Standardize models for easier management and support
Partner with an IT provider (like us!) to handle lifecycle planning

Let Clarified Technology Help

We help businesses stay ahead of hardware issues with clear, proactive planning. No surprises, no last-minute emergencies — just reliable, secure devices that work when you need them.