Technology is at the heart of almost every business today. From PCs and laptops to servers and networking equipment, your tech keeps you connected, productive and secure. But as with any tool, tech doesn’t last forever. Knowing when to stop patching it up and to simply replace it can save you time, money and a great deal of hassle in the long run.
So how often should your business refresh your technology? There’s no one right answer, but there’s signs to watch for and some general timelines to consider.
The 3 to 5 Year Rule
Most business tech is designed with a working life of around three to five years. After this point, devices often start to slow down, develop faults or become incompatible with newer software.
For example, a laptop that worked well in 2020 might still switch on in 2025, but they’re more likely then not struggling with running some of the latest updates, suffering from battery issues and running less powerfully then they used to. Servers and networking gear can sometimes last longer, but they’ll need regular firmware updates and security patches before they eventually stop working too.
Leaving ageing tech in place for too long can lead to:
- Increased downtime
- Reduced productivity
- Security risks
- Frustrated staff
- Higher repair bills
Instead of firefighting, a planned replacement schedule helps your business stay secure, agile and competitive.
Desktop PCs and Laptops
In most cases, business computers should be replaced every four to five years. After this point, hardware tends to slow down or struggle with newer software and the cost of effectively maintaining it quickly outweighs the price of upgrading.
If your team is dealing with long boot times, constant crashes or fans running on full speed all day, that’s a clear sign their devices are past their prime.
It’s also worth noting that older computers may not support the latest operating systems. Running unsupported systems like Windows 7 or 8 leaves your business open to security threats, as they’ll no longer receive critical patches.
Servers and Storage
For on-site servers, the refresh cycle tends to be slightly longer, usually five to seven years; But that doesn't mean you can just set it and forget it. Regular checks, firmware updates and performance reviews are vital to avoid sudden failure.
As more businesses move towards cloud and hybrid setups, physical servers are used less intensively. Even so, if your server is creeping past five years and showing signs of strain, now’s the time to plan a replacement, not when it fails without warning.
Networking Equipment
Routers, switches and firewalls are often overlooked; They sit quietly in a cabinet or under a desk, working away until suddenly they’re not. But even when they seem fine, old networking gear can limit your internet speeds, introduce security gaps or lack the support needed for modern devices.
A good rule of thumb is to review your networking hardware every three to five years. If your broadband is slow, Wi-Fi drops often or staff can’t connect reliably, your hardware could be the bottleneck.
With cyber threats on the rise, ensuring your firewall is still receiving updates is especially important. Outdated security appliances leave your business exposed.
Phones and VoIP Systems
If you’re still using desk phones from the early 2010s or a traditional landline system, it’s time to think ahead. The UK’s PSTN switch-off is coming in 2025, and all businesses will need to move to VoIP or digital alternatives.
Even if you’re already using a VoIP system, regular upgrades may be needed to keep up with software improvements, remote working needs and CRM integration. At Edmondson’s, we help businesses review their phone setups and move to more modern, cost-effective systems that work across desktops, mobiles and beyond.
Signs It’s Time to Replace Your Tech
Sometimes the numbers speak for themselves. Other times, it’s the day-to-day frustrations that signal a deeper problem. Here are some signs it might be time for a refresh:
- Devices take too long to start or run slowly during normal tasks
- Repairs and maintenance costs are rising
- Software is no longer supported or can’t be updated
- You’re experiencing more frequent crashes or downtime
- Staff complain about system performance
- Security updates are no longer available for your hardware
If any of these ring true, it’s worth speaking to your IT provider about your options.
Planning Ahead Saves Time and Money
Replacing tech reactively – only when it breaks – can lead to rushed decisions, unplanned downtime and higher costs. A proactive replacement plan helps you spread the cost, avoid disruption and make sure your systems always match your business needs.
At Edmondson’s, we help clients create realistic IT roadmaps, looking at the age, usage and risk of each device across their setup. Whether it’s phasing in new laptops, upgrading your network or moving your phones to VoIP, we’ll guide you through the process step by step.
Final Thoughts
Tech replacement doesn’t need to be painful. With a clear plan, the right support and honest advice, you can keep your business running smoothly without overpaying or waiting for problems to appear.
If you’re unsure about the age or health of your IT setup, our free IT Health Check is a great place to start. We’ll review your systems, highlight risks and help you decide what needs replacing – and what doesn’t.
