PC refresh is the practice of systematically replacing outdated desktops and laptops with newer devices. It ensures employees have reliable, secure, and up-to-date hardware that supports productivity and minimizes downtime.
Is it something organizations should care about? Absolutely. In fact, they do. According to IDC, nearly 80% of businesses plan to refresh their PC portfolio by the end of 2025, proof that a structured refresh cycle is not only common but essential to keep operations sharp and aligned with evolving technology demands.
What is a PC refresh?
A PC refresh is the planned replacement of outdated desktops and laptops with new hardware. It’s one of the most visible practices in Hardware Asset Management (HAM) and a key part of IT Asset Management (ITAM), ensuring reliable, secure, and modern infrastructure.
Sometimes the term also refers to optimizing existing devices (like upgrading components or cleaning up software) but in ITAM the real focus is on the hardware refresh, guided by clear policies and programs to keep technology aligned with business needs.
Why do organizations need computer refresh?
Organizations need a computer refresh strategy to avoid the risks of outdated hardware. Old devices slow down productivity, increase support costs, and create security vulnerabilities.
A structured refresh ensures operations stay efficient and resilient instead of being held back by aging technology.
Key benefits of PC refresh
- Improved security: ensures devices receive critical updates and reduce exposure to threats.
- Higher productivity: employees work faster and with fewer interruptions from failing hardware.
- Lower support costs: IT teams spend less time fixing outdated machines.
- Better planning: refresh cycles make budgets predictable and reduce emergency purchases.
- Employee satisfaction: modern devices support smoother work experiences and collaboration.
How often should you replace laptops and desktops? The PC refresh policy
How Often Should You Replace Hardware? Set up a Hardware Refresh Policy
A PC refresh policy is a formal plan that defines how often an organization replaces its laptops and desktops, and under what conditions. It’s part of a broader computer refresh program that ensures technology stays reliable, secure, and cost-effective.
There isn’t a single universal standard, but most organizations follow a 3–5 year refresh cycle: laptops are usually refreshed closer to the 3-4 year mark (due to mobility wear and shorter lifespans), while desktops can last 4–5 years if properly maintained.
By creating and following a policy, organizations can reduce downtime, align refreshes with budget cycles, and plan upgrades strategically instead of reactively.
What is the PC refresh cycle?
The PC refresh cycle is the structured process of planning, replacing, and retiring desktops and laptops as part of their lifecycle. In practice, it follows the same logic as a hardware refresh cycle, but it focuses specifically on end-user devices.
A well-defined hardware refresh project plan and strategy typically includes:
- Assessment — identify devices nearing end of life, warranty expiration, or performance issues.
- Budgeting and hardware procurement — allocate resources, evaluate vendors, and purchase replacements.
- Deployment — configure and distribute new machines while minimizing downtime.
- Decommissioning — securely wipe, recycle, or dispose of old hardware.
- Review — analyze results and update the computer refresh program for future cycles.
By standardizing this process, organizations not only extend IT asset value but also align refreshes with financial, security, and operational goals.
How InvGate can help your computers and laptops refresh strategy
InvGate Asset Management is an IT Asset Management software built with a no-code approach and an intuitive interface, making it easy to deploy and start using right away.
It helps organizations automate key parts of their computer refresh program, ensuring that desktops and laptops are managed efficiently across their lifecycle. Here’s how it works:
- Unified inventory: build a centralized view of all your IT and non-IT assets, including desktops and laptops, in one easy-to-navigate platform.
- Lifecycle tracking: monitor each device’s lifecycle stage, making it simpler to plan your refresh strategy proactively.
- Smart tags: automatically identify and tag devices that meet conditions you set in your PC refresh policy (e.g., battery health, warranty status).
- Alerts and notifications: receive automated emails when thresholds are reached, like when a battery drops below a set percentage or a warranty is about to expire.
- Health rules: define what makes a “healthy” computer by setting rules in advance, such as required software, antivirus/firewall status, or even the number of tickets linked through integrations with ITSM tools like InvGate Service Management.
- Automated reports: schedule recurring reports with the information most relevant to your hardware refresh strategy, delivered automatically to your inbox.
- Dashboards and charts: create tailored dashboards with visual charts for an at-a-glance view of your refresh plan and ongoing initiatives.
Together, these features give IT teams the visibility and automation they need to keep their hardware refresh strategy on track while minimizing manual work. Start your 30-day free trial today or talk to our sales team to discover how InvGate can support your PC refresh policy.
5 best practices for a successful computer refresh cycle
A well-planned computer refresh cycle helps organizations avoid downtime, improve security, and keep employees productive. To make the most of your computer refresh program, here are some best practices to follow:
#1. Define a clear computer refresh policy
A documented computer refresh policy removes guesswork by setting timelines and criteria for replacing desktops and laptops. Most organizations follow a 3–5 year window, aligning replacement with warranty expiration and budget cycles. This predictability keeps spending under control while ensuring employees don’t get stuck with outdated machines.
#2. Align with business goals
A computer refresh program shouldn’t just be about buying new hardware. It should connect directly to productivity goals, security requirements, and cost optimization. By tying the refresh cycle to broader objectives, IT proves its role as a business enabler, not just a cost center.
#3. Plan different timelines for laptops and desktops
Not all devices age the same. A laptop refresh cycle is usually shorter (3–4 years) because mobile devices face more wear and tear, while desktops can last 4–5 years with proper maintenance. Adjusting timelines by device type ensures value is maximized without compromising performance.
#4. Automate what you can
Manually tracking devices in a PC refresh cycle is time-consuming and error-prone. With an IT Asset Management software, you can automate inventory, set alerts for warranties or health issues, and generate scheduled reports. This automation frees IT teams to focus on strategy instead of repetitive tasks.
#5. Communicate and train
Even the best computer refresh cycle can cause friction if employees aren’t prepared. Inform staff ahead of time about replacement schedules, and provide training on new devices when necessary. Clear communication ensures smooth transitions and helps employees quickly get back to work.
