When a business laptop starts showing signs of trouble, deciding whether to repair it or replace it can be confusing. The right choice depends on factors like how old the device is, the nature of the problem, and how critical the laptop is to your daily operations. For Canadian small and mid-sized businesses, making the wrong call can lead to unexpected downtime, lost data, and increased cybersecurity risks.
Why this matters for Canadian SMBs
Laptops are often the backbone of your team's productivity and customer interactions. If a device fails unexpectedly, it can slow down work, delay client responses, or even cause data loss if backups are not current. Older laptops may also lack the latest security features, making them more vulnerable to cyberattacks—a growing concern for businesses handling sensitive customer or employee information. Repairing a laptop that is frequently breaking down can cost more in the long run due to repeated fixes and lost staff time.
A typical scenario
Consider a 50-person consulting firm in Ontario. One of their project managers reports their laptop is running very slowly and occasionally crashes. The IT provider checks and finds the laptop is five years old, the hard drive is showing signs of failure, and the operating system is no longer supported with security updates. The IT partner recommends replacing the laptop to avoid the risk of data loss and to ensure the user has a reliable, secure machine. Meanwhile, they help transfer all data securely and set up multi-factor authentication (MFA) to protect access to company systems. This approach minimizes downtime and keeps the business compliant with privacy expectations.
Checklist: How to decide between repair and replacement
- Age of the laptop: Is it more than 3-4 years old? Older devices often cost more to maintain and may not support current software or security updates.
- Type and frequency of issues: Are problems minor and infrequent (e.g., a broken keyboard key) or major and recurring (e.g., hard drive failure, overheating)?
- Cost comparison: Get estimates for repair versus replacement. Include hidden costs like lost productivity during downtime.
- Security considerations: Does the laptop support current security features like encryption and MFA? Is the operating system still receiving security patches?
- Backup status: Confirm that all important data is backed up before any repair or replacement. Ask your IT provider about backup locations and schedules.
- IT provider consultation: Ask your IT partner how the laptop's issues affect your overall IT environment and what they recommend based on your business needs.
- Warranty and support: Check if the laptop is still under warranty or if your IT support contract covers repairs.
What to ask your IT provider
- What are the risks of continuing to use this laptop without replacement?
- How will repair or replacement impact staff productivity and security?
- Can you assist with secure data transfer and setup on a new device?
- What ongoing maintenance or monitoring can prevent similar issues in the future?
Deciding whether to repair or replace a business laptop is a practical choice that balances cost, risk, and productivity. Working with a trusted managed IT provider can help you evaluate these factors clearly and make a decision that supports your business continuity and security. Reach out to your IT advisor to review your current devices and develop a plan that fits your company's needs and budget.