When deciding whether to equip your business with new or refurbished devices, it's important to understand the practical differences and how each option can affect your operations. New devices come straight from the manufacturer with full warranties and the latest hardware and software, while refurbished devices are pre-owned but professionally restored to working condition, often at a lower cost. Both options can serve a small or mid-sized Canadian business well, but the choice depends on your priorities around reliability, budget, and risk management.
Why device choice matters for Canadian SMBs
For a business with 20 to 100 employees, device reliability directly impacts productivity and security. Frequent hardware failures or outdated technology can cause downtime, slow workflows, and increase the risk of data loss or breaches. For example, an older refurbished laptop might not support the latest security updates or identity management tools like single sign-on (SSO), leaving your network more vulnerable to cyber threats. Conversely, new devices typically support current security standards and come with manufacturer support, reducing these risks.
A typical scenario: balancing cost and risk
Consider a mid-sized Canadian marketing firm with 50 staff. They initially purchased refurbished laptops to save costs but found that several devices failed within the first year, causing delays and increased IT support calls. After consulting their managed IT provider, they adopted a mixed approach: new devices for roles requiring strong security and performance, and refurbished units for less critical tasks. Their IT partner also ensured all devices were enrolled in a centralized management system to maintain security policies and updates consistently.
Checklist: What to consider when choosing devices
- Warranty and support: What warranty terms are offered? Does the provider or manufacturer offer onsite or quick replacement services?
- Device age and condition: For refurbished units, how recent is the hardware? Has it been fully tested and certified?
- Security compatibility: Can the device run the latest security software, encryption, and identity management tools?
- Performance needs: Does the device meet the software and workload requirements of your staff?
- Vendor reputation: Is the refurbished device sourced from a reputable provider who offers clear return policies?
- IT partner involvement: Does your IT support provider have experience managing mixed environments and can they ensure consistent patching and security?
Questions to ask your IT provider
- How do you evaluate whether a refurbished device is suitable for our business needs?
- What processes do you have in place to ensure all devices remain secure and up to date?
- Can you help us balance cost savings with minimizing downtime and security risks?
- What support options are available if a device fails unexpectedly?
Choosing between new and refurbished devices is a balance of cost, risk, and operational needs. Engaging a knowledgeable managed IT provider can help you make informed decisions tailored to your business environment, ensuring your hardware supports productivity and security without unnecessary expense. Consider discussing your specific situation with a trusted IT advisor to develop a device strategy that fits your budget and safeguards your data.