Why workplaces often cost more than they should

Many companies see laptops and desktops as an ongoing expense. The moment a laptop slows down or a desktop shows issues, a new one is ordered. It feels like the easiest solution, but costs quickly pile up. Employees lose productive hours while waiting for replacements, IT departments are forced into reactive mode, and old systems are retired too early, losing value and adding to the growing e-waste problem.

The problem isn’t that devices age too quickly. The problem is the lack of a structured approach. Without a plan, every replacement becomes an isolated incident.

What professional workplace management looks like

In professional ICT workplace management, one principle comes first: employees should always be able to work without disruption. This requires a structured approach where all laptops and desktops are centrally managed and supported.

Inventory, standardization, monitoring, and fast replacements form the foundation. Not as isolated actions, but as a continuous process that supports the entire organization.

This shifts the focus from firefighting to ensuring continuity. IT teams know exactly how many devices are in use, their condition, and what agreements apply for replacement or support. Employees never have to wait for a working laptop, and management gets predictable costs instead of unexpected spikes.

Refurbished as a cornerstone of workplace management

A crucial part of modern ICT workplace management is using refurbished laptops and desktops. These are not “cast-offs” but carefully tested, cleaned, and reconfigured devices delivered with warranty.

The difference lies in price and availability: refurbished systems are often immediately available and up to 50% cheaper than new ones.

For organizations, this means no employees waiting days for a replacement, no excessive spending on new fleets, and less dependency on long manufacturer lead times. On top of that, it’s a sustainable choice. Every workplace that continues to function prevents new production and most of the CO₂ footprint of IT hardware comes from manufacturing, not use.

The role of support contracts

Refurbished workplaces become truly powerful when backed by clear agreements. Support contracts ensure certainty is no longer dependent on the manufacturer but becomes standard across the organization.

That means a replacement system is always available in case of failure. All devices, both new and refurbished fall under the same terms. And the IT department has one single point of contact instead of juggling multiple vendors and brands.

For employees, the effect is simple: they always have a working laptop or desktop.

A real-world example

A mid-sized organization with 180 employees struggled with fragmented workplace management. Laptops were replaced ad hoc, and employees sometimes had to wait days for a working device. The supplier advised a full fleet renewal, a major investment with little long-term impact.

Instead, the company switched to professional ICT workplace management with refurbished workplaces and a support contract. Within weeks, all devices were inventoried and prepared. Employees received immediate replacements when needed, and the IT department gained full visibility and centralized control over updates and maintenance.

The results were clear: costs dropped by more than a third, no employee was ever left without a workplace, and dozens of devices got a second life.

More than just cost savings

The benefits of workplace management go beyond reducing costs. It’s about certainty and continuity. Employees know their devices will always work. IT teams can plan ahead instead of reacting. And the organization has full visibility over the value and condition of its hardware.

At the same time, it delivers immediate environmental impact. Every laptop that lasts longer prevents new production, and therefore saves CO₂ emissions and raw material use. Refurbished workplaces make sustainability a natural part of your IT strategy rather than an optional extra.

How to get started with sustainable ICT workplace management

Many organizations think professional workplace management is a large, complex project. In reality, it starts small and simple. Begin with an inventory: which workplaces are in use, who uses them, and what condition are they in? Then define your support agreements and prepare refurbished devices as replacements or expansions.

By putting that foundation in place, you quickly build a management model that delivers predictability and continuity. From there, it’s easy to expand with monitoring, standardization, and reporting.

Conclusion

Workplaces are too critical to manage ad hoc. Without a plan, costs spiral, productivity drops during outages, and the pile of e-waste grows.

With professional ICT workplace management and refurbished workplaces, the opposite happens. Employees always have a working laptop or desktop, IT departments work more efficiently, and organizations save significantly. And because refurbished is built into the model, sustainability becomes a standard outcome, not just a nice-to-have.

Buying new may feel like the easiest option. But in practice, structured workplace management is the smarter path, delivering reliability, lower costs, and a far more sustainable result.

Curious what this looks like for your organization? Get in touch with us and explore the possibilities.