13 Jan 2025

Optimising IT Hardware Procurement with FOS.net

IT hardware procurement is a significant annual IT expense for many small businesses, requiring effective management to ensure smooth operations and control over IT spend. From planning purchases to managing renewals, each step of the process must be structured and timely to maximise return on investment and minimise disruptions.

Sweating assets by continuing to use hardware until it fails—may seem like a cost-saving strategy, but it’s often a false economy. While delaying replacements may reduce upfront costs, it can lead to increased downtime, costly emergency repairs, diminished productivity, and disgruntled staff. Older equipment is more prone to failures, which can disrupt operations and compromise security.

Additionally, outdated hardware may not support the latest software or security updates, leaving a small business vulnerable to threats. Investing in timely hardware replacements ensures long-term savings by reducing unexpected repair costs and enhancing overall operational efficiency.

Creating an Effective IT Procurement Plan

An IT hardware procurement plan is a structured approach to acquiring, managing, and eventually replacing hardware resources within a small business. Given the substantial investment IT hardware represents, it is crucial to manage the procurement process to ensure cost efficiency, operational reliability, and scalability.

A successful IT hardware procurement plan typically involves:

Asset Visibility: Tracking all hardware assets, including their status, age, warranty details, and usage patterns.
Timely Replacements: Planning replacements for outdated or end-of-life hardware to prevent failures and costly repairs.
Budget Planning: Spreading out investments over time to align with organisational budgets and avoid unexpected expenses.
Risk Reduction: Keeping hardware up to date to minimise vulnerabilities and ensure compatibility with evolving software and security standards.

How FOS.net Enhances IT Hardware Procurement Strategies

By adopting new tools like ScalePad, we can identify and manage IT assets, optimise purchases, replacements, and maintenance schedules.

With ScalePad integrated into our service desk software, we gain visibility into all devices connected to the network, such as PCs, laptops, and servers. We can access key data about each asset, including age, specifications, and warranty status.

How we simplify the IT Hardware Procurement Process:

Lifecycle Visibility: A centralised view of each asset's lifecycle helps companies plan hardware replacements and upgrades. For example, with Windows 10 approaching end-of-life, small businesses can plan upgrades to Windows 11 or identify devices needing replacement.
Enhanced Security: Outdated hardware can compromise cybersecurity. FOS.net can help identify and replace ageing devices that may pose a security risk, helping to maintain certifications like Cyber Essentials.
Automated Notifications: We can set alerts for critical dates, such as end-of-life and warranty expirations, ensuring proactive management of devices.
Data-Driven Decision-Making: Detailed analytics provide insight into asset performance, aiding in more informed decisions about upgrades, replacements, and budget planning.
Warranty Management: ScalePad simplifies warranty management by offering a clear view of warranty status and providing options for purchasing extended warranties.

By incorporating these steps, FOS.net helps clients manage their IT hardware more efficiently, ensuring smooth operations and reducing long-term costs.

Benefits to Your Business IT Hardware Procurement Strategy

With our IT hardware lifecycle management features, FOS.net delivers a proactive approach to hardware maintenance, replacements, and upgrades. The benefits include:

Reduced Downtime: Proactive lifecycle management minimises the risk of hardware failure and business interruption.
Cost Savings: Effective planning for replacements and upgrades helps small business’s budget better and maximise tax benefits such as Capital Allowances.
Increased Security: Timely upgrades and patch management enhance cybersecurity, reducing vulnerabilities.
Extended Asset Lifespans: Proper asset management ensures hardware achieves its full lifecycle potential, maximising return on investment.

Spread the cost

Small businesses can benefit from asset finance to spread the cost of hardware acquisition, making it more manageable while also allowing them to stay up-to-date with technology. Asset finance enables businesses to lease or finance new equipment over time, avoiding large upfront costs and preserving cash flow.

Additionally, leasing payments are often tax-deductible, which can provide immediate tax savings. This approach helps businesses invest in essential hardware without straining their budget, all while ensuring they continue to benefit from the latest technology and maintain financial flexibility. Asset finance can be a smart option to optimise hardware procurement, especially for small businesses with limited capital.

For assistance with your IT hardware procurement strategy, please contact your account manager.