- Forget the three-year cycle. PC vendors love it, but you're paying for them. If your systems will be fine after four years, plan on it that way. Just remember to balance usable life with depreciation schedules, which are usually based on a three-year life.
- Not everyone is a power user, even if they think they are. Instead of automatically refreshing one-third of your systems every year, inventory your users according to their job function. If they can get by with old technology, buy half as many new PCs and push older models where they're still adequate.
- VoIP doesn't demand new handsets. Although they're cool and arguably easier to run, VoIP handsets are expensive. Most telephony providers allow you to maintain your existing analogue handsets and transition to VoIP gradually.
- Tips don't like tech. IT equipment is loaded with nasties that leach into the environment. Ensure you work with disposal companies that are outfitted to deal with e-waste appropriately.
- Know your licences. Disposing of old equipment will free up software licences that might be redeployed to other systems, or returned to the vendor during renegotiations. Of course, you can't do this unless you have an infrastructure for tracking licence usage.
- Employees love surplus gear. Well, some of them at least. While you may have some luck selling leftover PCs and networking gear to employees wanting them for their children or home networks, don't rely on it. Many home users love games and other applications that will cause years-old business PCs to collapse.
- Don't leave Easter eggs. Security of leftover systems is critical. Don't just format hard drives; scrub them with purpose-built commercial software. And make sure hubs, routers, and other networking gear are wiped clean of passwords or information about your network configuration.
- Consider leasing. Leasing may not allow you to squeeze every last bit of value out of your equipment, but it has one nice benefit: after three years, you don't have to worry about what happens to the equipment.
- Love your thin client. Thin-client applications have their place in every network, but they can be invaluable in finding new uses for old PCs. If that PC is too slow, why not reclaim your costly Windows license, format the system with DOS or Linux, and run a legacy-friendly thin client app on it.
- Know when to say when. It's great to extend the life of technology, but know when to quit. If the gear is costing more to maintain than it would be to replace, it's time to say goodbye.
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• Executive summary: time for retirement
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This article was first published in Technology & Business magazine.
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