How to Optimize Device Refresh Decisions with Real-World Data

Why Device Refresh Planning is More Complex Than It Looks

Replacing employee devices on a fixed schedule may seem efficient—but in reality, age-based refresh cycles often lead to waste. Some systems get replaced too soon, others too late. Productivity dips, support tickets spike, and costs pile up.

The modern workplace—with its mix of remote, hybrid, and in-office employees—demands a more flexible, insight-driven approach.

To strike the right balance between performance, cost, and employee satisfaction, organizations need more than a calendar—they need visibility.

Common Challenges in Device Refresh Planning

Device lifecycle management is more than logistics. It’s a strategic decision point for IT, finance, and the employee experience. Key challenges include:

Budget Pressures and Reactive Planning

When budgets are tight, refresh plans often get delayed. But waiting for devices to fail can create even bigger support and productivity issues. Without data, decisions are reactive—not strategic.

One Size Doesn’t Fit All

A designer’s hardware needs are different from a customer service rep’s. Standardizing refresh timelines can lead to over-spending on some devices and under-delivering on others.

Inconsistent Device Lifespans

Not all devices age the same. Usage intensity, location, and software stack all impact longevity. Refreshing purely based on time fails to account for these differences.

Employee Frustration vs. Technical Readings

IT may see “acceptable” performance on paper, while users feel slowed down and unsupported. Experience is subjective—but that doesn’t mean it can’t be measured.

The Smarter Approach: Make Refresh Decisions Based on Reality

A smarter device refresh strategy starts with real-world data. By collecting performance metrics and correlating them with user behavior and sentiment, IT can make more informed decisions about which devices to replace, upgrade, or retain.

With visibility into:

• Boot and login times
• Application load and crash rates
• Device age and warranty status
• User-reported friction or slowdowns

…IT teams can stop guessing—and start optimizing.

Best Practices for a Data-Driven Device Refresh Strategy

Here’s how leading organizations are transforming their refresh strategies using experience-focused insights:

1. Replace Guesswork with Real-Time Performance Data

Don’t rely on arbitrary timelines. Instead, use metrics from actual usage to identify when devices start to hinder productivity.

2. Align Refresh Policies with Business Priorities

Not every role requires the same hardware. Build refresh criteria around personas, workflows, and impact—not just technical specs.

3. Correlate Technical and Human Signals

Combine telemetry with employee feedback to capture a full picture of device effectiveness. Look for mismatches between what IT sees and what users feel.

4. Plan Proactively, Not Reactively

Use trends to forecast future needs. Plan replacements before failure, and avoid the disruption of emergency purchases or surprise outages.

5. Track the Impact of Every Decision

Know which refreshes improved performance and which didn’t move the needle. Continuously refine policies based on results.

6. Reclaim Underused Licenses to Maximize ROI

Refreshing a device isn’t just about hardware—it’s also an opportunity to evaluate software investments. Often, aging or underused devices are home to licensed software that’s no longer needed or fully utilized.

Use device-level visibility to identify software tied to low-usage or decommissioned endpoints. Reclaiming or reallocating those licenses prevents unnecessary renewals and enables smarter IT spending.

This approach not only trims waste but also helps IT teams demonstrate ROI and stretch limited budgets further—all while supporting a stronger employee experience.

The Payoff: Better Experience, Smarter Spending

With a data-driven refresh strategy, IT teams can:

• Reduce unnecessary hardware spend
• Improve employee productivity and satisfaction
• Lower the volume of support tickets tied to aging devices
• Avoid over-provisioning for low-demand roles
• Create a more resilient, predictable refresh cycle

It’s not just about refreshing fewer devices—it’s about refreshing the right ones, at the right time, for the right reasons.

ManagedDEX: Powering Smarter Decisions Across the Device Lifecycle

ManagedDEX, powered by RavenTek and backed by Riverbed® Aternity, helps organizations take control of their device environments by providing clear, actionable insights into performance, usage, and experience. By combining real-time data with strategic planning tools, we make it easier for IT leaders to align refresh decisions with both employee needs and business goals.

By pairing device refresh planning with software license reclamation, IT can turn routine asset management into a powerful opportunity for cost savings and optimization. ManagedDEX empowers organizations to make these data-backed decisions with confidence—eliminating waste, improving experience, and maximizing ROI.

Contact us today to learn more.