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Should I Upgrade or Replace My Computers? |
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Problem: |
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When is enough,
really enough? A common question with owning computer equipment is when
should you stop putting money into your existing equipment, and when should
you just replace it. Although there are a multitude of conditions and
reasons for applying both resolutions to your business or home computer
equipment, we will cover a few factors that will assist you in making a
better decision when these questions pop up.
The company I
represent replaces its equipment about every one to two years, depending on
the machine being replaced. We have found that by the end of a maximum
two-year lifecycle, the computer is out-dated enough that it either runs the
necessary software too slowly, wasting our employee’s time, or the hardware
is incompatible with new Microsoft Windows versions or other peripherals
attached to the computer.
Instead of
replacing the oldest computer on the network, we believe in the
‘hand-me-down’ method, where we replace the most processor intensive
workstations with new equipment, and filter down the replaced equipment to
users with less powerful machines. Common office software or accounting
software doesn’t use as much processing power as a developer’s machine
running graphics, video, sound, or high-end software development projects
would typically use. A machine replacement for our developer’s can save up
to 25% of their total time waiting for information to process, which
compensates for the new purchase within only a couple months. |
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How to Determine Your
Situation: |
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The first
obstacle to overcome is the ‘Need it Now’ syndrome. Quick decisions aren’t
normally very successful. You will probably end up regretting your
decision. Proper research needs to be done before you can determine what
your technology needs really are. Take the extra 5 minutes and write a
short list of the software you will be using, the functions you will be
performing with the system, and the possible external devices you will be
connecting, like scanners, digital cameras, printers, and PDA or mobile
devices. This list will help narrow the scope of possible solutions, but
more importantly, give you a basis for your purchase and keep you from
forgetting important parts to your system. If you want to go that extra
mile, lookup your software on the manufacturer’s website to find out what
their recommended specifications are to run their software efficiently, or
what hardware will work with different Windows versions.
After determining
your needs, quickly review what your existing system(s) do and do not
provide that you can’t live without. If you are not ‘technically savvy’,
travel to your local Office Supply retailer, and inquire about components
that you can add to your existing system to fill the gaps in your
requirements. Some very inexpensive add-ons can drastically increase the
lifespan of your system. REMEMBER your first obstacle! Don’t make a
decision without getting all the details. Don’t let the salesman push you
into a new system before you get pricing for the additional components and
the cost for the labor to install those components. Don’t be afraid to get
a second opinion. In fact, we urge you to get a second opinion.
After gathering
your requirements and finding out what add-ons are available, you should
immediately be able to see if you ‘need’ a newer computer or if you have the
option to upgrade your existing system. Those of you without the option of
add-ons, your work is almost over. Those of you that have the option of
purchasing add-on hardware or upgrading your existing hardware face a
slightly more complicated decision. Don’t worry, it really shouldn’t be
that bad… |
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What Should You Get? |
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Now that you have
your requirements and the costs associated with purchasing an upgrade or a
new machine, you need to determine how much time you will save by
implementing each solution. Most of the time an upgrade will save you
money, but… not always. If the cost of the upgrade is substantial, you will
want to more closely compare the costs of a purchasing a new system.
Sometimes you can get a newer system for only a few dollars more than
upgrade parts.
If you are still
unsure of which option you should select, use this general rule of thumb.
If you work on your machine 30-40 hours per week, and you can save yourself
approximately 2 hours per week using a new machine, you have probably just
justified the purchase. If you use your machine for less than 20-30 hours
per week, you would have to save yourself closer to 4-5 hours per week to
justify the purchase of a new system. Of course this all assumes that you
have the money in the budget to make the purchase, which leads into the next
point.
Make sure you
review your budget to determine what you can afford. If the money isn’t
there, then you may have to upgrade your system instead of replacing it, or
simply just wait it out. Most companies need to see that time savings
before they consider upgrading or replacing equipment. You should use this
same philosophy for your own purchases, unless, of course, money is not an
issue. |
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A New Computer: |
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When looking for
a new system, make sure you shop around. If you work for a company that has
its own IT department, or that works with an outsourced IT department,
inquire about possible savings benefits that you may be able to get through
your company. If they purchase systems regularly, chances are they can get
you a better price, or recommend where to get your system and get the best
deal. Most large companies like Dell, HP, and IBM have employee purchase
plans.
A new computer
purchase can certainly be exciting, but your problems don’t end with the
purchase of a replacement system. If it is for a home environment, you
probably don’t have a server to save your data on. So remember, you still
need to get all the data and programs from your old system to your new
system. You can quickly build up hours moving your data and configuring
your new system to get it to the way you want it. To a company, this will
outweigh the weekly cost savings you are looking for, and greatly extend the
date to which you finally receive your return on investment (the break even
point). In a personal situation, the time you invest may be well worth the
new purchase. It depends on where you interests lie. |
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Upgrading or Adding To
Your Existing System: |
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Upgrading
components can be very easy and may also be done in less than a day. Most
office stores or electronics stores, like Circuit City and Best Buy, will
upgrade your equipment while you wait. Some will even do the upgrade for
free, but make sure you get a quote before you have any work performed on
your machine.
There are two
primary upgrade types: internal and external. Internal components require
you to take the side panel off your system and actually install the new
hardware inside the system case. The equipment will then use the power
provided by the case and the cables within. Most people don’t feel
comfortable with adding internal upgrades, because they are typically more
complicated than just plugging something in. External upgrades are usually
much easier to implement. Just plug in the power and plug the cable
connector into the system. The harder part can be configuring the component
drivers and installing the software to make it operate properly. External
equipment requires casing to protect the device and an AC adapter to provide
power which increases the price of the equipment. |
Summary: |
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Although it may
seem to be a complicated process, reviewing and comparing a new system
purchase versus a system upgrade really isn’t all that bad. Most businesses
can’t operate without computers, which means there are many computer users
out there. So, if you want some assistance, don’t be afraid to ask around
to your friends and family. Just start with those two short lists… the
programs/hardware you need and the costs associated with an upgrade versus a
new system purchase.
Give it a shot,
you may just learn something while you are at it! |
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Visit
www.compdevsys.com! |
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Phone: (717) 932-5395
Phone: (717) 932-5395