Maximising the cost efficiency of Windows 11 hardware

Many organisations know they have to approach the migration to Windows 11 sooner rather than later, but may not yet fully appreciate the scope of what this transition will entail. In particular, the need to ensure that the workforce has suitable hardware and devices to run the new operating system – and the scale of procuring that hardware – is often overlooked.

Millions of devices currently in business use around the UK either won’t be able to run Windows 11 properly, or won’t be able to run it at all. Our research has found that by 2026, 40% of organisations will have replaced PCs incapable of running Windows 11. And given that 89% of employees say outdated tech directly affects their productivity, the need to bring in new hardware alongside any Windows 11 migration is critical.

Maximising the cost efficiency of Windows 11 hardware

However, there are a number of commercial challenges along the way that need to be addressed, so that the migration and hardware refresh process can be de-risked and optimised. We’ve found that some common problems are holding migration strategies back:

• Lack of urgency: Windows 11 reaches end-of-support in October 2025, and the migration timeframe (typically 14 months) means the process should start now, if it hasn’t already. However, some Finance Directors, under pressure due to increasing business uncertainty and inflation, are putting the migration off in favour of what they see as more important core business investments. And IT teams may find themselves challenged to build a commercial business case compelling enough to change their minds.

• Underappreciation of hardware refresh needs: as the hardware refresh is usually driven by the balance sheet, refreshes are often postponed creating a bottleneck of assets that need to be refreshed. Many organisations simply haven’t realised how many new devices they will have to source, in order to replace existing hardware that isn’t Windows 11-compatible. This has serious implications on costs and planning and could lead to business disruption along the way.

• Inflated last-minute refresh costs: one organisation we have worked with has found that 85% of its devices aren’t Windows 11-ready, leading to sizeable budgetary requests from IT. This surplus of old tech likely built up due to the practice of purchasing new devices with cash resources. Once devices depreciate to zero-cost assets, balance sheets can start to drive the refresh timeline and device use is extended beyond recommended refresh windows. When it comes to a project like Windows 11, this situation leads to an investment spike, and with price rises inevitable due to high demand in the run-up to October 2025, this cost can easily run into the millions, putting pressure on business funding and cash flow.

• Lack of existing estate visibility: if organisations don’t know about all the devices in their estate, refresh costs might be much larger than expected. In our experience, we’ve worked with customers who had 20% more devices in their estate than they knew about.

Not procuring suitable hardware in a timely manner risks a lack of employee productivity (and by extension, employee satisfaction); increasing support costs to continue with Windows 10 (£50 per device, doubling in the second and third years); supply chain issues when rushing to buy new kit later on; security risks of old software; and technical debt that builds up over time.

A new strategy for Windows 11  hardware purchasing

The traditional way of buying hardware is simply to pay cash for it, funded by the organisation’s capital expenditure. But that leads to a cycle of depreciation, as well as peaks and troughs in cash flow, and often means assets are used longer than they should be. This leads to increased maintenance costs, slower refresh cycles and outdated kit, which isn’t suitable when migrating to a new OS like Windows 11. 

So a new approach is needed, and it’s for that reason that SCC provides a range of flexible procurement and financing options for new hardware. We’ve moved the investment away from CapEx and into OpEx, and helped our customers spread the cost of getting new devices over months or even years.

We provide two different leasing options, which bake in device refresh cycles for hardware future-proofing, and enable a staggered roll-out of Windows 11 for optimum business efficiency:

1. Devices leasing: SCC finances the hardware over a set period and payment plan.

1. Device-as-a-Service: device leasing spread over 36 monthly payments. This service is integrated with support services including installation, delivery, asset management, repair and a built-in refresh cycle.

With both options, devices can be returned or extended as required by the organisation. However, we recommend the former, as this ensures you always have an up-to-date estate ready to cope with the latest platform releases, while allowing your returned assets to be reused to achieve your environmental ambitions.

These services are ideal for simultaneously keeping the IT estate up to date with Windows 11, and innovating with new technologies like Copilot for Microsoft 365, while finding vital cost efficiencies (such as the 2% back office saving in Government departments requested by the new Chancellor). 

Alternatively, if leasing isn’t suitable, SCC can also provide extended payment terms for hardware purchasing. We purchase the kit you need, and defer your payment by 12 months, so that you can access new hardware quickly and give yourself more time to plan around the cost implications.

Why SCC for Windows 11?

SCC’s success with Windows 11 migrations is built on long-standing strategic relationships with some of the biggest IT companies in the world, such as Microsoft, Dell and Lenovo. This means we’re uniquely placed to support a full end-to-end Windows 11 migration, taking hardware refreshing and procurement into account along the way, and even helping you build your business case to change the mindsets of key stakeholders.

The journey starts with a free Pathfinder assessment, which gives you a basic understanding of your current IT estate and can help you determine which devices need refreshing and when. Alternatively, we can also conduct a comprehensive Windows 11 Assessment that establishes your readiness for migration across current IT infrastructure, applications, and hardware. These assessments are the building blocks that ensure a smooth, efficient transition while minimising disruption and maximising performance.