At some point, every business needs new computer hardware. With the ever-changing technological landscape, this involved task takes time and foresight. But how do you know what specifications suit your organization's needs?
Your IT provider isn't just a helpdesk. They're also experts in procuring and setting up computer equipment for your office.
For over 25 years, WEBIT Services has helped hundreds of satisfied clients develop effective IT strategies and find technology to meet their needs.
Of course, as an IT provider, WEBIT recommends that clients purchase hardware through providers. This choice offers clients value beyond the hardware: time and peace of mind. However, there can be disadvantages, and we wanted to honestly present those as well.
You know your company's needs; we understand this is not a small decision. We hope this article can help you decide if IT provider procurement is right for you.
By reading this article, you will learn the benefits and perceived challenges of purchasing technology through your IT provider.
Challenges of Purchasing Technology Through Your Provider
1. Price
IT providers often charge a service fee for researching and procuring hardware. However, these prices may change over time.
IT providers research the market to offer competitive prices for procurement services. In some circumstances, this means procurement prices decrease.
If you're considering purchasing new hardware, talk to your provider about their current prices, as they may have changed.
2. It can be challenging to tell if a provider is trying to sell you something rather than help
When it comes to buying hardware and procurement fees, most clients will feel a natural suspicion towards their provider. "Are you really trying to help my business, or are you trying to make a commission sale?"
If a provider does not act in a trustworthy manner, it can be difficult to trust that they have your best interest at heart.
Some providers do work on a commission-based system. They have sales goals that they try to meet by encouraging clients to purchase hardware and software. In these situations, providers may push products that are not needed or do not fit their clients' needs and goals.
Other providers do not make commissions. If they encourage a client to purchase new technology, they do so because they see how it will benefit the client's business, processes, and system.
Benefits of Purchasing Technology Through Your Provider
1. They can match you to a device that meets current and future needs
Selecting hardware is not just about what meets your requirements today but also about planning for tomorrow. It's important to choose technology that can grow in its role.
When discussing your potential hardware needs, your IT provider will ask about your company's current workflow and how it might evolve in the coming years. By gathering this essential information, they can recommend devices that will cater to your current demands and provide room for future expansion. This future-proofing approach helps you avoid premature hardware replacements, saving you time and money in the long run.
The first step in this process involves understanding your business needs thoroughly. Your IT provider will engage in meaningful discussions to gain insight into your requirements.
For example, a client asks their provider for a new laptop for a new social media manager. Initially, they say a basic laptop will suit the new role. However, an insightful provider will ask more about the role.
Will the social media manager be making text posts or video posts? If they graduate to video editing and publishing, they will need a laptop with more processing power than a basic setup.
Your provider will ask questions like "What tasks will the device be used for?" and "What goals do you want to achieve with this technology?" These questions help ensure that the recommended hardware aligns perfectly with your intended purpose.
2. They can match you with the best device policies, services, and warranties
A trustworthy IT provider will research and match you with service policies and warranties to protect your devices. They will guide you to choose hardware with the best warranty options, ensuring your investment is well-protected.
Some of these business-grade services and warranties are unavailable when the hardware is purchased outside a vendor or when the hardware is consumer-grade. IT providers stay abreast of customer service and warranty packages attached to different technology.
For example, users cannot find a business-grade laptop with a business-grade warranty when buying a computer off the shelf at your local technology store. Stores offer consumer-grade technology and warranties.
These may be fine for personal laptops used at home, but they are insufficient for office use.
3. Your provider covers vendor relationships and the logistics of purchasing technology
Navigating the hardware market can be overwhelming, especially if you are unfamiliar with the latest trends and offerings.
Your IT provider, as your technology expert, will shoulder the responsibility of managing vendor relationships and the logistical aspects of purchasing hardware. With their industry knowledge and contacts, they can secure the best deals and discounts on your behalf.
Having a reliable IT provider manage the procurement process saves you valuable time and effort. They will handle negotiations, order placements, and delivery logistics, allowing you to focus on your core business activities.
4. They can help prevent overpaying
One of the common pitfalls businesses encounter when purchasing hardware is overpaying for unnecessary features or opting for devices that do not align with their needs.
A quality IT provider will never push for unnecessary upgrades or expensive options that don't serve your purpose. They will help ensure you are "getting the most bang for your buck" by not overpaying for unnecessary upgrades or features.
5. They will ensure your devices are compatible with your IT system
Introducing new hardware into your IT ecosystem without considering compatibility can lead to costly integration issues and operational inefficiencies.
A reputable IT provider takes a holistic approach, considering your existing infrastructure. They ensure the recommended devices seamlessly integrate with your systems.
This compatibility ensures a smooth transition and minimal disruption to your day-to-day operations, allowing you to maintain productivity levels throughout the implementation process.
6. They help you save time by allowing you to focus on important tasks outside technology research
As a business owner or manager, your time is incredibly valuable, and you need to focus on core responsibilities to drive growth and success.
Engaging in extensive research to find the proper hardware can be time-consuming. A competent IT provider takes this burden off your shoulders. They use their expertise to evaluate the best options and present you with concise recommendations.
By having your IT provider perform the time-consuming research, you can focus on critical business endeavors.
Next Steps for Purchasing Technology
Buying new technology can feel tricky and overwhelming, especially considering the wealth of options, specifications, and compatibility with your existing system.
Some users will choose to purchase technology independently due to pricing concerns or a lack of trust in their provider.
Before purchasing technology on your own, ask yourself:
- Am I an expert in choosing technology? Do I know devices well enough to make an informed purchase that fits my current system and goals?
- Do I know the difference between business-grade and consumer-grade devices?
- Have I verified this potential purchase with a technology expert?
If the answers to these questions are "yes," you might consider purchasing technology independently.
However, if you answered "no," or "maybe" to these questions, you might consider bringing in an expert, whether this is an internal IT team or your IT provider.
If you decide to use your IT provider to purchase technology, they will have a series of questions to help guarantee that it will meet your needs.
A quality provider will ask questions like:
- What is this technology going to be used for?
- Who is going to be using it? What's their role?
- How many do we need? Are we ordering a fleet or a single device? What will your fleet look like?
- How does this device fit into your IT Roadmap, asset lifecycle management, and planned obsolescence?
- How can this device help fulfill your needs and expectations?
IT providers and internal IT teams can help their clients make educated purchases for competitive prices and help guarantee that devices will work within their existing IT system.
Talk to your IT provider or internal IT team if you feel uneasy about a pitch for a new hardware or software investment. Ask them questions about how this technology meets your needs. Discuss the budget. Open, honest communication is the best way to set clear expectations and build trust.
If your IT provider cannot provide satisfactory answers or refuses communication, it may be time to look for a new provider.
For over 25 years, WEBIT Services has helped hundreds of clients develop and execute IT strategies to help their businesses.
Schedule a free 30-minute consultation to see if WEBIT Services can help.
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