Your employees rely on their computers for everything from responding to emails and joining video meetings to managing documents, client records, and financial data. If their devices are outdated, underpowered, or not suited for their role, productivity suffers. So does security.
Choosing the right laptops or desktops for your team is one of the most important technology decisions your business can make. Yet many small and mid-sized businesses delay hardware refreshes or choose devices based solely on cost without considering the long-term impact on performance, support costs, or employee experience.
At Always Beyond, we help our clients take a more strategic approach. In this guide, we break down how to choose the right workstation based on your employees’ day-to-day responsibilities using a simple Good, Better, Best model that makes it easy to match the right device to the right role.
Whether you are onboarding new staff or replacing aging devices, this article will help you make informed hardware decisions that support productivity, security, and business growth.
Important note:
We typically recommend the Better tier by default because it provides the best balance of performance, reliability, and long-term value for most users.
The Good tier is included for comparison but is only suitable for basic roles like interns, shared workstations, or temporary setups and we rarely recommend it for ongoing use.
If you’re not sure what’s best for your team, reach out to Eleanor, our Technology Success Lead, for personalized guidance.
It is easy to assume that any computer with internet access is good enough. But the difference between a low-end laptop and a properly equipped business device is more than just speed. It affects how much work your employees can get done in a day and how much time and money you spend on IT support.
Outdated or low-end machines often:
• Run slowly, even when performing simple tasks like opening Outlook or Excel
• Crash or freeze during meetings or multitasking
• Take longer to update, patch, or troubleshoot
• Struggle with cloud apps, remote access, or security tools
• Fail earlier and require more frequent replacements
By investing in hardware that matches the user’s role, you avoid these issues and provide your team with the tools they need to be successful.
Each employee has different needs based on their responsibilities. Someone managing spreadsheets and video calls all day has very different requirements from someone answering phones and handling simple data entry.
We use the following tiers to help our clients choose the right devices:
• Good: Suitable for basic, single-purpose tasks
• Better: Ideal for most office workers and multitaskers
• Best: Optimized for power users or specialized roles
Let’s take a closer look at each one.
This level is designed for team members who need access to basic tools like email, calendars, web-based apps, and word processing. These devices prioritize cost-effectiveness and simplicity over performance.
Common roles: Reception staff, interns, administrative assistants, part-time workers
Recommended specs:
• Intel Core i3 or AMD Ryzen 3
• 8 GB RAM
• 256 GB SSD
• Windows 11 Pro
• Full HD display (13 to 24 inches)
Why choose this tier:
It offers enough power for light tasks without overpaying for features the user will not need. These machines are often used for short-term roles, temporary staff, or limited-use stations like front desks.
Limitations to be aware of:
These machines may lag with multitasking, experience slow startup times, and struggle with modern collaboration tools like Microsoft Teams or file syncing in SharePoint.
If your team regularly uses tools like Outlook, Excel, and Microsoft Teams throughout the day, it is usually worth upgrading to the Better tier.
This is the most common and recommended tier for full-time office staff. These devices are designed to handle modern workflows efficiently, including multitasking, frequent meetings, document sharing, and cloud-based work.
Common roles: Finance, HR, operations, project managers, marketing teams, and anyone working across multiple apps throughout the day
Recommended specs:
• Intel Core i5 or AMD Ryzen 5
• 16 GB RAM
• 512 GB SSD
• Windows 11 Pro
• Full HD or better display
• Optional: Docking station for hybrid work
Why choose this tier:
These machines are built for reliable performance in real-world business use. Employees can run several apps at once without lag. They are also better equipped for remote work, video meetings, and file sharing.
Business benefits:
Upgrading to this tier reduces downtime, minimizes IT support tickets, and gives your team a more seamless experience. It also ensures compatibility with security tools, cloud storage, and Microsoft 365 apps.
If your staff rely on platforms like Teams, SharePoint, OneDrive, or Dynamics, this is the minimum level we recommend for long-term productivity.
For more on how to get the most from your Microsoft 365 apps, read The Most Underutilized Microsoft 365 Apps Your Business Should Be Using.
This tier is for employees who run demanding applications, manage complex workloads, or require high performance for specific business functions. These devices are often custom-configured and built for durability, speed, and scalability.
Common roles: Executives, engineers, software developers, designers, architects, and analytics professionals
Recommended specs:
• Intel Core i7 or i9 or AMD Ryzen 7 or 9
• 32 GB RAM or higher
• 1 TB SSD or hybrid drive
• Dedicated graphics card
• Windows 11 Pro or Enterprise
• QHD or 4K display
• Multiple monitor support and docking station
Why choose this tier:
These machines allow power users to work without bottlenecks. Whether they are editing large files, analyzing data, running design software, or developing code, these specs support speed, stability, and performance under pressure.
Business benefits:
Premium hardware for critical roles reduces friction, improves output, and enables your high-performing employees to do their best work. It also lasts longer, handles more updates, and adapts better to new tools and software.
Beyond specs and roles, here are a few strategic tips when choosing user devices for your business:
Standardize where possible
Using similar device models across your company simplifies deployment, support, and upgrades. It also improves the end-user experience and reduces troubleshooting time.
Think ahead about OS compatibility
If your current devices cannot support Windows 11 or other modern tools, it may be time to plan a refresh. Older devices still running Windows 10 are now a growing security concern.
Prioritize business-class devices
Consumer-grade laptops often look similar but lack features like biometric logins, longer warranties, better security chipsets, and remote management support. Always buy business-grade devices for professional use.
Match devices to user needs, not just budget
Saving a few hundred dollars up front can cost far more in lost time, frustration, and support over the life of the device. Investing in the right tier from the start ensures better long-term value and employee satisfaction.
Leverage IT support and procurement help
Partnering with a managed service provider simplifies hardware lifecycle planning. At Always Beyond, we help our clients source, configure, and deploy the right devices for their teams and handle everything from warranty tracking to upgrades.
For a more proactive approach to IT management, read How to Work Effectively with Your IT Service Provider and Get the Best ROI from Your IT Spend.
Choosing the right laptops or desktops for your team is not just a technical decision. It is a strategic one. The right hardware helps your business operate efficiently, support staff, reduce support costs, and stay secure.
If you are unsure which tier is right for your team, we are here to help. At Always Beyond, we assess your business needs and recommend the right combination of performance and price so you can invest with confidence.
Whether you are onboarding five employees or planning a company-wide refresh, contact us for expert advice and support in selecting the best workstations for your business.