Start with how work gets done
List what each role does day to day: the tasks, the files, the people they share with. Choose tools for those workflows, not the other way around.
Separate needs from wants
Mark what the business can't operate without, what would make work noticeably better, and what's merely nice. Buy the first group first.
Standardize where you can
Using a small number of similar computers and a consistent set of software makes it simpler to buy, share and replace equipment. Different needs, such as a design workstation, can be the exception.
Budget over the whole life of the equipment
Think in terms of three to five years: purchase price, accessories, software licenses and renewals, and a planned replacement point. Spreading replacements avoids one very large bill.
Understand software licensing
Check whether licenses are per user or per device, whether they renew annually, and what happens to your files if you stop paying. Compare the total over several years.
Plan for backups and continuity
Decide where important files live, how they're backed up and how you'd get back to work if a device failed. Treat it as a purchase decision with a cost, not an afterthought.
Decide who looks after the equipment
Someone should own decisions about buying, updating and replacing equipment, even in a team of five. Write down who it is.
Phase the plan
Sequence purchases by urgency and budget. A phased plan is easier to afford and lets you learn what works before committing to the next stage.
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