These actions support environmental sustainability and mitigate global warming and climate change while also lowering energy consumption and energy costs.

This checklist (available as a list to check off at the bottom of this page) can help companies manage their IT assets effectively—from purchase to end-of-life—while aligning with a sustainability journey toward a more sustainable future.

1. Provide maintenance for existing equipment

Before rushing to replace hardware, ensure proper maintenance routines are in place. Well-maintained devices draw less energy, perform better, and last longer—key pillars of sustainable technology and great for cutting unnecessary costs.

Regular updates and cleaning: Keep software up to date, remove unnecessary files, and clean physical components such as fans and vents to prevent overheating and unnecessary energy consumption. IT equipment cleaning days with colleagues can be a fun way to get this done! In them, information on how they can maintain their equipment in good shape can also be provided.  

Proactive monitoring: Use modern monitoring tools—new technologies like smart telemetry—to detect early signs of performance degradation and to track energy usage, so issues can be fixed before downtime.

Component replacement: If something is broken, repair or replace the component (e.g., upgrading RAM, swapping a hard drive for an SSD, or installing a new laptop battery) to improve energy efficiency and extend lifespan.

Decision-making tip:
Sometimes repairs may cost more than purchasing new equipment. However, repairing can still draw cost reductions if it significantly extends the life of the equipment or if sustainability goals take priority. For example, replacing a €100 battery in a €900 laptop might add another 2–3 years of useful life—reducing raw materials demand, manufacturing impacts, and associated greenhouse gas emissions—making it financially and environmentally beneficial.

2. Purchases based on actual needs

Maintain an updated inventory: A central database of all IT assets (age, condition, assigned user) helps identify unused or underutilized equipment.

Reassign before buying: If an employee needs a computer, first check whether there is idle equipment available internally.

Avoid “nice-to-have” upgrades: Only purchase equipment when it’s genuinely required for performance, compatibility, or security reasons; this avoids unnecessary manufacturing processes and the electronic waste that follows premature replacement and reduces waste overall.

3. Replacement policy

No automatic refresh cycles: Avoid blanket policies such as replacing all laptops every 2–3 years. Make replacement optional and based on real need to minimize energy use and embodied emissions from new manufacturing processes.

Manufacturer guidance: Consider the manufacturer’s lifespan recommendations, but remember that well-maintained devices can last longer. Many business-grade laptops function effectively for 5–7 years with proper care.

Employee feedback: Allow employees to assess whether their current equipment still meets their needs before authorizing replacements—integrating sustainable decision-making into everyday operations as part of your broader sustainability journey.

4. Consider refurbished electronics

Trusted suppliers: Companies like Inrego or Swappie refurbish and resell devices after repairing and testing them for quality.

Lower cost, lower footprint: Refurbished equipment often costs significantly less and avoids the greenhouse gas emissions and resource demands tied to new manufacturing—another way to cut carbon footprint.

Warranty and support: Many refurbished devices come with warranties, making them a safe, scalable, and sustainable technology choice that also limits electronic waste.

5. When buying new equipment

Look for certifications: Choose products listed in the Green Electronics Council EPEAT Registry or certified by TCO Certified—useful signals of Sustainable IT practices and product energy efficiency.

Carbon-conscious brands: Prefer brands that measure and disclose their carbon footprint, power operations with renewable energy sources, and publish clear sustainability policies covering manufacturing processes and logistics.

Energy efficiency labels: Check for ENERGY STAR certification or the EU energy label (A = most efficient) for monitors, computers, and servers to minimize operational energy consumption.

Choose energy-efficient hardware: Prioritize low-power CPUs/GPUs, efficient power supplies, and energy-efficient devices with advanced power management—practical steps for lowering energy consumption and energy costs.

Future-proofing with new technologies: Where appropriate, select devices that support new technologies (e.g., better power management, low-power chipsets) to sustain long-term energy efficiency.

6. The afterlife of your equipment

When devices are no longer needed:

Resell or donate: Sell old equipment to Inrego, mobile devices to Swappie, or donate to charities, schools, or NGOs—extending device life, conserving raw materials, and avoiding unnecessary electronic waste.

Responsible recycling: Partner with certified e-waste recyclers to ensure valuable materials are recovered and hazardous waste is handled properly—prefer recyclers who use renewable energy sources where possible.

Data security: Always wipe or destroy storage devices to protect company and client information.

7. Additional best practices

Employee awareness: Train staff on proper handling, charging habits, and storage of IT equipment to extend life and reduce energy use.

Standardization: Use a limited number of models/brands to simplify repairs, spare parts, and software compatibility—this supports Sustainable IT practices and lowers total energy consumption across the fleet.

Leasing options: Consider leasing; many programs include maintenance, upgrades, and responsible disposal, helping you manage greenhouse gas emissions and electronic waste throughout the lifecycle.

Summary

An effective IT equipment policy isn’t just about technology—it’s about making the right choices at each stage: maintaining and repairing before replacing, purchasing based on real needs, considering refurbished options, buying efficient products, and ensuring a responsible afterlife. By integrating sustainable choices—like renewable energy sources, rigorous energy-efficiency criteria, and circular strategies that prevent electronic waste—companies save money, improve environmental sustainability, and reduce their greenhouse gas emissions. This approach equips employees with the tools they need while moving the organization toward a more sustainable future, powered by energy efficient hardware, energy efficient devices, and new technologies that curb energy usage, help with lowering energy consumption, and tackle global warming and climate change.

IT-equipment Checklist for Companies – Quick Reference Guide

1. Maintain Existing Equipment

• Update software regularly.
• Clean devices physically (fans, vents, screens).
• Monitor performance to catch issues early.
• Repair/replace components (RAM, SSDs, batteries) when possible.
• Consider repair even if cost is higher if lifespan extension is significant.

2. Purchase Based on Actual Needs

• Keep an up-to-date inventory of all equipment.
• Reassign unused devices before buying new.
• Avoid purchases based on “nice-to-have” upgrades.

3. Replacement Policy

• Avoid automatic 2–3 year refresh cycles.
• Replace only when needed.
• Consult manufacturer’s guidance but note that well-maintained equipment can last longer.
• Get employee feedback before replacing.

4. Consider Refurbished Electronics

• Buy from trusted refurbishers (Inrego, Swappie).
• Verify warranties and quality checks.
• Lower cost and carbon footprint.

5. Buying New Equipment

• Look for environmental certifications (EPEAT, TCO Certified).
• Choose brands with clear sustainability goals.
• Check for energy efficiency labels (Energy Star, EU A-rating).

6. Afterlife of Equipment

• Sell old equipment to refurbishers.
• Donate to schools, charities, NGOs.
• Recycle responsibly through certified e-waste handlers.
• Securely wipe or destroy data storage.

7. Best Practices

• Train employees in proper care and usage.
• Standardize equipment models for easier maintenance.
• Consider leasing options that include maintenance and disposal.

Goal: Make the right choice at each stage to extend equipment life, reduce environmental impact, and save costs.