Optimizing laptop lifecycle management for longevity, improved sustainability, cost efficiency, and employee experience

Abstract

In large-scale financial institutions, laptops are essential tools for employee productivity and digital continuity. However, common lifecycle management strategies often rely on fixed-term replacement cycles that neglect the diverse usage patterns and hardware needs of employees. This study investigates how financial institutions can optimize laptop longevity to enhance environmental sustainability, cost-efficiency, and user satisfaction. Through an exploratory case study at a major Dutch financial institution, a mixed-method approach was used, combining internal documentation analysis, employee surveys, informal and expert interviews, and performance data analysis. Additionally, external benchmarking interviews with peer institutions were conducted to identify transferable best practices. Findings reveal opportunities to move from time-based to data-driven replacement policies, and practical recommendations are proposed to support a more sustainable and user-centric IT asset strategy.

In financial institutions, laptops are critical tools that enable secure collaboration and operational continuity. However, conventional provisioning approaches that are based on fixed-term replacement cycles often fail to align with actual user needs and sustainability objectives. This study investigates how financial institutions can optimize laptop lifecycle management and extend laptop usage to improve sustainability, cost-efficiency, and employee experience. Using an exploratory case study of a major Dutch financial institution, we employed a mixed-method qualitative approach, including internal documentation review, semi-structured interviews, employee surveys, and analysis of a Digital Employee Experience tool's data. The study also included cross-institutional benchmarking through expert interviews at peer organizations and developed personas to capture diverse usage profiles. Results showed that current practices are hampered by vague role classifications, inconsistent use of DEX data, and missed opportunities for sustainability gains. By synthesizing internal and external insights, we defined six user personas and formulated targeted recommendations that support condition-based provisioning and longer laptop lifespans. The study concludes that integrating user-centric DEX insights with adaptive provisioning strategies can enhance environmental outcomes, reduce costs, and boost employee satisfaction, offering a replicable model for IT sustainability in large organizations.