Digital Devon Wayfinder

Systems & Hardware

Outdated devices and software slow your whole team down. The right systems make your journey smoother, safer and faster. This page covers what good systems look like, what your business needs, what it costs, and how to get there.

Why systems and hardware matter

The tools and the foundations of your digital capability

As you move deeper into the digital adoption, the paths become more complex and the terrain more demanding. Connectivity may light your way, but the tools you carry in terms of your internal infrastructure determine how far and how safely you can travel.

In the Wayfinder world, Systems & Hardware are the tools, equipment and structures that keep your expedition moving. They are your compass, your boots, your backpack, your shelter, your lantern and your rope. Systems & Hardware are the engine room of your journey.

When your tools are outdated

When tools are outdated, broken or mismatched, travelling becomes harder: tasks take longer, decisions become slower, frustrations rise, safety weakens, pathways close, and the ability to explore new opportunities is lost.

Systems freeze like boots stuck in mud. Errors multiply like tangled branches. Collaboration weakens like a team losing sight of each other. Cyber risk rises like an unguarded camp. Support costs climb. AI tools simply won’t run. Data becomes scattered like footprints on separate trails. Customers lose patience.

When your tools are strong

Strong systems and hardware feel like sharper tools, smoother trails, clearer maps, a safer environment, faster movement, and a more confident, capable team.

For Devon’s wider economy, good systems increase productivity, competitiveness, digital maturity and resilience – especially for rural businesses who need their tools to work harder and smarter.

Systems

What's in the Systems & Hardware Zone?

This zone covers everything you carry and everything you have a strong, safe and appropriate digital infrastructure inside your company.

Core business hardware – the tools in your pack

  • Laptops, desktops, tablets
  • Servers (on-site or cloud aligned)
  • Printers, scanners, peripherals
  • Smartphones and business mobile devices

Operational systems – the maps and manuals

  • Windows, MacOS or Linux
  • Microsoft 365 or Google Workspace
  • CRM, ERP and finance systems
  • Industry-specific platforms
  • Teams, Slack, Zoom
  • Automation and AI-enabled tools

Infrastructure and device management – the maintenance tools

  • Asset lifecycle management
  • Device health and updates
  • Endpoint protection
  • Mobile Device Management (MDM)

Internal network hardware

  • Switches
  • Routers
  • Firewalls
  • Wi-Fi access points
  • Network Storage (NAS)

Without strong tools and strong setups, the forest becomes harder to travel – and the benefits of cloud and AI stay out of reach.

The six-step plan

Step 1
Assess your current tools and structures
  • How old is our equipment? Old devices are like worn boots: they slow the whole team.
  • Are our operating systems still supported? Unsupported systems are like broken armour - one strike and they fail.
  • Is our key software up to date? Old versions are slow, insecure and unable to work with modern tools.
  • Are our tools compatible with the cloud? Some older machines simply can't cross certain bridges.
  • Do staff struggle with slow or unreliable systems? A sign the equipment can't handle the terrain.
  • Do we know all the devices in our business? Untracked devices are dangerous and unpredictable.
  • Is data scattered across many systems making your business inefficient?
Step 1
Step 2
Map what your business needs

Different digital users need different tools. Your hardware and systems depend on your sector, business model, team size, growth plans and scale. See the sector and size guides below.

Step 2
Step 3
Upgrade the right systems

Think of this as replacing worn boots with sturdy ones, or swapping a cracked compass for a precise one. Priority upgrades:

  • Laptops and desktops older than 4-5 years
  • Servers, where cloud makes more sense
  • Unsupported operating systems
  • Legacy software blocking AI or automation
  • Hard drives - move to SSDs
  • Old mobile devices

The Digital Devon rule: Replace, Standardise, Integrate.

Step 3
Step 4
Strengthen your internal camp structures

Your internal setup should be as strong as your external path. Modern systems include business-grade routers, managed switches, secure firewalls, cloud-managed Wi-Fi, NAS storage and central device management. The benefits feel like reinforcing your business: more reliability, faster systems, safer perimeters, scalable space, lower maintenance.

Step 4
Step 5
Build resilience into your equipment

For your business, resilience means centralised updates, automated backups, spare devices, mirrored storage, cloud-first systems and multi-factor authentication (MFA) on all devices.

Step 5
Step 6
Review annually

The digital landscape changes - so must your kit. Each year, review hardware lifecycle, software versions, security posture, integration gaps, and future requirements for cloud or AI.

Step 6

Recommended systems & hardware by sector

Retail & hospitality

Modern POS terminals, tablets, secure Wi-Fi, cloud inventory systems, rugged devices for staff.

High-performance laptops, secure document management, encrypted storage, dual-screen setups.

High-spec workstations, large storage capacity, GPU performance for rendering and AI tools.

Industrial PCs, IoT sensors, rugged tablets, integrated ERP/MES systems.

Rugged mobile devices, cloud project management systems, 5G-compatible tablets.

Vehicle telematics hardware, scanning devices, mobile workforce systems.

Encrypted devices, secure EHR systems, compliant storage, multi-factor authentication.

Shared devices, managed tablets and laptops, secure Wi-Fi, centralised content systems.

IoT sensors, rugged outdoor devices, cloud farm management platforms.

Industrial sensors, high-capacity data tools, GIS-compatible hardware.

Mobile ticketing hardware, tablets, event Wi-Fi, portable POS.

Encrypted laptops, robust CRM and case management tools, device tracking.

Remote monitoring devices, smart building sensors, mobile work management systems.

Developer-grade hardware, high-performance machines, scalable cloud systems, AI dev tools.

Recommended systems & hardware by business size

Sole traders / consultants

One modern laptop, cloud storage, secure smartphone, basic MDM.

New laptops and desktops, shared storage, standardised software set, device management.

Standardised fleet of devices, centralised management, unified software stack, collaboration tools.

Lifecycle management, MDM and endpoint protection, integrated CRM/ERP, zero-trust access.

Dedicated IT asset strategy, hardware refresh cycles, advanced cybersecurity stack.

Enterprise-grade device management, automated patching, cloud-first architecture, full system integration.

Cost guidance

How much should I pay?

Reflects average UK business pricing in 2025-2026.

  • Laptops: £500-£1,800
  • Desktops and workstations: £600-£2,500
  • Tablets: £200-£1,000
  • Servers: £1,000-£10,000 (cloud is often cheaper)
  • Licencing (Microsoft 365 / Google Workspace): £4-£30 per user per month
  • Endpoint protection: £2-£8 per user per month
  • Mobile Device Management: £2-£5 per user per month

How long it takes

Planning your changes

  • Device replacement: 1-3 days per batch
  • System migration: 1-12 weeks depending on complexity
  • Software rollout: 1-7 days
  • Cloud migration: 4-12 weeks
  • Infrastructure refresh: 1-3 weeks

The benefits

What this is worth

If you need to make the business case to your board, this is what you should anticipate based on the Devon market in 2025-2026.

Direct ROI

  • Faster processing speeds and fewer delays
  • Lower support costs
  • Fewer outages and more uptime
  • Improved customer satisfaction
  • Reduced labour time

Indirect ROI

  • Ability to adopt AI and automation
  • Better collaboration
  • Increased employee retention (better tools, happier staff)
  • Stronger cyber posture
  • More accurate data and reporting

Risk reduction

  • Prevents data loss
  • Reduces cyber breaches from outdated software
  • Reduces interruption during storms, outages or system failures
  • Ensures compliance

Questions to ask your provider

  • What hardware lifecycle do you recommend?
  • What is the warranty and support process?
  • Does this device support our AI and cloud plans?
  • What is the expected lifespan?
  • How do updates and security patches work?
  • Is the system scalable as we grow?
  • Are integrations included or extra?

What good looks like

The Systems & Hardware Wayfinder outcome

By the end of this part of your journey, you will:

  • Know what tools you currently carry
  • Identify which ones are worn, unsafe or slowing you down
  • Understand what tools you need for the journey ahead
  • Prioritise your spending wisely
  • Know which questions to ask of suppliers
  • Leave with a clear, affordable upgrade plan

This is the moment when your camp becomes stronger, your pack becomes lighter, and your team becomes more confident – ready to travel deeper into the forest with renewed capability and purpose.

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