How to take a sustainable 360-degree approach to IT

With awareness and education around climate change continually increasing, it’s likely that many organisations have sustainability high on the agenda in 2022 and beyond. And while it’s incredibly positive that greener practices are becoming more widely adopted, we find that one area that often gets overlooked is IT estate management – one area where organisations can make an easy and significant difference to their carbon footprint. In fact, up to 234,000 tonnes of electricals are being incorrectly disposed of by businesses and other organisations in the UK every year. And, by recycling just ten redundant laptops rather than sending them to landfill could reduce an organisation’s CO2 emissions by 31.2kg – the equivalent of a 9km drive.

While overhauling your organisation’s entire approach to its IT estate might sound unrealistic, or even impossible, there are some simple changes and initiatives you can easily put in place. By a ‘360-degree’ approach, we simply mean taking sustainability into account through the entire lifecycle of your IT, from first purchase, through to disposal. We all need to consider how we can use less, reuse, recycle, and refurbish equipment to cut waste and reduce harm. Here are some key considerations with the potential to make a big difference.

Reduce

The first step to consider, and the most effective act of sustainability, is simply to use less. The less we use, the less raw materials we need to mine, refine, and manufacture. And prolonging the life of a laptop or PC by upgrading its components is an easy win to cut back on resource usage. For example, if your ageing device is on the go slow, adding more memory will allow more programmes to run in RAM and speed it up. Or, if you need more power, keep the existing case but replace the motherboard, processor, and memory. An insufficient device doesn’t always mean it’s time to get rid and buy a new one, refreshing the necessary components can make a big difference.

Reuse

If you have a requirement for new devices, before shopping around, think about the equipment already in your organisation. It might be that you have the resource you need already and can make some simple swaps to eliminate the need for new purchases. Keeping good records of the specifications of each of the devices means you can quickly weigh up who has what so you can swap equipment between users, making sure that the higher spec or more powerful machines go to those that need them.

And while it might sound obvious, if you are buying new equipment, don’t get more than you need. Most office users don’t require devices with complex specifications or high-end processing power. When you receive requests for new equipment, check what it will be used for and buy the lowest specification that will do the job. There’s no point spending on a more energy-hungry machine to not use or need all its functionality.

When buying new computer units, consider whether you really need new monitors too, or whether your existing ones are still fit for purpose. Working but slightly older monitors can also be useful to hold onto for staff that require multiple screens. However, although you may want to keep some old devices as spares, be realistic about how often they’ll get used. Consider removing the useful components you’ll reuse and arrange for the rest to be safely disposed of.

Or, the unused equipment hanging around in your organisation could be put to work or given a second life elsewhere. You could consider donating your old but still functioning equipment to schools and charities, even if it’s not performing as well as it once did. However, if you go down this route it’s crucial to make sure your data is properly erased from the devices first, using a cyber essentials accredited service if you don’t have the skills or resource in-house.

Recycle

Naturally we all have equipment our organisations that are broken or redundant, and it’s important to make sure that it’s disposed of safely and correctly. If equipment ends up in landfill, it releases toxic substances into the environment, harming both people and the planet. Instead, arrange to have your old IT equipment collected from your premises by an IT asset disposal (ITAD) provider and taken to a facility where it will be recycled or refurbished to give it a second life.

However, it is important to make sure you’re working with an IT asset disposal (ITAD) partner that is committed to ensuring zero waste is sent to landfill. Some resellers claim to offer a recycling service but actually pass off the responsibility to a third party with little or no knowledge of what happens to the items. Having to pay for your redundant kit to be collected is often a tell-tale sign that it’s not being handled by the people that collect it and that they’re likely outsourcing to a third party.

Instead, look for organisations prepared to pay you for your redundant equipment, either in the form of a cash rebate or points to be put towards new purchases. Do your research to ensure that your chosen provider is WEEE accredited, securely wipes your devices of all data as part of the service, and can guarantee no waste is sent to landfill through the process.

Refurbish

Opting for a professionally refurbished machine over new is both eco-friendly and cost effective. Not only are you reducing demand for new resources and minimising damage caused by manufacturing and distribution, but your refurbished device is also reusing components that might have otherwise been sent to landfill.

The typically lower price points of refurbished devices compared to new are substantially less, allowing you to stretch your IT budget further and often purchase higher spec equipment than if you were buying new. And despite common misconceptions, professionally refurbished devices can operate just as well, often providing the power, functionality, and reliability to equal new. They can look just as good too. Many machines on the market are classed as grade A or B, meaning they have no noticeable marks or scratches, or only very minor ones on the casing, while the screen will be completely damage-free.

If your organisation has policies in place that dictate IT equipment must always be bought new, or you have restrictive purchasing specifications that limit you to certain manufacturers, it’s worth presenting these cost and environmental benefits to the board to try. Some refurbished machines can also be customised to meet very specific requirements, with upgrades ranging from with solid-state hard drives to increased RAM.

Adopting circular IT principles is not only beneficial for the planet but also for your pocket in many ways too. Taking a more holistic, 360-degree approach to your IT estate management helps to reduce your carbon footprint and save on new purchases, meaning budget can be redirected to more proactive and strategic activities.