Device Lifecycle Management With Deel IT: Complete Guide

Managing devices across their entire lifespan has become increasingly challenging for modern teams, especially those with a globally distributed workforce. For HR, traditional device lifecycle management processes lead to friction and hours of time manually figuring out who has what.

Deel IT simplifies the process, facilitating collaboration between HR and IT while providing all employees with a more seamless experience. Deel IT keeps productivity high, but costs and headaches low. This guide will walk you through how it works and its many benefits.

What is device lifecycle management (DLM)?

Device lifecycle management is the process of managing a company’s devices from the moment they’re purchased to when they’re retired. It encompasses everything from planning which devices to purchase, to responsibly recycling or disposing of devices once they’re beyond repair.

In its lifetime, a device may be purchased, deployed, returned, scrubbed, redeployed to another country, repaired, and finally decommissioned. Multiply that by the number of devices owned by your organization, then factor in logistics and customs, the impact on employee productivity, and data protection regulations.

Getting DLM right is key to providing a great employee experience and keeping organizations protected against risk. Security is a key benefit of DLM, improving security by keeping devices secure against data breaches and malware.

Key challenges in DLM, solved with Deel IT

With Deel IT, you’re getting much more than an average DLM strategy. Where DLM typically involves IT and HR working on separate sides of fragmented tools, Deel IT provides one centralized system, which gives everyone the same real-time data. Here’s how we solve common DLM challenges in new ways.

Limited visibility across the device inventory

Keeping track of inventory typically involves hours of manual work across fragmented spreadsheets or IT systems. As devices are purchased, broken down, replaced, or redeployed across employees and even across countries, inventory data quickly becomes outdated.

With Deel IT: A centralized dashboard tracks every device across its entire lifecycle. HR, IT, and finance all see the same real-time data, all in one place. This total visibility over assets offers peace of mind during onboarding and offboarding, ensuring equipment is always available for new hires, and no devices are lost as people leave.

Delayed or inconsistent onboarding

When HR and IT work separately, hardware procurement becomes a bottleneck. And for organizations attempting to scale globally, inefficiencies in device procurement can become significant blockers to expansion. This can lead to new hires receiving their devices after their start date, leaving them to either start late (wasting payroll hours) or log in from personal devices (risking security).

With Deel IT: Ordering and shipping are automated directly through the same centralized platform. New hires select a device from a pre-approved catalogue during onboarding, which is delivered to them on time wherever they are. Laptops arrive pre-configured, giving employees a seamless experience and getting them started as quickly as possible.

Whether new hires are joining from remote islands or from HQ, they’re given the same speedy onboarding. For globally distributed teams, this is key in creating a consistent employee experience.

Rising costs and budget surprises

Budgeting for IT is tricky, especially when managing multiple vendors across different countries. Rising costs, unplanned replacements, regional shipping, and repair costs can make hardware budgets unpredictable. Traditional purchasing or leasing models often lack transparency, adding to the complexity.

With Deel IT: Our seat-based pricing model makes budgeting easier to predict. One seat per device, per month, with no hidden fees. Add-ons can be chosen upfront, with transparent pricing. Repairs, loaner devices, and secure disposal – all taken care of with no sudden financial surprises:

Data security and offboarding risks

Offboarding employees can be a tricky process, particularly when it comes to recovering their devices. Ensuring device security and data erasure is essential, but manual processes can lead to delays, lost assets, and accidental data exposure.

With Deel IT: An automated secure offboarding remotely disables devices, issues prepaid return labels, and performs certified data wipes. The return workflow triggers as soon as offboarding begins, solving one of HR’s biggest blind spots. All activity is logged for compliance audits, giving you peace of mind during terminations and removing risk.

Global logistics complexity

Shipping, customs, taxes, and repairs across multiple regions take days of manual coordination between teams. Adding to the friction, managing local vendors can lead to more delays and extra costs.

With Deel IT: Simplified international shipping, by letting Deel IT handle end-to-end logistics in 100+ countries. We take care of sourcing, customs, and delivery for purchases, loaners, replacements, and returns. Never chase vendors again, with everything centralized in the Deel IT platform.

Sustainability and reuse

Traditional DLM models often discard hardware prematurely, prioritizing warehouse space over sustainability. This increases e-waste as well as costs.

With Deel IT: Collect, reuse, and store devices to get the most from every device’s usable life. Devices are reused or disposed of according to regional environmental standards. Not only does this reduce total cost per hire, but it also helps support ESG goals and communicate a sustainability-first employer brand.

DLM with Deel IT vs traditional DLM processes

For easy reference, here’s how Deel IT compares to typical DLM processes.

Getting started with Deel IT DLM

Step 1. Contracting & setting up

Enable DLM or DLM Plus with your Deel account manager. Once enabled, DLM can be designated as the default add-on for your paid IT policies, so that all new devices ordered under those policies will automatically be covered. This means that all of your devices have the same protections, no matter where they are.

Step 2. Enrol devices

You have two options for bringing devices under the DLM service.

1. For devices you already own: Add existing devices under Assets within the Deel portal. This will either consume one of your committed seats or create an “overage” seat (which is billed at the agreed rate) if no free seats are available.
2. For devices you acquire through Deel: Select the “Device Lifecycle Management” add-on while ordering a device in the ordering interface. Both rentals and direct purchases are eligible for DLM.

Step 3. Choose service tier and seats

There are two different tiers, depending on your needs:

Step 4. Integrate HR workflow for onboarding and off-boarding

Deel IT helps you make sure common blind spots between HR and IT are removed, particularly during onboarding and offboarding. Embed the device lifecycle into your HR processes map, with automatic triggers ensuring devices are ordered and enrolled into DLM for new hires, and returned/cleared when workers leave.

For better collaboration, create an HR-IT shared checklist item: “Add device to DLM seats” at hire and “Free seat/return device” at exit. Make sure cost-centres and approvals for hardware orders are defined. HR, IT, and finance should be aligned on roles and ownership.

Step 5. Monitor and optimise

Real-time data lets you view your DLM contract breakdown: active seats, used seats, credits earned, and overage usage. At the end of the term, DLM contracts are renewed by default, with the pricing reflecting the latest rates and active seats becoming the baseline for the next term.

To make sure your Deel IT contract works for you, we recommend reviewing the following:

• Are you hitting your seat commitment? Are you paying many overages?
• Are devices turning over too often?
• Is your device return/clearance process efficient (so seats are freed up)?
• Does your hardware policy reflect current workforce realities (remote, hybrid, Bring Your Own Device, etc)?

Use the dashboard data to feed into HR’s broader talent and cost metrics, such as average hardware cost per hire, percentage of devices ready on day one, device return rate, etc.

Case study: How Filtered streamlined IT equipment management with Deel

Filtered, a content intelligence platform, struggled with delivery inefficiencies as it expanded internationally. Their previous provider caused delays, duplicate shipments, and frustrating logistical hurdles. Deel IT provided the seamless solution Filtered needed to streamline its operations.

Read more to see how Deel IT helped Filtered remove equipment-related inefficiencies and focus on scaling their operations without worry about logistics.

Why trust Deel IT with your Device Lifecycle Management

Deel IT brings clarity, automation, and global reach to every stage of your device lifecycle. Say goodbye to frustrating patchwork systems, and choose one unified platform that HR, IT, and Finance can rely on.

See why hundreds of global teams trust Deel IT to simplify device operations and reduce risk. Book your 30 minute demo today and experience how predictable costs, automated logistics, and enterprise-grade security can transform the way your company manages hardware.