How to Choose IT Equipment for Any Role (Without Being a Tech Expert)

You're about to onboard a new employee. Do they need a $2,000 USD laptop or would a $1,200 one do? Should you get them dual monitors? What about their home office setup? Do they need a mouse, keyboard, or other peripherals?

As an HR or People Ops professional, you're making IT equipment decisions without a technical background. You might not be sure what each specification means for someone's day-to-day work, but you definitely don't want to under-equip someone or blow the budget unnecessarily.

Luckily, you don't need to become a tech expert to get the balance right. Here, we provide a bulletproof framework to help you set up any employee for success.

Question 1: What software will they run daily?

An essential step in scoping a new employee’s needs is clarifying the specifics of their role and daily responsibilities.

Why does this matter?

Understanding what software an employee uses for their day-to-day tasks helps determine the minimum hardware requirements. For example, a designer working in Adobe Creative Suite will need a high-performance laptop with a dedicated GPU and plenty of RAM, while a content writer who mainly works in Google Docs, WordPress, and browser-based tools can be efficient on a lightweight device with 16 GB RAM and integrated graphics.

Key steps and considerations

Start by speaking with the hiring manager to understand what tools this role relies on most. Once you know the key software, check each program’s system requirements to identify the right baseline specs. Then, add a 20–30% performance buffer to account for the software becoming more demanding over time. This extra headroom helps future-proof the device and keep your new hire productive for longer.

A real-life example

You’re onboarding a new team member, and the hiring manager shares that they’ll be using the following tools:

• CRM and Slack: Easily handled by standard laptops
• Adobe Premiere Pro: A video editing application that requires a dedicated graphics card for smooth rendering
• Multiple virtual machines or containerized apps: These demand at least 32 GB of RAM to run efficiently

By identifying these needs early, you can match the right hardware to the role, ensuring strong performance from day one and avoiding costly mid-cycle upgrades later.

A brief reference table for software types and laptop specifications

Here is a summary of the key requirements for various software types your team may be using:

Read also: 17 Top Remote Work Tools & Software for a Productive Team

Discover the best laptops for remote workers for 2026.

Question 2: How mobile do they need to be?

An employee’s mobility needs are just as important as the device’s performance when making a selection.

Why does this matter?

A traveling salesperson and an office-based developer have very different portability needs. As teams become increasingly global, the ability to travel and work seamlessly across locations and time zones becomes more important. Choosing the right balance of power, weight, and battery life ensures every employee can stay productive at conferences, airports, client meetings, and anywhere else their work takes them.

Key steps and considerations

When assessing equipment needs, take into account the employee’s level of mobility. You can broadly group roles into three categories:

• Fully mobile: Roles that involve frequent travel, such as sales or fieldwork. These employees need ultralight laptops (under 3 lb) with all-day battery life.
• Hybrid: Roles that split time between the office and home, typically 2–3 days in each environment. A standard laptop with a reliable, mid-range battery is ideal here.
• Mostly stationary: Desk-based roles that rarely move between locations. These employees can use a desktop setup or a laptop with a docking station for better long-term value.

The specifications to consider when accounting for employee mobility include:

• Battery life: Aim for 8+ hours for employees in mobile roles.
• Weight: Keep laptops under 3 lb (1.4 kg) for roles that require frequent travel or daily carrying.
• Durability: Choose business-class builds designed for frequent travelers.
• Screen size: Larger screens improve productivity but add weight.

A real-life example

A new hire is joining as a sales representative, a role that’s highly mobile and focused on client engagement. They will spend much of their time on video calls, product demos, and on-site meetings, so portability and battery life are key. An ideal choice would be a 13″ MacBook Air (2.7 lb, up to 18 hours of battery life), which is light enough for travel yet powerful enough for presentations and everyday workloads.

By contrast, a developer working primarily from home may need a device that supports heavier processing and an expanded digital workspace for coding, testing, and design tools. In this case, a 16″ MacBook Pro paired with external monitors provides the performance and screen space needed for deep, focused work.

Question 3: What's their primary workflow?

Beyond the tools employees use each day and their level of mobility, consider the type of workflow they typically follow.

Why does this matter?

Equipping employees with the right technology for their specific workflows can boost productivity, improve employee satisfaction, and reduce costs over time. This means looking beyond job titles to understand how people actually work: what tasks they perform most often, how they collaborate, and what equipment setup supports that best.

Key steps and considerations

Workflows can vary widely by role and organization, but understanding the general patterns can help HR and IT teams match employees with the right equipment. Below are some of the most common workflow types and what each typically requires:

• Visual/Creative workflows: Require high-quality color-accurate displays and, in some cases, precise input devices such as stylus tablets or high-precision mice (e.g., designers, video editors)
• Code/Text-heavy workflows: Benefit from multiple or larger displays, responsive keyboards, and ergonomic setups that support long hours of focused work (e.g., developers, writers, analysts)
• Communication-focused workflows: Depend on high-quality webcams, microphones, and stable connectivity for seamless calls and presentations (e.g., sales, customer success, recruiting)
• Mixed/Administrative workflows: Need balanced systems that handle different tools, with a higher focus on reliability over top performance (e.g., operations, HR, project management)

Note: Two people with the same job title might need different equipment based on how they work.

A real-life example

When hiring a senior designer who will be responsible for art direction (such as providing feedback and coordinating across multiple projects), their more communication-driven role will require equipment with stronger audio-visual capabilities and connectivity for meetings and reviews (e.g., external webcam, headset, or portable monitor). By contrast, a junior designer focused on hands-on creation will need a setup optimized for detailed visual work (e.g., color-accurate external display, stylus tablet, or precision mouse).

Question 4: What collaboration tools are essential?

When choosing equipment for employees, it's important to consider not only how they work independently, but also in collaboration with other team members.

Why does this matter?

With the rise of remote and hybrid work, collaboration increasingly depends on technology. Employees now need devices that can handle video conferencing, real-time document sharing, and digital whiteboarding without interruptions. High-quality webcams, microphones, headsets, and stable connectivity are just as critical as processing power. An employee’s IT setup must allow them to communicate clearly, participate fully, and stay connected to their teams.

Key steps and considerations

To determine what collaboration tools and equipment employees require, start by evaluating how they communicate and collaborate day to day. Here are some of the most common ways employees collaborate, and the solutions that help IT and HR teams support them effectively:

• Frequent video calls: Employees will need a high-quality webcam and external microphone, as built-in laptop components are often insufficient for clear, professional audio and video
• Screen sharing and presentations: Check that employees’ devices support reliable display output and include the right adapters or docking options
• Real-time collaboration: Ensure a stable internet connection, with some setups requiring wired Ethernet
• Recording demos or training: Consider content-creation accessories like ring lights or higher-quality cameras for clear, consistent video

Here are some simple but high-impact upgrades that you can use to make a big difference:

• USB headset with noise-canceling microphone ($50–100): Improves call clarity and reduces background noise
• Laptop stand ($30–50): Raises the camera to eye level for more natural, comfortable video calls during longer or frequent meetings
• HDMI adapter or wireless presenter ($30–60): Supports smoother screen sharing and more professional presentations

Read also: Boosting Remote Collaboration: Tips, Strategies, and Tools

Question 5: What is the budget-to-productivity trade-off?

Another key factor in choosing the right equipment for employees is balancing cost with productivity.

Why does this matter?

The budget-to-productivity tradeoff comes down to efficiency: how to spend wisely without undermining performance. Underspending on equipment limits productivity and frustrates employees, while overspending wastes budget on specifications that go underutilized. For HR teams, People Ops, and IT managers, the goal is to distribute resources in a way that maximizes both productivity and budget value.

Find out more with IT Budgeting & Workforce Planning: What HR & IT Leaders Need to Know.

Key steps and considerations

The rule of thumb for balancing budget and productivity is simple: invest where performance drives measurable output, and standardize where it does not. Here is a simple formula to streamline your decision-making process:

• Equipment-critical work: In fields like design, engineering, or data analysis, hardware directly impacts performance and results

  • Decision: Invest in high-quality equipment upfront
  • Why: A $500 laptop upgrade can save 30 minutes per day, leading to $4,000+ per year in productivity gains

• General business work: In areas like administration, HR, or operations, equipment is a tool rather than a performance driver

  • Decision: Choose reliable, mid-range devices
  • Why: Spending more does not increase output and diverts budget that could be better used elsewhere

In general, equipment can be categorized into three budget tiers, making it easier to match device spend to role requirements:

• Essential tier ($800–1,200): Ideal for web-based and lightweight tasks
• Professional tier ($1,500–2,500): Suitable for most knowledge workers and developers
• Specialized tier ($2,500–4,000+): For creative or technical specialists who require higher-spec devices

How to apply the framework: Three real-life scenarios

Now that you have the framework, it’s time to see how it applies in practice. Below are three real-world scenarios where you may need to assess an employee’s IT equipment needs, and how to choose the most effective setup for each case.

Scenario 1: Hiring a product designer

You are hiring a mid-level product designer for your B2B SaaS company. They'll work hybrid (three days in the office, two days remote).

Q1: What software will they run daily?

The product designer will mainly use Figma, Adobe Creative Suite, and Sketch daily. Figma is web-based and lightweight, while Adobe Creative Suite is more demanding and requires a strong processor and enough RAM for smooth performance. Sketch, which is Mac-only, has moderate system needs. Given these tools, the designer should have a powerful processor and sufficient memory to handle Adobe applications efficiently, with a Mac being the preferred choice for industry-standard creative work.

Q2: How mobile do they need to be?

The new hire will work in a hybrid setup, splitting time between home, the office, and occasional client presentations. This means they will need some level of mobility, but the laptop doesn’t need to be ultra-portable. A 14–16" screen size is suitable, offering a good balance between portability and ample workspace for design tasks.

Q3: What's their primary workflow?

The employee will be primarily focused on visual creation, requiring high color accuracy and ample screen space for detailed design work. Therefore, an external monitor is essential to support their workflow, and a color-accurate display is crucial for producing consistent, high-quality visuals.

Q4: What collaboration tools are essential?

The employee will participate in daily design reviews and client presentations, so reliable video conferencing and seamless screen-sharing capabilities are essential for effective collaboration and communication.

Q5: What is the budget-to-productivity tradeoff?

Design quality directly affects the final product, making equipment a key factor in productivity. It’s important to invest in high-quality hardware for this role, as any compromise in performance or display quality could significantly hinder output and overall efficiency.

Recommended equipment:

• Laptop: MacBook Pro 14" (M3 Pro, 18 GB RAM, 512 GB) - $2,400
• Monitor: 27" 4K color-accurate display - $500–700
• Peripherals: Magic Trackpad or quality mouse ($100), USB-C hub ($80)
• Audio: Mid-range headset for calls - $100
• Total: ~$3,200

Why this works: Balances portability for hybrid work with performance for creative software. An external monitor is non-negotiable for design work. The Mac ecosystem aligns with industry tools.

Scenario 2: Hiring a software engineer

You are hiring a backend engineer who will work fully remote. Their day-to-day responsibilities will include coding, running tests, and occasionally deploying code.

Q1: What software will they run daily?

The new hire will use VS Code, Docker, multiple development environments, and database management tools on a daily basis. VS Code is light to moderate in resource use, while Docker and multiple concurrent environments are more demanding. This requires strong processing power and ample memory (ideally 32 GB of RAM) to ensure smooth compiling and efficient multitasking.

Q2: How mobile do they need to be?

The role is fully remote with a stationary home office setup, so portability is not a priority. Equipment selection should focus on maximizing performance, allowing for powerful hardware that supports demanding development tasks.

Q3: What's their primary workflow?

The employee’s primary workflow will be heavily code-focused, involving multiple windows and applications open at once. To maximize productivity, a dual-monitor setup is essential, providing ample screen space for multitasking, and a high-quality ergonomic keyboard is important for supporting comfortable, efficient coding.

Q4: What collaboration tools are essential?

The new hire will participate in daily standups, code reviews, and pair-programming sessions, making reliable video conferencing and clear audio communication essential. A high-quality webcam and microphone are important to ensure smooth collaboration and effective technical discussions with the team.

Q5: What is the budget-to-productivity tradeoff?

For this role, slow compile times directly affect productivity, so investing in higher-spec hardware is strongly recommended. Because the position is fully stationary, prioritizing performance over portability will offer better value and ensure smooth, efficient development work.

Recommended equipment:

• Laptop: MacBook Pro 14″ (M3 Pro, 18 GB RAM, 1 TB) or HP EliteBook 840 G11 (Intel Core Ultra 7, 32 GB RAM, 1 TB SSD) - $1,200–2,600
• Monitors: Dual 27″ 1440p displays - $600 (2 × $300)
• Peripherals: Mechanical keyboard ($150), high-quality mouse ($80), USB-C docking station ($200)
• Audio: Wired USB headset with noise-canceling mic - $120
• Desk setup: Laptop stand ($40), external SSD for backups ($150)
• Total: ~$3,900

Alternative approach: Swap the primary laptop for a desktop PC (~$1,800) plus a MacBook Air for occasional mobile work (~$1,200), while keeping the same monitors and peripherals. The total comes to around $3,000 and delivers better performance for the same or less budget, as long as high mobility is not a real requirement.

Why this works: Since the role is fully remote, you can prioritize a dual-monitor setup that’s less portable but greatly improves coding efficiency. Higher specs ensure smooth performance and prevent delays during compilation.

Scenario 3: Hiring an account executive

You are hiring a field sales representative who splits their time between home, client offices, and on-the-go locations like coffee shops, traveling about 60% of the time.

Q1: What software will they run daily?

The new hire will use Salesforce, Slack, Google Workspace, and video conferencing tools on a daily basis. Since these applications are primarily web-based or light to moderate in resource usage, standard hardware specifications will be sufficient to ensure smooth and reliable performance.

Q2: How mobile do they need to be?

The role requires a high level of mobility, with frequent laptop use across home, client sites, and various remote locations. Portability and long battery life are key to ensuring smooth, uninterrupted work throughout the day.

Q3: What's their primary workflow?

The role is centered around communication, involving emails, calls, demos, and presentations. In this case, mobility and a dependable video and audio setup take priority over peripherals, as they enable effective collaboration and help maintain a professional client experience.

Q4: What collaboration tools are essential?

For this role, collaboration involves frequent video calls, client demos, and screen sharing. To ensure clear communication, a high-quality camera and microphone may be required, along with reliable HDMI or USB-C adapters to easily connect to external displays during presentations.

Q5: What is the budget-to-productivity tradeoff?

Equipment failures during client calls and demos can cause delays, communication breakdowns, and even jeopardize deals. Investing in reliable, durable devices with strong battery life will help maintain professionalism and ensure consistent performance while traveling or meeting with clients. While the initial cost may be higher, the long-term gains in reliability and productivity make it a worthwhile investment.

Recommended equipment:

• Laptop (lightweight at less than 3 lbs, 12+ hours of battery life): MacBook Air 13″ M3 (16 GB RAM) or Lenovo ThinkPad X1 Carbon Gen 12 (Intel Core Ultra 7, 16 GB RAM) - $1,800
• Mobile setup: USB-C hub with HDMI ($60), presentation remote ($30)
• Audio: Wireless earbuds with high-quality microphone (AirPods Pro or similar) - $250
• Backup: Portable charger ($60), extra charging cable ($30)
• Total: ~$2,230

Nice-to-haves if budget allows:

• Portable monitor for travel ($200)
• Mobile hotspot device ($100 + a data plan)

Why this works: Prioritizes mobility and reliability over power. Sales reps are not CPU-bound—they are reliability-bound.

A quick IT equipment assessment tool

How to use this checklist:

1. Fill out the checklist with the hiring manager
2. Use their answers to see which scenario the role aligns with (for example: mobile, stationary, or mixed)
3. Adjust equipment specs based on specific needs
4. Review the total cost against the budget and the role's seniority

Pro tip: Save completed checklists by role type. When hiring the same role again, you will already have a working template.

Beyond procurement: shipping and managing IT equipment at scale

Choosing and purchasing the right equipment is only the beginning. As your team expands, especially across multiple countries, the real challenge becomes managing logistics and lifecycle at scale: shipping devices, configuring them securely, tracking assets, and recovering hardware during offboarding. These complexities can quickly drain time and resources if you don't have the right tools and processes in place.

What are the key challenges in IT equipment management?

While every organization and team structure is unique, several recurring pain points tend to appear when managing equipment at scale.

For smaller teams (1–50 people):

Even for lean or early-stage teams, IT equipment management can quickly become complex. Common challenges include:

• Coordinating with multiple vendors for laptops, monitors, and accessories
• Handling international shipping, customs, and delivery timelines
• Ensuring devices arrive and are set up before an employee’s first day
• Installing required security and software before handoff
• Tracking who has which device and maintaining accurate records

As you scale (50+ people):

As your organization grows, IT equipment management becomes even more complex. The challenges shift from individual logistics to system-wide coordination and compliance, including:

• Managing multiple device configurations across teams and roles
• Meeting compliance and data security requirements in different countries
• Tracking and recovering devices efficiently during offboarding
• Handling refresh cycles, warranty claims, and repairs
• Minimizing productivity loss when equipment fails or isn’t readily available

Learn more with our IT procurement guide.

How can you tackle these challenges?

Here are some strategies for addressing these challenges, depending on the size of the business.

For smaller teams (1–50 people):

Start with clear documentation

• Standardize equipment packages by role type
• Create vendor relationships for reliable shipping
• Set up basic asset tracking (even a spreadsheet works initially)

See also: IT Services For Small Business: What You Actually Need in 2025

As you scale (50+ people):

Once your team reaches scale, you may need to consider partnering with a dedicated equipment provider that offers:

• Global shipping and local fulfillment
• Pre-configuration and security setup
• Single dashboard for device tracking
• Full lifecycle management (procurement to offboarding)
• Compliance handling across countries

What does good IT equipment management look like?

When done well, IT equipment management should:

Simplify IT equipment management with Deel

HR teams often shoulder the brunt of IT logistics and equipment coordination, managing vendors, shipping, and security needs. However, this doesn't have to be the case.

Deel IT automates manual processes, eliminates vendor chaos, and gives you complete visibility across your organization, no matter where your employees are based. By taking on the entire device lifecycle—shipping, configuring, tracking, and securing laptops in 130+ countries—Deel IT ensures every employee starts with the right setup from day one.

Here is how Deel IT simplifies global IT asset management:

• End-to-end device lifecycle management: Procure, configure, ship, track, and recover devices worldwide
• Global vendor consolidation: Standardize procurement and fulfillment across 130+ countries
• Built-in compliance and security: Devices arrive pre-configured with device management software and security policies
• Full visibility and control: Track every device in one platform, with no more spreadsheets or manual updates
• Flexible financing options: Lease or buy devices to align with your IT and HR budgets

Book a demo with Deel IT to see how you can streamline your equipment management.