Best Practice Guide & Checklist for IT Procurement Strategy

What’s Needed for IT Procurement?

The IT procurement process involves multiple steps: identifying business needs, managing vendor contracts, and communicating with suppliers. The ultimate goal is to acquire high-quality IT resources that help you meet your business objectives.

A key goal of IT procurement is to balance cost-efficiency with long-term business objectives. Failing to assess your needs early can lead to wasted resources. It’s essential to establish these goals before diving into procurement.

 

Assess Your Business Needs

Before purchasing, assess your business’s IT needs. Analyze whether you need to replace outdated hardware or software, or if certain assets can be upgraded. Discuss with internal teams to align procurement with current demands. This will help you avoid costly overhauls of your IT infrastructure.

Procuring technology that fits within your existing systems will optimize performance and reduce unnecessary costs. For example, opting for BornGood’s Hardware as a Service (HaaS) ensures that your IT procurement is efficient, with easy access to hardware that aligns with your existing infrastructure without costly upfront investments.

 

Assign an IT Lead

To keep the procurement process on track, appoint an IT lead to oversee every step. Their role will be to coordinate between vendors, IT departments, and internal stakeholders, resolving any issues that arise. Make sure this person works closely with your IT team to avoid technical or logistical errors that could delay implementation.

Your IT team should be involved from the outset, ensuring that the chosen technology integrates seamlessly into your existing setup. This prevents costly adjustments after the fact.

 

Discover Reliable Vendors

Establishing strong relationships with vendors can lead to smoother procurement processes and decreased costs. Quality vendors will not only supply hardware but can also offer maintenance, support, and extended warranties. At BornGood, we provide warranties of at least one year on all our equipment, and in some cases, extended warranties upon request, ensuring your investment is fully protected.

Keeping a strong vendor relationship can also ensure quicker problem resolution and better support for your growing business.

 

Why IT Procurement Matters

A well-executed IT procurement strategy will enhance your company’s infrastructure, enabling better productivity and compliance with industry standards. Technology that integrates seamlessly into your operations is critical, especially as many workplaces transition to remote work setups. Keeping hardware up-to-date with the latest security standards is paramount to preventing cyber-attacks.

This is where HaaS from BornGood comes into play. Rather than making large upfront investments, HaaS allows businesses to lease or rent equipment on a flexible subscription model, ensuring you have access to the latest technology without the burden of ownership.

 

Best Practices for IT Procurement

To ensure a smooth process, always keep your IT team and stakeholders involved. Set clear business goals, evaluate long-term needs, and work closely with vendors who understand your requirements. Opt for solutions that will support your existing operations while allowing for future growth.

Examples of best practices include:

• Setting clear business goals from the outset.
• Involving your IT team in the selection and approval process.
• Collaborating with vendors to ensure smooth logistics and reliable support.
• Using a service like HaaS for more flexible, long-term technology management.

 

Identify and Mitigate Risks

No procurement process is risk-free. Poor planning can lead to purchases that don’t support your business needs or fail to comply with security standards. Before finalizing any contracts, conduct a comprehensive risk analysis. This includes considering potential compliance issues, operational inefficiencies, and financial risks.

Preventing these risks involves:

• Conducting a thorough risk analysis.

• Creating a roadmap for future projects.

• Predicting financial losses and creating mitigation strategies.

• Consulting with IT experts or procurement professionals.

 

Budgeting with the Total Cost of Ownership (TCO)

One common mistake is focusing too much on upfront costs and neglecting the Total Cost of Ownership (TCO). While a device might seem affordable at first, maintenance, support, and eventual disposal can inflate the overall cost.

BornGood’s HaaS solution offers businesses a way to mitigate this risk by incorporating repairs and maintenance costs into one manageable subscription. This is particularly useful for businesses with remote teams, as HaaS can streamline repairs and equipment postage costs for employees working from home.

 

Compliance and Security

Ensure that all equipment meets industry standards and your organization’s security policies. Even brand-new devices can come with security risks. In 2015, Lenovo shipped laptops with pre-installed adware known as Superfish, which compromised user security by allowing malware to exploit browser connections, even bypassing encrypted HTTPS connections. This happened because the adware was designed to inject ads into browsers but inadvertently opened security vulnerabilities.

At BornGood, we go a step further with our refurbished devices. We use top-of-the-line Blancco software to securely erase all data. This globally recognized software ensures that even the most determined hacker can’t retrieve any data from the devices. Whether you’re dealing with old or new devices, as long as they are connected to the internet, they can be vulnerable to threats. To avoid similar issues, always conduct security checks, ensure compliance, and vet vendors thoroughly. Download our checklist to ensure your procurement process covers all security measures.

Conclusion: Next Steps for Your IT Procurement

A solid IT procurement strategy aligns with your business goals and ensures that your technology investments drive growth, improve security, and meet compliance needs. Remember, each step in the process matters—whether it's budgeting, risk mitigation, or vendor selection.

Need help navigating IT procurement? BornGood’s HaaS solution provides an affordable and flexible option for businesses looking to upgrade or replace IT equipment without the hassle of ownership. Download our free IT Procurement Checklist to get started today!

This is where HaaS from BornGood comes into play. Rather than making large upfront investments, HaaS allows businesses to lease or rent equipment on a flexible subscription model, ensuring you have access to the latest technology without the burden of ownership.