Looking to update your company laptops in 2026?
Choosing a laptop is not as simple as picking the newest model on the shelf. With so many variations in performance, size, and features, the right device depends entirely on how you plan to use it. The good news? Once you know what to look for, choosing the right laptop becomes much easier.
Let’s break it down in a way that actually helps you make a smarter decision.
The Hardware Essentials Everyone Should Aim For
Not all laptops are built equally, but there are a few core components you should never compromise on.
Processor (CPU)
Think of this as the engine of the laptop. A modern mid-range CPU is enough for most business tasks, but for futureproofing, aim for:
– Intel Core i5 / i7
– AMD Ryzen 5 / 7
– Intel Core i9 (for high-demand applications and long-term performance)
Entry-level processors are fine for basic admin tasks but tend to age quickly. If you under-invest in your processor, you could end up needing to replace your laptop years sooner, as CPUs are not replaceable components in most laptops. The processor you choose can significantly impact your laptop’s lifespan. Investing in a higher-end model like an i7 or i9 will keep the machine running smoothly for a longer period, making it a more cost-effective choice in the long run.
Memory (RAM)
This is what keeps your laptop responsive while multitasking.
– 16 GB RAM is the sweet spot for most users.
– 32 GB is ideal for heavier workloads, such as running virtual machines, data analysis, or video editing.
More RAM allows your laptop to run multiple applications without lag, enhancing productivity. While 16 GB is sufficient for most office tasks, if you plan to work with larger files or multiple resource-heavy applications, upgrading to 32 GB will future-proof your device and ensure smoother multitasking over the years.
Storage
SSD is now the standard for storage across all modern laptops, providing faster boot times, quicker file access, and improved overall performance. However, not all SSDs are created equal, and the type of SSD can impact both speed and reliability.
Recommended:
– 256–512 GB for standard office use
– 512 GB–1 TB if you work with larger files or use a lot of apps
M.2 SSD: M.2 is a newer, faster interface for SSDs. M.2 drives are typically more compact and faster than traditional SATA SSDs, offering better read/write speeds. If you want the best possible performance and plan on using the laptop for years to come, opting for an M.2 SSD is a good idea. These drives are commonly found in newer laptops and are ideal for those who work with large datasets or video files.
PCIe NVMe SSD: This is a type of M.2 SSD that uses the PCIe interface instead of SATA. It’s faster and more efficient, making it a good choice for users who need maximum speed for tasks like video editing, 3D rendering, or running virtual machines.
When purchasing a laptop, check the specifications for the type of SSD it uses. While SATA-based SSDs are still fine for general office use, M.2 and PCIe NVMe SSDs are the best options if you need speed and longevity.
Portability vs Power
Ask yourself: where do you actually use your laptop?
- If you travel often,prioritiseweight and battery life
- If youmainly workat a desk, prioritise performance and screen size
Display & Peripherals
Do not underestimate the keyboard, webcam, mic, and screen. They all affect how enjoyable your workday is.
Recommended Specs by Role
Different jobs demand different hardware. Here is what makes sense for each type of user.
Administrative / Office Staff
Emails, scheduling, web apps, documents — office staff need reliability more than raw power.
Recommended spec:
– CPU: i5 / Ryzen 5
– RAM: 16 GB
– Storage: 256–512 GB SSD
– Display: 14–15.6-inch Full HD
– Lightweight with strong battery life
Managers / Multi-Taskers
Running calls, switching between documents, juggling browser tabs — this group needs efficiency and good video-call quality.
Recommended spec:
– CPU: i5/i7 or Ryzen 5/7
– RAM: 16–32 GB
– Storage: 512 GB SSD
– Good webcam, mic, and ports for hybrid meetings
Creative Professionals / Designers / Content Creators
For design, media, editing, CAD, and rendering, the laptop needs real horsepower.
Recommended spec:
– CPU: i7 / i9 or Ryzen 7 / 9
– RAM: 32 GB+
– Storage: 1 TB SSD
– Dedicated GPU for editing or rendering
– Large, colour-accurate display
– Plenty of ports (USB-C, HDMI, SD card reader)
Developers / IT Professionals / Analysts
Coding, virtual machines, databases, containers, remote tools — this group needs performance and flexibility.
Recommended spec:
– CPU: i7 / Ryzen 7
– RAM: 32 GB
– Storage: 512 GB–1 TB SSD
– Discrete GPU optional
– Ports: USB-C, HDMI, Ethernet, multiple USBs
– Business-grade OS (Windows 11 Pro, macOS, Linux)
Summary
Use this chart to help find which specs are right for you:
| Role | Best for | CPU | RAM | Storage | Display | Key extras to look for |
|---|---|---|---|---|---|---|
| Administrative / Office Staff | Email, documents, web apps, scheduling | Intel Core i5 or AMD Ryzen 5 | 16 GB | 256–512 GB SSD | 14–15.6″ Full HD | Lightweight, strong battery life, comfortable keyboard |
| Managers / Multi-taskers | Calls, lots of tabs, spreadsheets, hybrid working | Intel Core i5/i7 or AMD Ryzen 5/7 | 16–32 GB | 512 GB SSD | 14–16″ Full HD (or higher) | High-quality webcam and mic, USB-C, HDMI, good speakers |
| Creative / Design / Content | Design, editing, CAD, rendering | Intel Core i7/i9 or AMD Ryzen 7/9 | 32 GB+ | 1 TB SSD | 15–16″ colour-accurate display | Dedicated GPU, SD card reader (if needed), multiple ports, good cooling |
| Developers / IT / Analysts | Coding, VMs, containers, databases, remote tools | Intel Core i7 or AMD Ryzen 7 | 32 GB | 512 GB–1 TB SSD | 14–16″ (resolution based on preference) | USB-C, HDMI, Ethernet (built-in or adapter), Windows 11 Pro/macOS/Linux |
Still Not Sure What You Need?
A laptop is not just a device — it is where most modern work actually happens. Choosing the right specification now reduces frustration later. A slightly better CPU or extra RAM often adds years to the usable life of the laptop and improves productivity across your team.
If you are unsure what your team needs, we can help. Matching the right device to the right role makes work faster, smoother, and far more efficient.
Reach out to your Carden IT Services account manager. We can help you pick the right devices for each role, ensuring you get the most value for money.