Choosing the Right Computer for Your Organization

In today’s tech-driven world, selecting the right computers for your nonprofit can be challenging due to the wide variety of options available. It’s crucial to consider several factors when investing in computers, but one of the most important initial steps is to choose the type of machine that best meets your team’s needs.

Laptops

Portability has become the new standard in both work and home life, with our social interactions and professional duties increasingly taking place on the go. In October 2020, over 71 percent of the U.S. workforce transitioned to working from home, and many continue to do so. However, not everyone has a well-suited home office. For those with limited space, laptops can be an excellent choice due to their lightweight, mobile nature and the lack of need for separate monitors or peripherals. Their mobility also benefits workers and volunteers who frequently move between meeting rooms or from home to the workplace.

The days when manufacturers struggled to fit powerful components into smaller machines are long gone, and desktops are no longer the default choice. Modern commercial laptops are capable of running most of the software needed for daily operations, from email and accounting to streaming video content. To ensure the laptops you choose can handle the workload efficiently, look for models with at least 8 GB of RAM and an Intel Core i3 or i5, or AMD Ryzen 3 or 5 processor released within the last five years.

For storage, a solid-state drive (SSD) is recommended as it allows the laptop to start and load software quickly. However, a hard disk drive (HDD) can be a more affordable option and still perform well for most organizations. If your files and software are primarily stored on cloud services like OneDrive or Google Drive, or on your local network servers, a 120-GB capacity should suffice. For those who store most files and software on the laptop itself, a minimum of 256 GB is advisable.

When selecting commercial laptops, it is crucial not to skimp on the warranty. A comprehensive three-year warranty can significantly reduce employee downtime when issues arise and often saves money in the long run.

If budget constraints prevent you from purchasing commercial computers with extended warranties, consider lower-cost options that fall between the commercial and consumer categories, such as the Lenovo IdeaPad line. TechSoup offers a wide range of laptops to meet your organization’s needs and budget.

Desktops

The popularity of desktop computers is gradually declining as alternative options become more prevalent. Despite the increase in the number of computers shipped worldwide from 370 million in 2010 to 517 million in 2021, desktops accounted for 42 percent of those sold in 2010 but only 16 percent just over a decade later. However, this doesn’t mean they can’t still be an ideal choice for your organization.

One of the main advantages of choosing a desktop computer is the cost. It is significantly cheaper for manufacturers to fit all the components into a desktop’s larger frame. Since desktops are not designed for frequent movement like laptops, they don’t require meticulous design for mobility and durability. Consequently, desktops have lower production costs, which are reflected in their final price. With computer monitors available for as little as $100 or $200, and peripherals (keyboards and mice) costing much less, a complete desktop package can be more affordable than a laptop.

While desktops lack mobility, they excel in security and connectivity. If you need a computer for a front-desk kiosk, a public-use computer lab, or an employee’s desk, desktops pose a lower theft risk compared to laptops. Additionally, desktops offer more space for multiple ports such as USB, HDMI, and Ethernet.

For organizations with the expertise or resources to fix and upgrade their computers, the repairability of desktop computers is a significant advantage. Upgrading and repairing a desktop computer is often simpler than expected, which can save money and reduce environmental impact by extending the computer’s lifespan.

Tablets

Tablets designed for business use have significantly improved in recent years and are now offered by leading manufacturers such as Microsoft, Samsung, and Apple. Previously, tablets were not considered viable options for businesses due to their high price and limited functionality. However, this is no longer the case.

For workers in the field, such as those collecting census data or ambassadors traveling to fundraising events, lightweight and capable computers are essential. Advanced tablets excel in these situations, providing the necessary portability and functionality. While these tablets may be more expensive than laptops or desktops with similar capabilities, especially when adding peripherals like detachable keyboards and cases, the additional cost can be justified by the convenience and efficiency they offer.

Generally, it’s advisable to avoid tablets designed for at-home consumers. While sub-$100 tablets may seem attractive, they often come with subpar specifications, including insufficient processing power, short battery life, and screens that can cause eye strain after prolonged use.

Chromebooks

Another type of computer on the market is the Chromebook. These devices are very affordable and run on the Google Chrome operating system (OS). The Chrome OS is a fast, secure, and straightforward system that delivers excellent performance even with basic components. However, it’s important to note that not all software is compatible with these computers, so you should verify that your organization’s tools will work with them before making a purchase.

Chromebooks operate primarily in the cloud, running most software and saving files online. They are an excellent choice for volunteers or community members who need to perform basic online tasks. Additionally, your IT administrators can easily manage user accounts and policies through the Google Admin console.

Thin Clients and Workstations

A thin client is a minimalist computer that connects to your network, relying on your servers for storage and computing power. By connecting your monitor and peripherals, you can use it as a remote interface for a server-based virtual desktop. Thin clients are highly affordable, extremely compact, and ideal for scalable IT infrastructures. They are well-suited for libraries and community centers providing computers for public use, or for staff and volunteers who need access to an organization-issued computer for only a few hours a week. However, thin clients do require a robust network to function effectively.

Workstations, on the other hand, are high-end desktops or laptops designed with the latest and most powerful hardware. These computers are typically used for demanding tasks such as heavy video editing, AutoCAD design, and processing large datasets. Due to their advanced capabilities, workstations come with a higher price tag than standard desktops or laptops and are not necessary for most everyday tasks.

The Right Choice for Your Team

Selecting the right computers for your business is a crucial decision that can significantly impact your team’s productivity and efficiency. By carefully considering your specific needs, budget, and future growth, you can make an informed choice that supports your organization’s goals. Whether you opt for desktops, laptops, tablets, or more specialized options like Chromebooks and workstations, remember that the right technology can empower your team and drive your business forward.