How to Choose Laptops for Your First 20 Employees

Hiring your first 20 employees is a major milestone for any startup or growing company. Along with recruitment, office space, software, and employee onboarding, one important decision is choosing the right laptops for your team.

A laptop is one of the most essential work tools for modern employees. Your team may use it for communication, video meetings, cloud applications, software development, sales, design, data analysis, and daily business operations. Choosing the wrong devices can result in slow performance, frustrated employees, unnecessary expenses, and frequent replacement requirements.

However, buying the most expensive laptop for every employee is not always the right solution either.

The best approach is to choose laptops based on employee roles, workloads, software requirements, budget, and future growth plans.

For startups and growing businesses looking for flexible corporate laptop rental, bulk laptop rental, MacBook rental, and enterprise IT equipment rental, Rental Plaza provides solutions for companies across India.

Start by Understanding What Your Employees Actually Do

The first mistake many new companies make is purchasing the same laptop configuration for every employee.

Your first 20 employees may have very different responsibilities.

For example, your team could include:

5 software developers
2 designers
3 sales executives
2 HR employees
2 marketing professionals
3 operations employees
2 managers
1 founder or executive

A software developer may require more RAM and processing power than an HR employee. A designer may need a different type of system than a sales executive.

Before choosing laptops, create a list of every employee role and identify their expected workload.

Ask questions such as:

Which software will they use?
Will they work with large files?
Will they attend frequent video meetings?
Do they need to run development tools?
Will they work remotely?
Do they need Windows or macOS?
Will they connect external monitors?

This information will help you avoid buying either underpowered or unnecessarily expensive laptops.

Divide Your Employees Into Device Categories

Instead of choosing 20 different laptops, create two, three, or four standard device categories.

This makes purchasing, IT support, and future replacements easier.

Category 1: Standard Business Laptop

This category can be suitable for employees working in:

HR
Sales
Operations
Administration
Customer support
Basic marketing roles

These employees generally use applications such as:

Microsoft Office
Google Workspace
CRM software
Web browsers
Email
Zoom or Microsoft Teams
Cloud-based business applications

A modern business laptop with a reliable processor, sufficient RAM, and SSD storage can handle these workloads efficiently.

For most standard business users, choosing a laptop that remains usable as workloads increase is more important than simply selecting the lowest-cost option.

Category 2: Performance Laptop for Power Users

Some employees may work with multiple applications at the same time.

These can include:

Marketing managers
Product managers
Business analysts
Operations managers
Finance professionals
Senior employees

A power user may regularly have open:

Multiple browser tabs
Excel spreadsheets
Video meetings
CRM platforms
Project management tools
Email
Communication applications

These employees may benefit from additional RAM and a stronger processor.

Giving power users an underpowered laptop can affect productivity, particularly when they need to multitask throughout the day.

Category 3: High-Performance Laptop for Developers

Software developers often have more demanding requirements.

Depending on the type of development, they may need to run:

Integrated development environments
Local servers
Virtual machines
Databases
Docker containers
Testing environments
Multiple browser instances

A developer laptop may require more processing power, RAM, and SSD storage than a standard business device.

Before selecting a configuration, ask your development team what tools they use.

For example, a web developer may have different requirements from a mobile application developer, AI engineer, or data scientist.

Instead of making assumptions, involve your technical team in the device selection process.

Category 4: MacBooks for Specialized Teams

Some companies may need MacBooks for specific employees.

MacBook rental or purchase can be suitable for:

iOS developers
macOS developers
Designers
Creative professionals
Video production teams
Executives who prefer the Apple ecosystem

However, a startup does not necessarily need to provide a MacBook to every employee.

The decision should depend on software compatibility and employee requirements.

For example, if your company is developing an iPhone application, the development team may require macOS devices. However, employees working in HR or operations may not need the same system.

Choosing devices based on actual requirements can help control technology costs.

Choose the Right Amount of RAM

RAM plays an important role in laptop performance.

Employees who use multiple applications simultaneously can experience slowdowns if the laptop does not have enough available memory.

A basic office employee may have a different RAM requirement than a developer working with multiple development tools.

For a growing business, it is important to consider future requirements rather than focusing only on today’s minimum workload.

Employees may start using more cloud applications, AI tools, video conferencing platforms, browser-based software, and collaboration tools over time.

Choosing laptops with suitable RAM can help extend their useful working life.

Do Not Ignore SSD Storage

Storage type can significantly affect how responsive a laptop feels.

Modern SSD storage generally provides faster application loading and system responsiveness than older hard disk drives.

Employees regularly work with:

Documents
Presentations
Software
Business applications
Development files
Cloud synchronization tools

Developers, designers, video editors, and technical employees may require larger storage capacities than standard business users.

Before selecting a laptop, estimate how much local storage each employee will actually need.

Remember that available storage can also decrease as applications, updates, and business files accumulate.

Consider Battery Life for Remote and Hybrid Employees

If your company has employees working remotely or travelling frequently, battery performance should be an important consideration.

A laptop with poor battery life can create unnecessary problems during:

Client meetings
Travel
Remote work
Presentations
Power interruptions
Coworking sessions

Employees who work mainly from a fixed office location may have different requirements.

When selecting laptops, consider how and where your employees will actually work.

A sales executive who frequently travels may prioritize portability and battery life, while a developer working from a fixed desk may prioritize performance.

Think About Laptop Weight and Portability

Not every employee needs a large, heavy laptop.

For employees who regularly travel, a lightweight device can be more convenient.

This may include:

Sales professionals
Founders
Consultants
Managers
Client-facing employees

However, high-performance laptops may be heavier because of larger batteries and more powerful components.

The ideal laptop depends on the balance between portability and performance.

A good strategy is to avoid choosing one model for everyone simply because it is available at a good price.

Check Software Compatibility Before Purchasing

Before finalizing your laptops, make a complete list of the software your employees will use.

This could include:

Microsoft 365
Google Workspace
CRM platforms
Accounting software
Design tools
Development environments
VPN software
Security applications
Video conferencing tools
AI applications

Some software may perform differently depending on the operating system and hardware.

For example, your developers may require Windows, Linux compatibility, or macOS.

A company should confirm these requirements before purchasing or renting devices.

The IT team or technical lead should be involved in this decision.

Standardize Your Laptop Models

For your first 20 employees, it may be tempting to buy whatever laptop is available at the best price.

However, having 20 completely different laptop models can create management problems later.

Different devices may have:

Different chargers
Different drivers
Different hardware
Different warranty conditions
Different replacement parts
Different performance levels

Instead, try to standardize your devices into a few categories.

For example:

10 Standard Business Laptops
For sales, HR, operations, and administration.

5 Performance Laptops
For managers, analysts, and power users.

3 Developer Laptops
For software development.

2 MacBooks
For iOS development or design requirements.

This approach makes future purchasing, IT support, and employee replacements easier.

Plan for Your Next 50 Employees

When choosing laptops for your first 20 employees, think about what happens when your company grows to 50 or 100 employees.

Will you continue using the same laptop models?

Can additional devices be easily added?

Will the configurations still support your business applications?

A scalable technology strategy is important for startups and growing businesses.

For example, you may initially need:

20 laptops today
10 more laptops after three months
Another 30 laptops when a new project starts

Instead of buying a large quantity of devices based only on future estimates, companies can align equipment requirements with actual hiring growth.

For businesses that are still growing rapidly, monthly laptop rental or corporate laptop rental can provide additional flexibility.

Should a Startup Buy or Rent Laptops?

There is no single answer for every company.

Buying may be suitable when your workforce and long-term technology requirements are stable.

However, purchasing laptops requires upfront capital and creates long-term asset management responsibilities.

Companies may need to manage:

Repairs
Maintenance
Asset tracking
Employee exits
Laptop replacements
Storage
Upgrades

Rental can be useful when requirements are changing.

For example, your company may be hiring employees quickly but you are unsure how many employees will remain after a project ends.

In this situation, laptop rental for companies can allow the business to arrange devices based on current requirements.

Rental can be particularly useful for:

Startups
Project-based teams
Temporary employees
Consultants
Rapid hiring
New office setups
Contract employees

Businesses can explore flexible options for laptops, MacBooks, desktops, and workstations through Rental Plaza’s enterprise IT rental solutions.

Create an IT Budget Beyond the Laptop Price

The price of a laptop is not the only technology cost.

Companies should also consider:

Monitors
Keyboards and mice
Laptop bags
Docking stations
Software licenses
Security software
Repairs
Replacement devices
IT support
Asset management

A laptop that appears cheaper initially may create additional costs if it needs to be replaced sooner or cannot handle the employee’s workload.

It is better to evaluate the overall value of the device rather than focusing only on the purchase price.

Do Not Forget Security

Your first 20 employees will likely access important company information.

This may include:

Customer data
Financial information
Business documents
Source code
Internal communication
Cloud platforms

Every company should establish basic laptop security practices from the beginning.

This can include:

Strong passwords
Multi-factor authentication
Device encryption
Regular updates
Security software
VPN access where required
Clear policies for lost or stolen devices

Starting with good security practices is easier than trying to introduce them after the company has grown to hundreds of employees.

Create a Laptop Allocation Policy

Even a 20-person company should know which employee has which device.

Create a simple asset register containing:

Employee name
Device model
Serial number
Asset ID
Date issued
Accessories provided
Device condition

When an employee leaves, changes departments, or relocates, update the record.

A simple process created during the early stage can become the foundation for a larger IT asset management system as the company grows.

Keep a Few Backup Devices

Unexpected situations can occur.

A new employee may join earlier than expected. A laptop may develop a technical issue. An employee may require a replacement device.

Keeping one or two backup laptops can help avoid productivity delays.

For a growing company, having standard configurations makes replacement easier.

If the company regularly needs additional devices, flexible rental options can also help arrange extra laptops without permanently increasing hardware inventory.

A Simple Example for Your First 20 Employees

Imagine a technology startup with the following team:

6 developers
2 designers
4 sales employees
2 HR and operations employees
3 managers
2 marketing employees
1 founder

The company could divide its requirements into categories rather than purchasing 20 identical laptops.

Standard Business Devices

Suitable for sales, HR, operations, and some marketing roles.

Performance Devices

Suitable for managers and employees who multitask heavily.

Developer Systems

Configured based on the software development environment.

MacBooks or Creative Devices

Assigned only to employees who genuinely require macOS or specific creative software.

This approach helps balance performance and cost.

Conclusion

Choosing laptops for your first 20 employees is an important business decision. The goal should not simply be to buy the cheapest laptops or the most powerful devices available.

Instead, choose laptops based on employee roles, software requirements, performance needs, portability, security, and future growth.

Start by dividing employees into device categories. Standardize a few configurations rather than buying completely different laptops for every employee. Consider RAM, processor performance, SSD storage, battery life, and software compatibility before making a decision.

Also, think beyond today’s team. Your first 20 employees could soon become 50, 100, or more. Creating a scalable IT strategy from the beginning can make future growth easier.

For businesses that need flexibility while growing, Rental Plaza provides corporate laptop rental, bulk laptop rental, monthly laptop rental, MacBook rental, desktop rental, workstation rental, and enterprise IT equipment rental across India.