Overview
If you’ve been managing technology for schools or businesses for any length of time, you’ve probably heard about the “3-5 year refresh cycle.”
It’s become standard advice. But why? Why not stretch devices to 6 or 7 years? Why not refresh every 2 years?
The answer comes down to a sweet spot where three things intersect: device performance, manufacturer support, and resale value. Get the timing right, and you maximize your budget. Get it wrong, and you’re leaving money on the table—or worse, dealing with unsupported devices that create security risks.
Let’s break down why timing matters.
The Performance Curve
Apple devices are built to last. A MacBook or iPad from several years ago can still function today. But “functional” and “optimal” are two different things.
Around year 3, you start seeing:
- Battery degradation that impacts daily usability
- Performance slowdowns as newer software demands more resources
- Compatibility issues with current apps and tools
- Increased repair costs as components age
Can you push past this? Sure. But now you’re trading IT time, user frustration, and productivity for the cost of new devices. That trade-off rarely makes financial sense.
The Support Timeline
Apple typically provides software support for devices for about 7 years from their release date. That sounds like a lot of runway, but here’s the catch: you want to refresh devices before they lose support, not after.
Once a device stops receiving OS updates, it stops receiving security patches. That creates compliance risks for schools and businesses alike. You can’t just ignore it and hope for the best.
So if you’re running devices that are approaching the end of their support lifecycle, you’re already behind. The smart move is to refresh proactively—before you’re forced into a reactive scramble.
The Value Window
Here’s where timing gets really important.
Apple devices hold value remarkably well—but only if you sell them while they’re still supported and desirable.
Early years: Devices retain strong value, but you’re not ready to refresh yet
Mid-lifecycle (years 3-4): Devices still retain good value—this is your window
Late lifecycle: Value drops significantly and continues declining as support ends
If you wait until devices are unsupported to refresh, you’re capturing a fraction of what those devices were worth earlier in their lifecycle. That lost value is budget you could have reinvested in the next generation.
Why 3.5 Years Is the Sweet Spot
At around 3.5 years, you’re hitting the optimal point where:
- Devices are still supported and performing well enough to command good resale value
- You haven’t yet hit the steep depreciation curve
- You’re refreshing proactively rather than reactively
- You’re staying ahead of support timelines instead of scrambling to catch up
This isn’t about chasing the latest features. It’s about smart financial planning.
Planning Ahead vs. Reacting
The schools and businesses that get this right are the ones planning refreshes 12-18 months in advance.
They’re not waiting until devices fail or support ends. They’re looking at their fleet, understanding when devices were purchased, and building refresh timelines that align with budget cycles.
They’re getting value assessments early so they can forecast accurately. They’re locking in pricing when markets are favorable. They’re coordinating logistics during slower periods rather than competing for resources during peak times.
In short, they’re treating device refreshes as strategic planning, not crisis management.
What About Budget Constraints?
We get it—not every school or business can afford to refresh every device on a perfect 3.5-year cycle.
But here’s the thing: even if you can’t refresh everything at once, understanding the value curve helps you prioritize.
Refresh the oldest devices first—the ones losing value fastest. Capture that resale value while it exists. Then use those funds to help offset the next batch.
Staggered refreshes are better than no refreshes. And partial value recovery is better than complete value loss.
The Apple Announcement Factor
Apple’s annual product announcements create predictable market shifts. When new models launch, older models depreciate faster.
The savvy approach? Plan refreshes to happen before major announcements whenever possible. That’s when your current devices hold maximum value—before the market adjusts to new releases.
Summer refreshes work well for this reason. You’re acting before fall announcements and before every other school floods the market with their retired devices.
What You Should Do
If you’re managing Apple devices, take some time this month to:
- Inventory your fleet by purchase year. Identify devices approaching that 3-4 year mark.
- Check support timelines. Know when your devices will stop receiving updates.
- Get a current value assessment. Understand what your devices are worth today.
- Map refresh timing to your budget cycle. Plan proactively rather than reactively.
The schools and businesses that maximize their technology budgets aren’t necessarily the ones with the most money. They’re the ones who understand the lifecycle and plan accordingly.
It’s About Strategy, Not Urgency
Refreshing at the right time isn’t about panic or FOMO. It’s about understanding how device value, performance, and support intersect—and making informed decisions based on that knowledge.
The 3.5-year sweet spot isn’t a hard rule. But it’s a solid guideline based on how Apple devices actually perform over time and how the resale market actually works.
Plan ahead. Refresh strategically. Capture value while it exists.
Your budget will thank you.
