How schools can get more out of every device

Across the country, nearly every middle and high school classroom now operates in a 1-to-1 environment, with elementary schools not far behind. Textbooks are still important, but digital options make student devices essential.

The costs of keeping these programs running are rising, and federal funding streams that once helped sustain them are now uncertain.

District leaders are in a bind. They can’t afford inefficiency or device waste, yet many face staff shortages and tight budgets. Supply chain delays only make the situation worse.

Cutting back on 1-to-1 programs may look like a solution on paper, but it puts learning at risk and adds strain to teachers and support staff.

I’ve seen these challenges firsthand. I previously worked in a district as a computer technician and IT asset specialist. Today, I work with IT leaders across the country who are wrestling with the same questions: How do we extend the life of every device? How do we prove the return on these investments?

The answer starts with lifecycle thinking.

The case for lifecycle thinking

Many districts focus on just two technology milestones: purchase and refresh. Everything in between is left to chance. The lack of visibility in manual systems makes it nearly impossible to track individual devices and often leads to unnecessary replacements.

Most districts plan on five to six years of use from a student device. Whether or not they get there depends on what happens along the way.

Cracked screens and failing batteries are obvious risks, but even outdated software can quietly shorten a device’s life. Instructional continuity depends on reliable devices, community trust depends on the district’s wise stewardship of funds, and budgets are too tight to absorb unnecessary losses.

Lifecycle planning shifts the approach. Instead of treating a 1-to-1 program like a purchase order, districts view it as an ongoing system. Collection, repair, updates and communication all play a role in return on investment.

Best practices to extend device lifecycles

1. Build a strong collection process: Without a clear plan, districts risk losing devices or letting small issues go unreported until they snowball. The strongest collection processes set expectations early with students and families. They use barcoded check-in for accuracy and make reporting damage part of the collection routine. Effective collection leads to smoother summer preparation and a streamlined reallocation process for IT teams.
2. Shorten the repair bottleneck: Unstructured repair backlogs frustrate teachers and strain IT staff. A structured repair pipeline with clear tracking from intake to resolution keeps everyone informed and minimizes downtime. Districts should document device swap or loaner procedures and maintain a small overage to ensure students always have access to a working device. When a device can’t be repaired, salvage usable parts to reduce costs on future repairs. Districts that adopt these practices often see turnaround times shrink from weeks to days, meaning faster returns to classrooms and devices that stay in circulation longer.
3. Stay ahead on updates: Falling behind on updates creates security risks and software incompatibilities that force devices into early retirement. Proactive update planning prevents these problems and keeps districts prepared for online state testing requirements. By using automation to push updates in phases and target devices that need extra attention, districts can extend usability and keep classrooms running smoothly.
4. Strengthen communication: Technology programs falter when communication breaks down. Teachers need clarity on repair timelines, and families need simple instructions at collection. Prioritizing communication builds trust and saves time. An easy-to-use request portal makes it simple for teachers and students to log issues. Automated notifications and clear forms reduce confusion and free staff to focus on higher-level work.
5. Replace spreadsheets with smarter systems: Many districts still track devices with spreadsheets, resulting in outdated files and limited visibility into inventory status. Purpose-built asset management platforms provide real-time insight into inventory and automate check-in and repair. They simplify inventory processes and generate the data district leaders need to justify technology investments to boards and the community. With these tools, IT teams gain confidence that no device is left unaccounted for.

Resilient and equitable

Here’s the reality: budgets will remain unpredictable and technology demands will continue to grow. What districts can control is how they manage the resources they already have.

Knowing where those devices are and what condition they’re in, as well as extending their lifespan, are steps that are both practical and essential. Leaders should start by evaluating their current asset management practices, identifying gaps in lifecycle planning, and streamlining processes with modern tools.

Strong lifecycle practices deliver savings and keep instruction running smoothly. They also give IT teams more time to focus on what matters most: supporting students and teachers.

With smart planning and the right systems, schools can ensure their 1-to-1 programs remain resilient and equitable for years to come.