Automation in IT equipment: scaling processes without additional effort
It usually starts the same way: a new team member joins the company. You receive an email. Maybe an Excel form. Maybe just a quick note. And suddenly, the improvised rollercoaster ride begins: which device? Which approval? Who does what? In many companies, IT equipment still works the same way it did ten years ago. Yet today, everything is in place to do it better: automated, reliable, smart.
Of course, the above scenario describes the worst-case scenario. Most companies already rely on automation. However, as we see it at Lendis, this is not to the extent that would be possible and, above all, sensible. Much of it still remains piecemeal: an automated ordering process here, an MDM profile there. While this saves some time, it falls far short of exploiting the full potential.
Not taking advantage of the possibilities offered by automation in IT equipment costs money, resources, and above all, nerves.
That's why we're taking a detailed look at this topic today: Where is automation in IT equipment really worthwhile? Which processes can be systematized? What tools do you need? And how do you get started strategically instead of haphazardly?
TL;DR - The most important facts about Total Cost of Ownership
- The purchase price of an IT device only covers a fraction of the actual total costs.
- A complete TCO analysis includes acquisition, operation, maintenance, support, energy, return and indirect opportunity costs.
- Typical misjudgements (e.g. underestimated maintenance and support costs) often lead to massive budget overruns.
- The TCO comparison shows: Rental models such as Device-as-a-Service offer clear advantages in terms of predictability, flexibility and overall cost control.
- Companies should integrate TCO calculations into procurement decisions at an early stage and use their own empirical values.
- Smart procurement is based on the entire service life - not just the purchase price.
📑Table of contents
Why automation in IT equipment is not a luxury, but long overdue
IT departments are now a central component of every modern organization. They ensure that employees can work efficiently, that security standards are met, and that technological changes do not slow down the company but rather drive it forward.
The problem: A large part of their time is still spent on operational tasks. Especially in the area of IT equipment—from device procurement to offboarding—manual processes, coordination via email, and error-prone handover dominate. Each of these steps ties up resources that are then lacking elsewhere. For strategic security issues, the further development of the IT landscape, or the support of growing teams.
Those who fail to automate here not only lose time, but also squander the opportunity to position IT as a real driver of innovation.
As organizations grow, requirements become more complex, and remote work has long been the norm, speed, transparency, and responsiveness are becoming increasingly important. Automation achieves precisely that: it reduces workload, accelerates processes, and professionalizes work—clearing the way for the issues that really matter.
Without automation, the gap between aspiration and reality will continue to widen. That's why it's high time to rethink processes—and design them in such a way that they relieve the burden on IT rather than adding to it.
What you can automate. And how you can really save time with it.
A lot is possible. Much more than is often assumed. The key is that you need standards. Roles. Structure. Then you're ready to go:
Device purchasing & provisioning
- Role-based allocation: By defining clear role profiles, for example by department, function, or seniority level, you can determine which device types are available to whom. Developers get powerful laptops, while sales staff tend to get more mobile, lightweight models. Employees then independently select the appropriate device from a predefined pool, without queries or confusion.
- Automated budget review: Each device is linked to a budget limit. If the selected equipment is within the limit, everything proceeds automatically. If the limit is exceeded, a smart approval workflow is initiated that runs without manual review or queries.
- Digital, rule-based approval processes: Instead of waiting for emails or obtaining approvals by phone, everything runs according to defined rules. Who is authorized to do what? What exceptions are permitted? The system checks this itself and automatically forwards it to the responsible person, with full documentation.
🔧 Our tool tip: LendisOS
Want to not only think about these processes, but implement them directly? Then take a look at LendisOS —our digital platform that completely digitizes the procurement and management of IT equipment.
With LendisOS, you can manage role-based device allocation, budget limits, approval workflows, and orders via a central interface. And all without manual to-dos – from selection to delivery.
👉 Learn more: Discover LendisOS
Setup & Configuration
- Zero-touch deployment via MDM: Modern mobile device management solutions enable you to set up new devices completely remotely. You define the standards once, and devices arrive preconfigured to employees. Unpack, log in, and get started. No manual setup. No waiting time.
- Automatic software distribution and network integration: The defined software is automatically installed on every device, from the operating system to company applications and security solutions. Network settings such as Wi-Fi access and VPN connections are also set up automatically. Everything runs in the background without manual intervention.
- Link to role-based user profiles: By defining roles (e.g., "Sales," "Development," "Support") in the system and linking them to specific MDM profiles, you can control even more granularly which software, settings, and permissions are automatically assigned to the device. This ensures that each device is optimized precisely for the respective position.
Administration & Monitoring
- Automated inventory management: Each new device is automatically recorded during rollout, including its serial number, location, user assignment, and lifecycle data. This allows you to know where each device is located and its condition at any time.
- Monitoring usage and utilization: Your IT asset management system provides you with continuous insights: Which devices are over- or underutilized? Which ones are not being used? This allows you to react early on before bottlenecks arise or resources are wasted.
- Proactive notifications: Warranty expiring soon? Replacement cycle approaching? The system will remind you. So you can plan ahead instead of reacting.
Returns & End of Life
- Automated offboarding workflows: When an employee leaves the company, a return process starts automatically. Return forms, pickup coordination, and data deletion are initiated without manual tracking by IT.
- Reminder to all involved: Both the employee(s) and IT receive automatic reminders about what needs to be done. This ensures that no device is lost and no step is forgotten.
- Trigger for new orders or refurbishment: Depending on the lifecycle strategy, the return can initiate a follow-up process, such as ordering a replacement device or triggering a refurbishment workflow. Everything is documented and traceable.
Of course there are limits. Special cases such as spontaneous support requests can never be fully automated. But what about routine processes? They run better without a marathon of clicks.
You'll need these tools (and how to combine them cleverly)
No one needs that one super tool. But you need a system that works together. Here is your basic equipment—with clear functions and relevant examples:
- MDM tools such as Intune (Microsoft) or Kandji (for Apple devices): These are at the heart of any zero-touch strategy. They take care of device configuration, security settings, software distribution, and device lifecycle management—all remotely.
- IT asset management systems such as Lansweeper, Ivanti, or Snipe-IT help you keep track of everything. Which device is where, in what condition, and at what cost? Everything at a glance, including maintenance cycles and warranty periods. Alternatively, LendisOS comes into play here, giving you an overview of your IT fleet.
- Workflow engines such as Make (formerly Integromat), Zapier, or Microsoft Power Automate: They connect systems with each other and ensure that actions are triggered automatically—for example, during approval or onboarding.
- HR systems such as Personio or HiBob: These are often the starting point. Newly hired employees trigger the onboarding process, which sets the rest in motion. Offboarding or role changes can also be communicated automatically.
Important: Not every tool has to be able to do everything. But every tool has to play along. The magic comes from the interplay, not from all-in-one promises.
What you get out of it and why it's really worth it
Automation is more than just efficiency. It is a genuine cultural shift. And it has a measurable impact on time, costs, and satisfaction.
- IT teams save up to 30% of their time by automating recurring processes, e.g., through automatic device allocation, setup, and documentation.
- Onboarding turnaround times are reduced by up to 50% when ordering, setup, and provisioning are automated.
- Error rates in IT processes are significantly reduced because manual steps are eliminated, and with them the typical source of errors: human error.
- Employees get off to a smoother start and feel taken seriously right from the outset, which has a direct impact on team satisfaction.
- IT gains room for maneuver because less time is spent on microtasks and more remains for strategic projects.
Of course, automation does not happen by itself. But once you get started, you quickly gain control, quality, and speed.
How to get started right—our best practices
1. Start where it really hurts
Start with a process that occurs frequently and requires a lot of manual work, such as onboarding new employees. That's where the effects will be most noticeable and convincing.
2. Develop clear roles and procedures
Automation only works with clear rules. Work with IT, HR, finance, and legal (if applicable) to define who makes which decisions and when—and how this translates into a digital workflow.
3. Start small, iterate quickly
Start with a pilot project: one team, one location, one clear process. Test, adapt, scale. This way, you minimize risks and gain early insights for the rollout.
4. Document what you automate
Automation requires transparency—for you, for stakeholders, and for the entire company. Documented workflows ensure clarity, acceptance, and long-term scalability.
5. Understand change management as part of the solution
Automation changes processes. People need to understand why and how. Communicate early, gather feedback, and actively accompany the change. This is how technology becomes real progress.
Conclusion: Automation is not a trend. It is the new normal.
The days of manually coordinating IT equipment are over. Or at least they should be. In a world where companies grow in real time, onboard talent globally, and IT security is a top priority, there is no need for makeshift solutions—instead, robust, scalable processes are required.
Automation is the key to this. It not only takes the pressure off your IT team, but also makes your entire organization more agile, reliable, and future-proof.
Whether purchasing, setting up, managing, or returning devices, every automated step means less effort, less risk, and more clarity.
If you want your IT to accelerate rather than slow you down, now is the time to rethink your approach.
Start pragmatically. Automate what is already possible today. And build a system from there that grows with you—with your requirements, your team, and your vision.
IT leasing helps you reduce the effort involved in managing your IT equipment.
👉 Let's get started.
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