Future-Proofing Your Business Devices for AI Tools Like Copilot

AI tools like Microsoft Copilot are becoming standard features in business software. But here’s what often gets missed: not every device is ready to run them effectively.

This blog explains what small and mid-sized businesses need to know about hardware requirements for AI, and how to plan for future upgrades.

Can Your Current Devices Run AI Tools?

Many AI features—especially in Microsoft Copilot—rely on modern processors and cloud integration. Older devices may technically run these apps, but with noticeable lag or missing functionality.

Key hardware considerations:

• Processor generation (Intel Core i5/i7 12th Gen or newer recommended)
• Sufficient RAM (16GB for smooth multitasking with AI tools)
• Solid State Drives (SSD) for faster data access
• Cloud connectivity and security compatibility

If your business laptops or desktops are more than 4–5 years old, they may struggle with the demands of AI-enhanced workflows.

What to Look for When Upgrading Devices

When planning new device purchases, look beyond basic specs. Consider:

• AI acceleration capabilities (built-in AI processing support in newer chips)
• Battery life under AI workloads (AI tasks can increase power consumption)
• Device management and security features aligned with Microsoft 365 standards

This ensures your investment supports not just current needs but also AI-powered tools being rolled out in the next 2–3 years. As AI becomes embedded in daily workflows, it’s helpful to understand how these technologies will evolve. See what’s coming: How AI Will Reshape Everyday Business Tasks by 2028.

Device Recommendations for AI-Ready SMBs

For most small and mid-sized businesses:

• Business-class laptops (e.g., Lenovo ThinkPad, Dell Latitude, HP ProBook) with current-gen processors
• 16GB RAM minimum, SSD storage
• Windows 11 Pro for enterprise-grade features

For teams heavily using Microsoft 365 and Copilot:

• Devices certified as Microsoft Copilot-ready
• Compatibility with cloud security frameworks

Planning for Lifecycle and Budget

AI adoption is not a one-time event. Businesses should align hardware upgrades with their overall IT lifecycle planning.

• Consider phased device refreshes (not all at once)
• Align upgrades with major software updates (e.g., Windows versions, Microsoft 365 enhancements)
• Factor in leasing or device-as-a-service options for predictable budgeting

Getting Support for Procurement and Planning

Choosing the right devices is just part of the process. Managing upgrades, budgeting, and ensuring your investments keep up with evolving AI demands requires a bigger picture approach.

Horizon’s eStore provides a curated selection of business-ready devices that meet the hardware needs for AI tools like Copilot. It’s a practical starting point for teams that want reliable options without endless research: Browse the Horizon eStore

For businesses looking beyond just purchasing, Horizon TotalCare includes support for procurement planning. We help SMBs map out hardware lifecycles, align with software changes, and budget for upgrades in a way that fits their growth. Once your devices are ready, knowing how to leverage AI tools effectively is the next step. Learn more: ChatGPT vs Copilot: When to Use Each in Your Business.

Other Considerations for SMBs

Cloud Dependency and Internet Reliability
AI tools like Copilot rely on cloud services. If your internet connection is unreliable, performance will suffer—regardless of your device specs. Ensuring a stable and fast business internet connection is just as important as upgrading hardware.

Security Risks of Outdated Hardware
Older devices may lack critical security features like TPM 2.0 and secure boot, putting your business at risk. Upgrading helps maintain compliance and protects sensitive data. Learn more about why outdated hardware poses a threat in this post: The Risks of Hanging Onto Old Devices

Employee Experience and Productivity
Slow devices hurt productivity and morale. AI tools are designed to improve efficiency—but outdated hardware will only frustrate users. Upgrading ensures your team gets the full benefit.

Aligning Software Licenses with Hardware Capability
Purchasing AI-enabled software like Copilot without compatible hardware wastes money. Align software investments with hardware readiness to maximize ROI and avoid underused licenses.

AI tools like Microsoft Copilot require modern hardware to run smoothly. If your business devices are over 4–5 years old, they may lag or miss key features. To stay competitive:

• Use devices with at least 16GB RAM, SSD storage, and Intel 12th Gen or newer processors.
• Look for built-in AI acceleration and strong battery life to handle AI workloads efficiently.
• Windows 11 Pro is essential for compatibility with Microsoft 365 and Copilot features.
• Plan upgrades around your IT lifecycle—don’t wait for devices to fail.
• Consider phased refreshes or leasing options to manage costs and avoid disruption.

Horizon helps SMBs in Saskatoon, Regina, Winnipeg, Calgary, Edmonton, and surrounding areas plan hardware upgrades that support modern AI tools—without unnecessary costs.