While the upgrade to Windows 11 may be free for eligible devices, the true cost of transitioning goes far beyond the software itself. For businesses, it’s essential to budget for hardware upgrades, staff training, and potential downtime to ensure a smooth and cost-effective rollout.
Hardware costs: More than just new PCs
Windows 11 has stricter hardware requirements than Windows 10. If your current devices don’t meet the specs, you may need to:
- Replace outdated machines (especially those older than 5–7 years)
- Upgrade components like RAM, SSDs, or enable TPM 2.0
- Invest in peripherals (e.g., webcams, monitors) to support hybrid work environments
Estimated cost per device:
- Basic upgrade: £100–£250
- Full replacement: £500–£1,200 per PC
- Training and onboarding
Windows 11 introduces a redesigned interface and new productivity features. While intuitive for many, staff may need time to adjust.
Training options:
- Internal workshops or lunch-and-learns
- Online tutorials and guides
- One-on-one support for less tech-savvy users
Estimated cost:
- Free (DIY resources) to £50–£200 per employee depending on training depth
- Downtime and productivity impact
Upgrading systems takes time—and time is money. Consider:
- Installation time: 1–2 hours per device
- Disruption: Reduced productivity during rollout
- IT support: Increased demand for troubleshooting
Estimated cost:
- Varies by team size and rollout strategy
- Potential loss of 0.5–1 day of productivity per employee
- Licensing and software compatibility
While the upgrade itself may be free, some businesses may need to:
- Upgrade to Windows 11 Pro or Enterprise
- Renew or adjust Microsoft 365 licensing
- Replace or update legacy software incompatible with Windows 11
Estimated cost:
- Licensing: £100–£200 per device (if upgrading editions)
- Software updates: Varies widely
- IT Support and project management
Don’t underestimate the value of planning and support:
- Assign a project lead or team
- Schedule phased rollouts
- Prepare contingency plans for issues
Estimated cost:
- Internal resource time or external consultancy fees (£500–£5,000+ depending on scale)
Upgrading to Windows 11 is a strategic move, but it’s not free in practice. By budgeting for hardware, training, and downtime, your business can avoid surprises and ensure a smooth transition. Start planning now to stay ahead of the Windows 10 end-of-support deadline in October 2025.