Best Practices for Supplying Devices to Remote Workers in 2025
With over 33 million U.S. employees working remotely (U.S. Bureau of Labor Statistics), providing equipment to remote workers has become one of the biggest operational challenges companies face in 2025. IT teams aren’t just shipping laptops anymore—they’re managing the entire device lifecycle, from deployment and configuration to tracking and redeployment.
That’s where the cracks will tend to show. If your company is dealing with Inefficient laptop provisioning, it isn’t just an IT headache. It slows down onboarding, hurts productivity, and can even trigger compliance issues. In fact, misconfigurations like improperly configured devices are involved in about 10% of breaches (Verizon DBIR, 2024). And it’s not just about security—bad device management drains budgets too, whether it’s buying replacements you didn’t really need or simply losing track of who’s using what.
This guide walks through the best practices for supplying devices to remote workers in 2025, covering everything from selecting the right equipment, ensuring security, shipping logistics, and lifecycle management, to redeployment and eventual responsible disposal. By following these practices, IT teams can streamline operations, protect data, and make remote employees productive from day one.
Choosing the Right Devices for Remote Workers
Choosing the right devices isn’t as simple as grabbing a laptop off the shelf. In 2025, remote work looks different for every employee. Roles, workflows, and even locations all play a part. Pick the wrong setup, and you’re looking at frustrated staff, wasted IT spend, and added security risks. That’s why the first step is making sure every employee gets the right device for the job.
1. Match Devices to Roles
Engineers and developers Usually need high-performance laptops with faster processors, larger RAM, and high-resolution screens to run multiple virtual environments or design software.
Sales or customer-facing teams Portability and battery life may be more of a priority over raw power, so lightweight laptops or even tablets can be sufficient.
Administrative staff might only require basic machines capable of video calls, email, and standard office software.
Giving employees the right-fit devices keeps them productive without wasting money on features they’ll never use.
2. Ownership Models: Buy, Lease, or Stipend
Buying outright can make sense for employees who require high-spec machines long-term, but upfront costs can be high.
Leasing provides flexibility, especially for companies with high turnover, since devices can be returned or swapped without sunk cost.
Stipends or reimbursements Lets employees pick the devices they prefer, but it can make standardization, IT support, and security enforcement a bit trickier.
3. Compliance and Security Requirements
Even at the selection stage, security and compliance must be considered:
Healthcare or finance industries require devices that support encryption, secure boot, and full-disk management.
Devices should be compatible with Mobile Device Management (MDM) platforms and VPN solutions to ensure secure connectivity.
Pre-installed software should cover both productivity and compliance needs so you don’t run into headaches after deployment.
4. Accessories and Peripheral Considerations
Monitors, docking stations, external keyboards, and mice improve productivity for employees who are working from a home office.
Consider ergonomic options and internet connectivity tools (like Wi-Fi boosters or hotspots) for employees in areas with unreliable internet.
5. Retriever Tie-In: Retriever’s warehousing and redeployment services make it easier to choose and maintain standard devices. IT teams can select devices, pre-configure them for role-specific needs, and have them ready for deployment immediately. This ensures consistency, security, and fast onboarding without overloading IT staff.
Security Considerations at Every Stage
Security isn’t just something you add at the last minute. It needs to be part of every step when you are providing devices to remote workers. Even a single unsecured laptop can expose sensitive company data and cause millions in potential damage. So whether you’re rolling out a single laptop or providing equipment for entire distributed team, security at all the stages must be a priority.
1. Provisioning: Setting Up Secure Devices
Before a laptop ever leaves your office or warehouse:
Enable full-disk encryption and secure boot.
Enroll devices in a Mobile Device Management (MDM) system to enforce security policies remotely.
Configure VPN access and multifactor authentication (MFA) to protect sensitive company data.
Pre-install only approved software to reduce vulnerability risk.
Why it matters: Devices that are secure from the beginning, helps to greatly reduce incidents of lost data or unauthorized access. The average cost of a data breach is $4.45 million (IBM, 2023), meaning even one poorly secured laptop could open the door to an incident that can cost you millions.
2. Shipping & Transit Security
Even the safest laptop is at risk if it’s lost or tampered with during shipment. Best practices include:
Using tamper-evident packaging and secure courier services.
Tracking every shipment stage and notifying IT teams if there are delays.
Cover return shipping upfront so offboarding and replacements stay smooth.
Why it matters: Getting security right from the beginning keeps data safe and reduces compliance risks, long before employees ever log in.
Retriever tie-in: Retriever’s laptop return kits and stage-by-stage tracking make transit secure and transparent for both IT and employees.
3. In-Use Scurity
While devices are in employees’ hands:
Keep MDM policies active for remote monitoring and updates.
Enforce encryption and periodic security scans.
Train employees on security best practices like password hygiene, phishing awareness, and avoiding unsecured public Wi-Fi.
4. Retrieval and End-of-Life Security
Even when devices are returned or redeployed, data security is still critical:
Use certified data erasure standards such as U.S. Department of Defense 5220.22-M or NIST 800-88.
Track all returned devices to ensure none are lost in transit or warehousing.
Plan for environmentally responsible disposal of end-of-life equipment.
Retriever tie-in: Retriever supports full lifecycle security with warehousing, redeployment, and disposal services and certified data destruction, providing IT teams with audit-ready proof that all devices are handled securely.
5. The Big Picture
Security isn’t just about compliance, it’s about keeping your business and your people safe. And with regulations tightening in 2025, from GDPR, HIPAA, and SOX, proactive security management is the only way to stay ahead of both breaches and auditors.
Shipping, Tracking & Visibility: From Box to Full Lifecycle
On the surface, shipping devices to remote workers seems easy enough. In reality, it’s one of the easiest places things can go sideways. Laptops and peripherals are fragile, expensive, and full of sensitive data. One shipping hiccup and you’re staring at broken gear, delayed onboarding, and security risks. That’s why in 2025, your logistics plan has to be as strong as your security—and it needs built-in tracking and visibility from day one.
1) Packaging that survives the real world
Use padded boxes made for electronics, not generic cartons.
Add tamper-evident seals to spot unauthorized access.
Pack chargers, docks, and monitors in dedicated foam inserts or compartments.
Retriever tie-in: Retriever’s laptop return kits include rugged packaging, prepaid labels, and step-by-step instructions—reducing employee errors and lost devices.
2) Couriers, customs & shipment tracking
Choose reputable couriers with tracking and insurance for high-value shipments.
For international hires, pick carriers who understand customs and import rules to avoid delays.
Track each shipment stage-by-stage and notify IT and HR at key checkpoints.
Retriever tie-in: Every laptop shipment is tracked step-by-step. IT and HR get real-time updates via email and the Retriever Portal, so you always know where devices are and when they’ll land—no blind spots.
3) Visibility that goes beyond the shipping label
Use a centralized dashboard to see devices that have shipped, are in transit, or received.
Monitor who has which device and its status: deployed, in repair, or warehoused.
Keep an eye on return deadlines, RMA/repair needs, and compliance status.
Deloitte found organizations using IoT-based asset tracking see a 10–20% boost in throughput and on-time delivery—proof that stronger tracking directly improves efficiency and security.
Retriever tie-in: Retriever’s warehousing & redeployment services give you a single, end-to-end source that covers shipping, active use, warehousing, and redeployment,…all without manual oversight.
4) Software that closes the loop
Integrate MDM, asset management, and inventory tools to auto-track usage, location, and compliance.
Set alerts for anomalies (e.g., a laptop not returned by its due date) to reduce manual chasing.
Retriever tie-in: Retriever’s tracking updates plug right into your existing workflows, cutting manual follow-ups and saving hours of IT time every month.
5) Spares & proactive intervention
Keep a small pool of pre-configured spares to rescue delayed or damaged shipments.
If a package stalls, auto-ship a replacement so onboarding stays on schedule.
For offboarding, schedule timely retrieval, then route devices to redeployment or secure disposal.
Retriever tie-in: With inventory on hand in Retriever’s warehouse, you can redeploy fast or flip to data-destruction & certified disposal when a device hits end-of-life.
6) Cost & compliance without surprises
Budget for international duties and taxes up front.
Make sure packaging, couriers, and handling methods align with GDPR/HIPAA/SOX data-protection expectations.
Retriever tie-in: Pricing is simple and flexible—pay per return, no recurring fees or set contracts. Non-expiring credits let you retrieve devices when you need to, keeping costs predictable and compliance tight.
The Big Picture: When it comes to shipping and tracking it isn’t just about getting laptops from point A to point B. You want your IT teams to have confidence that every device is accounted for while giving employees a seamless, professional onboarding experience.
Redeployment and Secure Disposal: Closing the Loop
Providing equipment to remote workers doesn’t stop once a laptop comes back or reaches the end of its lifecycle. What you do next is just as important. Efficient redeployment and secure disposal are key to maximizing ROI, staying compliant, and meeting your sustainability goals.
1. Redeployment: Getting More Value from Devices
Refurbishment: Clean, repair, and reimage devices to extend their usable life.
OS provisioning and software updates: Ensure that redeployed devices meet current security and productivity standards.
On-demand redeployment: IT teams can quickly assign devices to new hires or replacement needs.
Redeploying devices can save organizations 20–30% compared to purchasing new equipment, while also cutting down on e-waste and IT workload.
Retriever tie-in: Retriever’s warehousing and redeployment services give IT full visibility over device inventory, enabling quick, secure, and efficient redeployment. Laptops are ready for deployment without manual intervention, reducing onboarding delays and IT workload.
2. Secure Disposal: Protecting Data and the Environment
Data destruction standards: Use NIST 800-88 or DOD 5220.22-M certified erasure to ensure sensitive data is permanently deleted.
Audit trails and certificates: Maintain records of secure disposal for compliance audits.
Environmentally conscious practices: Proper recycling reduces e-waste and supports ESG initiatives.
Retriever tie-in: With certified data destruction and disposal services, Retriever handles end-of-life devices safely, securely, and sustainably, providing IT teams with certificates for audit purposes.
3. Why Closing the Loop Matters
By combining redeployment and secure disposal into one continuous process, companies save money, reduce risk, and prove their commitment to sustainability.
Cost efficiency: Redeployment reduces the need for new purchases.
Compliance and risk mitigation: Secure disposal ensures no sensitive data leaves your organization.
Sustainability: Proper recycling supports corporate responsibility and ESG commitments.
4. The Big Picture
A full lifecycle approach that covers everything from provisioning to redeployment and secure disposal, means you’re managing equipment for remote workers the smart way. In 2025, that approach goes a long way: it saves money, keeps data safe, lowers risks, and helps employees stay productive.
FAQs: Common Questions About Supplying Devices to Remote Workers
1. What is the best way to send laptops to remote employees?
The safest approach is to use pre-configured devices packaged in padded, tamper-evident boxes. Ship via reputable couriers with tracking and insurance. Include clear instructions and prepaid return labels to ensure accountability. For larger organizations, services like Retriever provide stage-by-stage visibility, ensuring IT teams know exactly when a device reaches an employee.
2. How can I ensure data security when shipping company devices?
Before shipping:
Encrypt hard drives and enable secure boot.
Enroll devices in a Mobile Device Management (MDM) system.
Install only approved software and security updates.
During transit: use tamper-evident packaging and tracked courier services. Retriever’s kits and tracking dashboard help mitigate risk during shipping and returns.
3. What are the most cost-effective options for providing remote work equipment?
Leasing devices or using redeployment strategies can save 30–40% over purchasing new equipment (IDC, 2024).
Providing stipends or reimbursements gives flexibility but may complicate standardization and security.
Maintaining a warehoused inventory allows IT to redeploy devices efficiently, reducing new purchase costs.
4. How do I track devices sent to remote staff?
Use a centralized dashboard or asset management system to monitor deployment, location, and status.
Implement alerts for overdue devices or missing assets.
Retriever’s services provide stage-by-stage tracking, giving IT teams real-time visibility and reducing manual follow-ups.
5. What steps should I take when retrieving equipment from an offboarded employee?
Communicate clearly with the employee via multiple channels (email, HR notifications).
Provide a prepaid return kit with instructions.
Escalate as needed if devices are not returned.
Once received, follow secure erasure and redeployment or disposal protocols. Retriever ensures secure retrieval, data destruction, and on-demand redeployment, giving IT peace of mind.
Streamline Remote Device Management in 2025
With over 32.6 million Americans working remotely in 2025, representing 22% of the workforce, and 68% of organizations experiencing endpoint attacks compromising data or IT infrastructure (Ponemon), a structured, end-to-end approach is more critical than ever.
Retriever makes this process effortless. With services covering:
Laptop provisioning, warehousing, and redeployment (link)
Secure shipping and tracking with return kits (link)
Certified data destruction and disposal (link)
IT teams gain full visibility, reduced risk, and time savings, while employees receive the tools they need to stay productive from day one.
Instead of chasing down devices, let Retriever handle the logistics, security, and lifecycle management—so your IT team can focus on strategy while your remote workforce thrives.