Reference case: Ardo and Bechtle – From fragmented hardware purchasing to a streamlined European lifecycle approach

As Ardo continued to grow internationally, its hardware procurement process became increasingly complex. Devices were often purchased independently by local sites, leading to a wide variety of configurations, keyboard layouts, pricing agreements, and replacement schedules.

This decentralised model created several challenges:

• Limited standardisation across countries
• Complex and time-consuming quotation processes
• Frequent price fluctuations and configuration changes
• Reduced visibility into device lifecycles and replacement needs
• Additional administrative workload for both Ardo and its suppliers

While some replacement planning was coordinated from Belgium, there was no centralised process capable of supporting Ardo's international footprint.

To address these challenges, Ardo and Bechtle started by creating a complete inventory of devices, users, locations, and replacement cycles across all participating countries.

This provided the foundation for a more strategic approach.

Based on the inventory data, annual replacement volumes were forecasted per country, allowing hardware requirements to be planned well in advance. Together, Ardo, Bechtle, and Lenovo defined standard device configurations and established consistent pricing agreements for laptops, desktops, workstations, monitors, and accessories.

By moving from reactive purchasing to proactive planning, Ardo gained greater control over both costs and lifecycle management.

Once the standards were established, the rollout process became highly structured.

Hardware was centrally delivered and prepared based on detailed country-specific requirements, including device types, quantities, and keyboard layouts. Bechtle coordinated the preparation and distribution of equipment for multiple countries, including Belgium, the Netherlands, Germany, Austria, Spain, and Italy.

This centralised model enabled Ardo to maintain consistency across locations while significantly reducing the complexity of managing hardware refreshes in different regions.

Large international projects inevitably bring operational challenges. Throughout the rollout programme, both organisations focused on finding practical solutions whenever issues arose.

Rather than concentrating on individual mistakes, the emphasis remained on collaboration, transparency, and continuous improvement.

This open way of working helped establish a strong partnership based on trust. Clear communication, realistic expectations, and a shared commitment to achieving the best outcome ensured that challenges were resolved quickly and efficiently.

When budget pressures increased, Ardo and Bechtle worked together to identify opportunities for optimisation without compromising the hardware refresh programme.

One of the most effective measures involved simplifying logistics. Instead of shipping individual devices directly to end users across multiple countries, equipment was grouped by country and delivered centrally to Ardo. Internal teams then managed the final distribution.

This approach reduced transportation and service costs while preserving the overall lifecycle strategy and replacement schedule.

Today, Ardo operates a far more structured and predictable hardware lifecycle programme.

Key benefits include:

• Standardised hardware configurations across European locations
• Improved visibility of device inventories and replacement cycles
• Reduced administrative complexity
• More predictable budgeting and procurement processes
• Greater efficiency in international rollouts
• A scalable foundation for future growth

Annual inventory reviews and replacement planning have become an established part of Ardo's IT strategy, enabling the organisation to proactively manage its technology estate rather than react to changing requirements.

preparing for a transition towards a leasing model, which will further optimise device management throughout the entire lifecycle.

With a strong foundation in place and a partnership focused on continuous improvement, Ardo and Bechtle remain committed to refining processes, increasing efficiency, and supporting future business growth across Europe.