Windows 10 End of Life:
What Small Businesses Need to Do Now

Windows 11: The Next Step for Small Businesses

For most organizations, the natural path forward from Windows 10 is upgrading to Windows 11. Windows 11 is Microsoft’s latest OS (released in 2021) and is fully supported, with regular security updates and improvements. Upgrading to Windows 11 not only keeps your systems secure and supported, but also brings a range of benefits in security, performance, and features that can help your business.

Windows 11 Hardware Requirements: Before you can upgrade, you need to ensure your existing PCs meet the minimum requirements for Windows 11. Microsoft’s requirements include a modern 64-bit processor (at least 1 GHz, 2 cores), 4 GB RAM, 64 GB storage, UEFI firmware with Secure Boot, and TPM 2.0 (Trusted Platform Module) support. In practice, this generally means PCs from around 2018 or newer are compatible. (Windows 11 only officially supports relatively recent CPUs – roughly Intel 8th-gen or later, AMD Ryzen 2nd-gen or later). A quick way to check is to run Microsoft’s PC Health Check tool, which will tell you if a Windows 10 PC can upgrade to 11. If your machines were purchased within the last 4–5 years, chances are they have the required hardware. In fact, industry experts note most PCs made in 2019 or later will work with Windows 11​. However, if you have older computers (for example, a 2015-era PC with no TPM 2.0 chip or an unsupported CPU), those will not be eligible for Windows 11. Microsoft has been firm that the Windows 11 security requirements (like TPM 2.0) are “non-negotiable”, so businesses with very old hardware will need to plan for replacements.

Benefits of Upgrading to Windows 11: Moving to Windows 11 isn’t just about avoiding the negatives – it comes with significant improvements that can positively impact your business. Notable benefits include:

• Stronger Security: Windows 11 was designed with “security by default” in mind. It requires TPM 2.0 and enables features like virtualization-based security and Secure Boot out of the box. This means Windows 11 PCs have a far lower malware incidence – Microsoft observed a 62% drop in security incidents on new Windows 11 devices compared to Windows 10. The OS also includes features like Smart App Control (on new installations) that block untrusted apps, and an enhanced phishing protection built into Windows Defender. All these help protect small businesses from ransomware and other attacks that could easily exploit an unprotected Windows 10 machine.
• Better Performance and Productivity: Windows 11 introduces performance optimizations and modern features that can boost productivity. Many users notice faster wake-from-sleep and improved memory management. In side-by-side tests, common tasks like web browsing or working with Office files feel snappier on Windows 11, especially on newer hardware. The interface, while refreshed, remains familiar and easy to use. Features like Snap Layouts (which let you tile and organize windows on your screen easily) and virtual Multiple Desktops help employees multitask more efficiently. These enhancements can lead to small productivity gains each day – which add up over time.
• Enhanced User Experience: The Windows 11 user interface is streamlined and modern, which can be a morale boost for employees using their PCs all day. The Start menu and taskbar are simplified and centered, reducing clutter. While there is an adjustment period, most users find the design clean and the transition from Windows 10 is not disruptive (core functions work similarly). Windows 11 also has improved built-in tools (like an overhauled Microsoft Store, new screenshot tools, and better notifications management) that make the everyday experience smoother. For businesses, a happier, more efficient user experience can translate to fewer IT support calls and a more productive workforce.
• Long-Term Support: Adopting Windows 11 now positions your business for the long run. Windows 11 will be supported by Microsoft well beyond 2025, ensuring you’ll receive updates for years to come. It’s also the platform on which future enhancements and possibly new versions (like a potential “Windows 12”) will build. By moving your organization to Windows 11, you set a foundation that can easily accommodate future updates or upgrades. In contrast, sticking with Windows 10 until the last minute and then scrambling could put you behind the technology curve. Early adoption (with proper testing) gives you a strategic advantage.

In short, upgrading to Windows 11 keeps your business secure and up-to-date, and it provides a better computing environment for your team. The next question is: Can your current hardware make the jump, or do you need new PCs?

Upgrade vs. Replace: Evaluating Your Hardware Options

A key decision for small businesses is whether to upgrade existing computers to Windows 11 or replace them with new machines. The right approach might be a mix of both, depending on the age and capabilities of your PCs. Here’s how to weigh the options:

• Upgrading Existing PCs: If a PC meets the Windows 11 requirements, you can perform an in-place upgrade (or fresh install) of Windows 11 for free (Windows 10 licenses can upgrade to Windows 11 at no cost). The obvious advantage is cost savings – you extend the life of your current hardware without buying new computers. Upgrading is also simpler logistically: you don’t have to migrate data to a new device, just update the OS. Many business PCs from 2019 onward will qualify for this path​. Pros: Lower upfront cost, no new hardware setup, continuity for users with the same device. Cons: Older hardware, even if compatible, may not perform as well or could lack newer features; you might only be delaying replacement by a couple of years. Make sure to verify that all your critical software and devices (printers, scanners, etc.) have Windows 11 support – most Windows 10 apps run fine on 11, but it’s wise to double-check compatibility during your planning. If any machine just barely meets requirements (e.g. has TPM 2.0 but is 7 years old), consider whether investing in a new PC might be more efficient in the long run.

• Replacing with New PCs: If a PC is too old to support Windows 11 (or if it’s nearing the end of its useful life), purchasing a new Windows 11 computer is likely the better choice. New PCs will come with Windows 11 pre-installed or Windows 11 Pro licenses available, and they’ll have the latest hardware that offers better speed, reliability, and security features (like newer CPU architectures and possibly built-in security chips like Microsoft Pluton on some models). Pros: A new machine will have a much longer support horizon (several years of Windows 11 updates, and likely compatible with the next OS version), better performance, and warranty support. It’s a chance to standardize your fleet on modern hardware and possibly move to more power-efficient models. Cons: Higher immediate cost and the effort of setting up a new PC (installing your apps, transferring data). Budgeting is a consideration – you might phase replacements over time if buying all-new PCs at once is too costly. Keep in mind the cost of doing nothing could be higher if an old PC fails or is breached. Microsoft and analysts estimate that due to Windows 11’s strict requirements, about 20% of existing devices worldwide will be unable to upgrade and effectively become e-waste (roughly 240 million PCs) by the Windows 10 EOL​. If some of those machines are in your office, it’s better to plan their retirement on your terms rather than face an emergency later.

In many cases, small businesses will take a hybrid approach: upgrade what you can, and replace what you must. For example, you might find that your newer laptops from 2020 can get Windows 11 and serve another few years, but your older desktops from 2016 need replacement. By inventorying your systems early (we’ll cover that next), you can categorize which PCs to upgrade vs. replace. One more note: while there are hacks to install Windows 11 on unsupported hardware, this is not recommended for businesses​. Those installations won’t receive support or updates properly, defeating the purpose of upgrading. It’s better to use the official paths: either meet the requirements or invest in new equipment.

Step-by-Step Action Plan for a Smooth Transition

Knowing the what and why, let’s get into how to execute your migration from Windows 10 to 11. Time is of the essence – the sooner you start, the more flexibility you’ll have. Below is a step-by-step action plan, with a suggested timeline, that small businesses can follow to ensure a successful transition before October 2025:

1. Inventory and Assessment (Now – 12+ Months Before EOL): Begin by taking stock of your current environment. Create an inventory of all computers running Windows 10 in your organization (include PCs, laptops, and any Windows tablets). For each device, record key specs like its processor, RAM, storage, and whether it has TPM 2.0 support (you can check TPM status via Windows settings or TPM Management console). Assess each machine’s eligibility for Windows 11. At the same time, list out the critical software applications your business uses and verify their compatibility with Windows 11. This assessment phase should happen as soon as possible – ideally a year or more before the deadline – to give you a clear map of how many upgrades vs. replacements you need. Use this information to set a rough budget and timeline (for example, you might discover you need to replace 30% of your PCs, so you can start allocating funds). Don’t forget to evaluate any peripheral devices or specialized equipment for driver compatibility with Windows 11. Essentially, this stage is about understanding the scope of the project: what needs to be done, to which machines, and what potential roadblocks (like a legacy application) exist.
2. Pilot Upgrades (6–12 Months Before EOL): Once you have a plan and inventory, perform a pilot migration on a small scale. Identify a subset of your systems – for example, one or two machines in each department, or a single branch office – and upgrade them to Windows 11 first as a test run. This pilot group could include tech-savvy staff or an internal team that volunteers to try Windows 11 early. The goal is to uncover any surprises in a controlled way. During the pilot, closely monitor the process and gather feedback: Did the upgrade process go smoothly? Are all necessary applications working correctly on Windows 11? Did users encounter any issues with their day-to-day tasks after upgrading? By piloting, you can catch compatibility issues or workflow adjustments that need to be addressed before rolling out company-wide. For instance, you might find that an older version of an accounting software needs an update to work on Windows 11, or that staff need a short orientation on the new Start menu. Resolve any issues identified in the pilot phase – update configurations, provide user tips, adjust your plans – and document a standardized upgrade procedure. This stage should ideally be completed at least 6 months out from the EOL, leaving ample time to then schedule the full deployment.
3. Organization-Wide Rollout (3–6 Months Before EOL): With a successful pilot behind you, it’s time to upgrade the rest of the company. Aim to begin the broad rollout of Windows 11 no later than a few months before the October 2025 deadline. Waiting until the last few weeks is very risky – you want a cushion in case anything takes longer than expected. Develop a rollout schedule that minimizes disruption. Many businesses choose a phased approach: migrate a certain number of computers each week or each night. You might do it department by department, or batch upgrades over several weekends. Communicate the schedule with your employees so they know what to expect (for example, “Upgrades will happen on Friday evenings, and you’ll come in Monday with Windows 11 – here’s what’s different…”). Backup important data on each machine before upgrading, just in case. Also, ensure you have all needed software installers or licenses on hand to quickly reinstall any programs if needed after the OS upgrade. During the rollout, have IT support (or your MSP team) available to handle any immediate post-upgrade issues (printer not connecting, user login questions, etc.). By finishing the bulk of the rollout at least a month or two before the deadline, you leave time to address any stragglers or unexpected problems. The goal is that by the time Windows 10’s EOL date arrives, the vast majority (if not all) of your PCs are already on Windows 11 and running smoothly.
4. Post-Migration Maintenance and Training (Ongoing): Upgrading the OS is not the end of the journey – it’s important to solidify the change with proper post-migration practices. Ensure that all your newly upgraded Windows 11 machines are enrolled in update management (so they continue to get security patches monthly). Update any IT documentation to reflect new procedures or settings in Windows 11. Offer a refresher or training session for employees on Windows 11 tips and best practices – even a short orientation can help folks adapt to new features like Snap Layouts or the Widgets panel, and make the most of them. If you decommissioned old hardware, securely dispose of those Windows 10 machines​ – wipe or destroy drives to protect any residual data, and recycle the hardware through a certified e-waste recycler. Additionally, monitor your systems closely after the migration; keep an eye out for any error logs or performance issues that might need fine-tuning (for example, maybe a device driver update is needed on some models). Celebrate the completion of the upgrade project with your team – moving an entire business to a new OS is a big achievement! Finally, remember that IT improvements are continuous: consider this an opportunity to also review other aspects of your IT environment (like strengthening your security policies or updating other software) now that you have an up-to-date operating system across the company.

By following this phased action plan, you can systematically move off Windows 10 in a way that mitigates risk and avoids last-minute panic. Starting early is the key – it gives you time to handle the unexpected and ensures you won’t be scrambling in fall 2025 with dozens of PCs still unconverted.

How a Managed Service Provider (MSP) Can Help

Upgrading an entire business from Windows 10 to 11 can be a complex project – especially for small businesses that may not have a large in-house IT team. This is where partnering with a Managed Service Provider (MSP) can be invaluable. An MSP is essentially an outsourced IT partner that can manage or assist with your technology needs, including major projects like an OS migration. Here are some ways an MSP can ensure your Windows 10 EOL transition is smooth and successful:

• Expert Planning & Assessment: MSPs bring expertise from doing migrations for many clients. They can perform a thorough audit of your systems, identify which devices need upgrades or replacement, and create a detailed migration roadmap. Crucially, they’ll foresee challenges that you might miss – for example, checking that a legacy billing software will work on Windows 11 or determining if a firmware update is needed on a PC to enable TPM. With professional guidance, your plan will be realistic and comprehensive from the start.
• Minimizing Downtime: One of the biggest concerns for any IT change is downtime – you don’t want your business operations interrupted. An MSP can help schedule and execute the rollout to minimize impact on your work hours. They often use automation tools and proven processes to upgrade machines efficiently. For instance, an MSP might image and pre-configure new PCs so that swapping out an old PC for a new Windows 11 PC is a quick process, or they might script the in-place upgrades to happen overnight. If any issues arise during the upgrade, they have the resources on hand to fix them fast, reducing the time your employees are disrupted. The result is a migration where many users might not even notice more than a few minutes of reboot/install time.
• Security Best Practices: Migrating to Windows 11 is a great time to strengthen security, and MSPs are well-versed in this area. They will ensure that security features like BitLocker encryption, secure boot, and malware protection are properly configured on your new Windows 11 systems. MSPs can also assist in updating your network and policies – for example, verifying that all users have strong passwords or multifactor authentication, and that backups are running correctly on the new systems. Essentially, they won’t just “set up Windows 11”; they’ll harden it for you as part of the deployment. This greatly reduces the risk of misconfigurations that could leave you vulnerable. Post-migration, the MSP can continuously monitor your systems for any threats or needed patches (many MSPs offer remote monitoring and management services), giving you peace of mind that your new environment stays secure.
• Training & Ongoing Support: Change can be challenging for staff. MSPs often provide documentation, training, or onboarding support to help your employees get comfortable with Windows 11. Whether it’s a quick cheat-sheet of Windows 11 new features or a helpdesk webinar, they ensure users know how to navigate the changes. Moreover, as your team starts using the new OS, an MSP’s support team can handle the “how do I do X now?” questions and any troubleshooting. This means your internal team isn’t overwhelmed with support tickets. Employees get fast, professional help to solve issues on the new platform, which keeps productivity up. In the long term, an MSP can become a trusted partner for all your IT needs, not just this migration – they can manage updates, respond to incidents, and continually optimize your IT setup as your business grows.

Real-world example: Imagine a 25-employee accounting firm that needed to upgrade all its client PCs to Windows 11. They engaged an MSP for the project. The MSP first audited their 30 PCs and found 5 older ones that couldn’t meet Windows 11 requirements – so they planned to replace those with new hardware. Next, the MSP set up a pilot upgrade with the firm’s finance department manager and an admin staff PC to ensure the firm’s tax software and printers worked fine on Windows 11. After a successful pilot, the MSP scheduled the remaining upgrades over two weekends, 15 PCs each weekend. They preconfigured the new PCs and scheduled in-place upgrades for the rest. Come Monday, employees returned to find their computers updated (with post-it notes highlighting the new login screen and Start menu). The MSP team was on standby that morning and quickly addressed a couple of minor issues (one user’s display driver needed updating). The transition was otherwise seamless – no workdays lost. In parallel, the MSP had enabled BitLocker encryption on all devices and ensured the firm’s files were syncing to OneDrive as an extra backup. The accounting firm’s partners were relieved to be off Windows 10 well ahead of the deadline, and they continued to use the MSP for ongoing IT support.

This example illustrates how an MSP can take the heavy lifting off your shoulders. For a small business owner or operations manager, having experienced professionals handle the technical details means you can focus on running your business rather than troubleshooting IT problems. If you lack a dedicated IT staff, an MSP is essentially your outsourced IT department to make sure things are done right.