Workplace technologies are growing both in volume and variety. It's estimated that by 2014 the average knowledge worker will have 3.3 connected devices.

This proliferation of client hardware – and associated software – means life is about to get even tougher in IT procurement. More devices mean more invoices, more warranties, more suppliers, more product roadmaps – the end result of which is more cost and complexity.

With consumerisation, collaboration and cloud computing also expanding the traditional enterprise IT portfolio, the procurement burden is steadily growing while budgets are declining.

Below are the five steps that will help organisations achieve more for less by optimising the IT supply chain.

Step 1: Build the perfect product portfolio

Thanks to cloud computing and the ‘bring your own device’ revolution, it’s never been easier for users to take IT procurement and provisioning into their own hands.

To stay in control, organisations need to ensure that their enterprise IT catalogue matches demand both from employer and employee. Windows 7 and 8 upgrades, desktop and application virtualisation, mobility and employee choice schemes are key factors to consider when updating and reviewing your IT portfolio.

At the same time as offering more choice, organisations need to ensure consistency. Products should be standardised where possible to simplify on-going support and common bundles created to accelerate the on-boarding of new staff.

Step 2: Rationalise the supplier base

An IT-enabled business needs to source a vast array of workplace, networking and datacenter technologies from an equally diverse range of providers. For example, financial services firm BGC Partners used to procure IT equipment from up to 40 different suppliers until it established a strategic.

A distributed procurement model not only increases the administrative burden but can also put the continuity of the entire IT supply chain at risk, which in turn can impact the execution of new business initiatives.

Step 3: Adopt smart finance options

In today’s tough economic climate, businesses are rewriting the IT budget rules: goodbye erratic investment, hello predictable costs. Leasing, bill and hold, pay-as-you-go and planned life purchase schemes can all help organisations achieve this shift in emphasis.

Planned life purchase schemes are particularly effective in minimising the cost of desktop refreshes, which will be on the agenda for many organisations over the next 12 months as they bring their client devices in line with the technical specification of Windows 7.

Step 4: Minimise deployment times

Once the decision has been made to invest in new technologies the pressure is on to get them deployed as quickly as possible. In today’s ‘on-demand’ world, IT devices need to arrive ready for immediate use – whether it involves an end user device, a network switch or a blade server.

Pre-deployment services, such as asset tagging, imaging, configuration and staging help reduce implementation timelines so your organisation can realise the full benefits of new technologies faster. When these are combined with efficient low-cost deployment services, the procure to go-live process becomes fully optimised.

To ensure the supply chain extends across head office, the branch network and home offices, organisations need access to a range of affordable dispatch and deployment options – from timed deliveries and bundled solutions to un-boxing and installation services.

Step 5: Unlock residual value from used assets

The IT refresh cycle means that organisations are continually retiring a range of hardware assets. Although these assets might be ‘old’ and used, it doesn’t mean they are worthless.

By remarketing or recycling unwanted IT equipment, organisations can unlock residual value while also meeting European environmental legislative requirements.

These five steps are fundamental for establishing a more cost-effective and efficient IT procurement operation. As demand for new hardware and software increases, organisations need to ensure they have a seamless and responsive supply chain. Otherwise the mavericks will simply bypass official procurement channels creating an even bigger problem – and bigger bill – for the future.