Strategic Sourcing Guide

Mobile devices have become indispensable tools for modern businesses, driving operations, collaboration, and innovation across industries. 

In 2024, U.S. spending on mobile devices hit $732 billion, a testament to their growing importance. However, managing mobile technology effectively is a challenge. A recent Foundry survey revealed that 75% of CIOs struggle to balance innovation with critical tasks like security, patching, and IT performance—a struggle that’s only compounded as procurement and device upgrades accelerate alongside increasingly complex and interconnected operations.

Adding to the complexity, the rugged electronics market—essential for industries like logistics, manufacturing, and field services—is projected to reach $26.4 billion by 2032, growing at a 7.32% CAGR. As the demand for durable, industry-specific devices rises, so does the need for a structured, strategic approach to sourcing.

This article explores strategic sourcing for mobile IT devices, highlighting how this method helps businesses optimize technology investments, streamline procurement, and align their decisions with operational and long-term goals. Let’s dive in.

What is strategic sourcing for mobile IT devices?

Strategic sourcing for mobile IT devices is a systematic approach that companies take to procuring new technology that aligns with their business’ operational needs, budgets, and long-term strategic goals. 

Unlike ad hoc purchasing—such as buying a single laptop or mobile device when a new employee joins the team—strategic sourcing involves carefully evaluating and selecting devices, software, and accessories that enhance productivity and reduce costs over the entire lifecycle of the assets. It’s a longer term procurement strategy, rather than individual purchases needed to fill immediate technology needs. 

The strategic sourcing process is an integral part of most modern organizations’ IT strategy, and helps to ensure that technology budgets and purchasing decisions closely align with and support key business objectives. For example, by prioritizing durability, compatibility, and scalability in device sourcing decisions, companies can effectively optimize their IT infrastructure while avoiding costly missteps like purchasing incompatible or low-quality devices that become outdated before they’ve achieved the desired return on investment (ROI). 

Typically, strategic sourcing involves close collaboration between: 

• IT teams
• Operations managers 
• Procurement specialists
• Senior leadership 

These stakeholders work together to identify short- and long-term technology needs that align with the company’s strategic direction and budgets. 

External partnerships, such as vendor-agnostic sourcing providers, are often engaged in this process as well. They offer expert guidance and deep procurement networks that help companies access and assess a wide range of devices and services. This ensures that every decision is data-driven, cost-effective, and tailored to the unique needs of the organization, while also ensuring access to preferential pricing for in-demand devices. 

Key benefits of strategic sourcing for mobile device procurement

As mentioned, strategic sourcing goes much deeper than just purchasing mobile devices. It’s a comprehensive and strategic approach that aligns technology investments with business goals. This strategic sourcing methodology offers numerous benefits for organization, including cost reduced and enhanced organizational efficiency. 

Here are eight key benefits of strategic sourcing for mobile device procurement. 

Ensures the right technology for the job

Selecting the right devices for specific tasks and environments is essential to maintaining operational efficiency in the field. What that task is, and the environment in which it must be completed, will vary dramatically depending on the industry and company in question. 

Strategic sourcing enables this nuanced technology procurement by incorporating in-depth analysis of job requirements before a purchasing decision is made, ensuring each device is purpose-built for the environment in which it will be used. 

Reduces procurement time and complexity

Procurement can be a time-consuming process, often involving lengthy vendor negotiations and technical evaluations. 

Strategic sourcing simplifies this by consolidating the process through expert partners who handle vendor comparisons, pricing, and proposals. By streamlining procurement, businesses can focus on core operations without sacrificing quality or efficiency in their device selection.

Lowers total cost of ownership (TCO) for mobile devices

Strategic sourcing providers evaluate the full lifecycle of mobile devices, factoring in costs like maintenance, upgrades, and eventual decommissioning. By choosing high-quality, durable devices and appropriate financing options such as leasing or Device-as-a-Service (DaaS), businesses can significantly reduce TCO. This approach ensures that initial savings don’t lead to higher costs down the road.

Helps to address industry-specific technology challenges

Different industries have unique demands when it comes to mobile devices. Retail businesses, for example, may prioritize real-time inventory management, while healthcare organizations might need devices with enhanced data security and compliance features. 

Strategic sourcing partners, such as PiiComm, understand these nuances and tailor recommendations to address these sector-specific challenges effectively.

Mitigates risk through expert, third-party guidance

Poor purchasing decisions can result in mismatched devices, security vulnerabilities, or over-investment in unnecessary features. The larger the purchase, the higher the associated risks.

Strategic sourcing partners provide vendor-agnostic advice based on industry expertise and testing, helping businesses avoid costly mistakes. This reduces the risks associated with procurement and ensures that all devices meet performance and compliance requirements today and in the future.

Unlocks partnerships for better pricing and features

Working with strategic sourcing providers often grants access to established vendor partnerships. These relationships can unlock competitive pricing, exclusive features, and better service agreements. 

For example, a strong relationship with hardware providers might offer businesses faster device deployment or extended warranties, adding value beyond the initial purchase.

Supports organizational agility and growth

In rapidly evolving markets, businesses need scalable solutions. Strategic sourcing enables organizations to adapt quickly by providing flexible procurement options and ensuring compatibility with emerging technologies. 

This adaptability supports growth, whether through scaling operations or transitioning to remote and hybrid work models. 

Enhances sustainability and ESG compliance

Sustainability and environmental, social, and governance (ESG) compliance are becoming critical considerations in IT procurement. Strategic sourcing helps businesses meet these goals by recommending devices with energy-efficient designs, facilitating responsible recycling programs, and integrating lifecycle management solutions. 

This ensures organizations stay aligned with their sustainability commitments while maintaining operational efficiency.

5 considerations when procuring mobile IT assets

Effective mobile IT asset procurement requires careful planning and strategic decision-making to ensure that the technology investment aligns with long-term goals and short-term operation needs. Organizations must consider a range of factors to ensure that the devices they select will offer maximum benefit both today and into the foreseeable future. 

Below are five key considerations for making informed procurement decisions:

1. Assess device durability and suitability

Choosing the right device for the job starts with evaluating its durability and suitability for specific use cases. 

For industries like logistics or field services, rugged devices designed to withstand harsh conditions are essential. In contrast, consumer-grade devices may be more appropriate for office or administrative tasks. 

Other factors, such as screen size, battery life, and environmental resistance, should also be assessed to ensure devices can handle the demands of their intended environments. By matching device specifications to operational needs, businesses can reduce downtime and maintenance costs.

2. Ensure compatibility with existing systems

Mobile devices must seamlessly integrate with an organization’s existing IT infrastructure, including software applications, networks, and IoT platforms. Compatibility is critical for smooth operations and minimizing disruptions during deployment. 

Devices, for example, should support the organization’s mobile device management (MDM) platform and enable secure access to enterprise systems. Verifying compatibility upfront prevents costly integration issues and ensures that the new assets contribute to overall efficiency and productivity.

3. Evaluate lifecycle costs beyond initial purchase

TCO for mobile devices extends far beyond the initial purchase price. 

Organizations must account for ongoing expenses such as maintenance, repairs, software updates, and eventual decommissioning. Devices with lower upfront costs may incur higher lifecycle costs if they lack durability or require frequent replacements. 

Opting for high-quality devices and considering various financing options can help balance upfront costs with long-term savings. Conducting a lifecycle cost analysis ensures that procurement decisions support budget optimization over time.

4. Prioritize security and compliance features

Security and compliance are critical factors in mobile IT asset procurement, particularly for industries handling sensitive data such as healthcare, finance, and government. 

Devices should include robust security features, such as biometric authentication, encrypted storage, and remote wiping capabilities. Compliance with relevant industry standards and regulations is also a must, and will ensure that the company avoids costly compliance headaches or breaches down the line. 

Partnering with sourcing experts who understand these requirements can help businesses select devices that safeguard sensitive information and meet regulatory obligations.

5. Boost flexibility with vendor-agnostic sourcing channels

Vendor-agnostic sourcing ensures that organizations receive unbiased purchasing advice that is tailored to their unique needs and strategic goals. 

Relying on a single vendor, while familiar, may lead to the company being boxed into singular contracts, or unable to take advantage of new technologies and capabilities offered through competing vendors.

A vendor-agnostic approach to mobile sourcing unlocks partnership opportunities with multiple providers, offering access to a broader range of devices, competitive pricing, and customized solutions. This flexibility allows businesses to adapt quickly to changes in technology and operational demands while avoiding vendor lock-in.

By carefully considering these factors, businesses can make informed procurement decisions that align with their operational goals, maximize efficiency, and minimize costs. Strategic sourcing, combined with these best practices, sets the foundation for long-term success in managing mobile IT assets.

Common mistakes to avoid during strategic IT sourcing

Of course, going down the path of strategic IT sourcing alone won’t guarantee the perfect outcome. There are still a host of missteps and miscalculations that can occur when evaluating technology and pricing options that can lead to headaches down the line.

To help get ahead of these headaches, here are some common mistakes to avoid during the strategic sourcing and evaluation process.

• Failing to define clear operational requirements upfront. Without clear goals, businesses risk procuring assets that don’t align with their needs.

• Over-prioritizing cost at the expense of quality. Choosing the cheapest option often leads to higher costs over the device’s lifecycle.

• Neglecting to consider device lifecycle management. Overlooking maintenance, upgrades, and decommissioning can increase total ownership costs.

• Relying on a single vendor for all IT needs. Vendor lock-in can limit flexibility and access to competitive pricing.

• Ignoring the importance of scalability. Not planning for future growth can result in assets that quickly become obsolete.

• Failing to assess device compatibility with current infrastructure. Incompatible devices can lead to operational disruptions and additional costs.

• Overlooking security and compliance requirements. Poor security features can expose the organization to data breaches or regulatory fines.

• Skipping vendor performance evaluation. Choosing vendors without assessing their reliability and support services can lead to subpar outcomes.

• Delaying device refresh cycles. Holding onto outdated technology can hinder productivity and increase repair costs.

• Underestimating the role of expert advice. Making decisions without vendor-agnostic guidance can lead to uninformed and costly choices.

Ultimately, strategic sourcing comes down to being able to confidently predict what the organization will need in the future, and what technology and providers are most likely to fill those needs. It’s akin to predicting what new hires will be needed to fill future skills gaps and, as a result, when hiring for those individuals needs to occur.

Unless the organization has significant internal knowledge and expertise in IT sourcing and operational planning, strategic sourcing is likely one of those activities that’s best left to third-party help. Strategic sourcing and technology partnerships are a great way to ensure both access to the right technologies, and in-depth knowledge of how to best plan for future technology needs.

The role of partnerships in effective mobile sourcing

Technology and strategic partnerships—like those with preferred vendors or third-party consultants—play a pivotal role in ensuring effective mobile IT sourcing. 

As we’ve discussed, sourcing decisions require much more than basic cost analysis and short-term needs assessments. They demand long-term strategic thinking and deep understanding of business operations, alongside access to cutting-edge technology via robust vendor ecosystems. 

To pull that process off at scale, this also requires a deep understanding of the mobile procurement process, and tools that help to automate and streamline time-consuming procurement processes. 

Strategic partnerships with leading hardware, software, and carrier providers are essential, and allow businesses to access a wide range of devices and configurations that are tailored to their industry-specific needs. That’s because vendors with strong partnerships often offer exclusive features, competitive pricing, and dedicated support, ensuring businesses get the best value for their investment.

Companies that don’t have these established partnerships themselves can access them via third-party solutions. PiiComm, for example, is a vendor-agnostic sourcing partner that provides technology assessment and planning services, alongside deep access to industry-leading technology vendors. 

This depth of knowledge about modern technology and devices, alongside these vendor partnerships, allows us to recommend the right solutions without bias for any single vendor. Businesses gain access to better tools, wider options, and tailored support, while optimizing costs and minimizing procurement risks.

About PiiComm’s strategic sourcing solutions

PiiComm’s strategic sourcing solutions provide businesses with a seamless, end-to-end process for procuring mobile IT assets tailored to their specific operational needs.

Designed to reduce complexity and ensure cost efficiency, PiiComm offers vendor-agnostic technology recommendations, competitive pricing, and a single point of contact for all sourcing requirements. This service is particularly valuable for organizations seeking to save time, mitigate procurement risks, and optimize their IT investments.

We begin this process by conducting a detailed assessment of the client’s operational requirements, including the tasks that devices need to support and the environments in which they will operate. 

This ensures the right devices, whether rugged or consumer-grade, are selected for the job. Leveraging partnerships with leading hardware, software, and carrier providers, PiiComm then ensures clients benefit from access to a wide range of options, comprehensive testing periods, and unmatched value.

Here’s a snapshot of PiiComm’s strategic sourcing process: 

1. Needs assessment. PiiComm works closely with clients to evaluate their operational requirements, usage environments, and budgets.
2. Vendor evaluation. PiiComm identifies and shortlists the best hardware, software, and accessory options from a wide variety of technology providers, ensuring that the recommendations are free from vendor bias, tailored to the client’s needs.
3. Proposal development. Clients receive a transparent, competitive pricing proposal outlining recommended devices, services, and financing options like leasing or DaaS. 
4. Device testing. Before finalizing procurement, PiiComm facilitates thorough device testing to ensure the recommended solutions meet operational expectations.
5. Delivery and support: Devices are delivered ready to deploy, with ongoing support and lifecycle management services available.

By providing expert guidance and a streamlined process, PiiComm’s strategic sourcing solutions help businesses save time, reduce costs, and enhance productivity, ensuring they get the most from their mobile IT investments.

Want a transparent, forward-looking, and vendor agnostic approach to strategic sourcing? Contact PiiComm today to learn more about our Strategic Sourcing solution.