Choosing a Business Laptop: A Guide for Lawyers
Purchasing a laptop can feel overwhelming with all the technical jargon, but with a little guidance, you can choose the right device for your needs. Here’s a breakdown of the key technical features to consider when buying a business laptop, explained in plain terms.
When you go to buy a laptop for work keep in mind that machines that are optimized for business use are more suited to a law firm environment. They are typically optimized for multi-tasking, security, and have more efficient batteries. They also tend to last longer. Business laptops also do not come packed with extra software like games and adware. Finally, business laptops tend to have more options for warranties and service, like same day onsite repairs, “keep your drive” for security, and extended warranties.
In addition to technical specifications, think about how you will use the laptop. If you are using it primarily with an external monitor, keyboard and mouse you might choose a smaller screen size. If you are a road warrior, you may want to focus on battery life and weight. If you travel with your laptop frequently, remember that a machine over five pounds will weigh a metric ton at the end of a long day. Do you like touch screens or convertibles (laptop/tablet hybrids)? Are there any ports (ethernet, USB, HDMI) that are important for you to have onboard? Look for a lightweight and durable laptop. Models labeled as “business laptops” often have sturdier builds to handle frequent travel and daily use.
Most business laptops come with the operating system installed. If you want a Windows machine, opt for Windows 11 Pro. If you are an Apple fan the latest version of their operating system is macOS 15 Sequoia. There are also alternatives like Linux, currently Linux Mint 22 “Wilma”. Keep in mind that the first thing you will do with a new laptop is update the operating system with the latest patches and fixes.
Cost
How much do you want to pay for a new laptop? For a reliable mid-tier Windows laptop expect to pay between $1000 – $1500 as of this writing, January 13, 2025. Keep in mind as you are choosing your laptop that certain choices will increase the price. A 16” screen will cost more than a 14” screen. A faster processor and more RAM also add to the cost. Do you need it now? Make sure to shop for products that are in stock and watch for shipping fees. While it may be tempting to purchase a refurbished model, carefully review the warranty and make sure there is a return policy. Expect refurbished laptops to have a shorter lifespan.
Manufacturers that sell business laptops include Dell, Lenovo, Apple, and HP. NCBA members get discounts with Lenovo and Office Depot.
Tech Specifications
As you shop for a new laptop here are some options you will see and what they mean in terms of performance.
Processor (CPU): The Laptop’s Brain
The processor determines how fast and efficiently your laptop can handle tasks. For legal work, you need a processor that can handle multiple tasks at once, like having several document windows open while running practice management software. Think of it like the engine in a car. A more powerful engine (i7) means better performance and the ability to handle more demanding tasks. A faster processor means faster document searches, smoother multitasking between different applications and quicker response when working with large PDF files. Avoid Intel Core i3 or AMD Ryzen 3 – these are entry-level processors not suitable for professional work.
- Intel vs. AMD: These are the two main brands. Both are reliable, but Intel is more common in business laptops. Look for models like Intel Core i5 or Core i7, which balance performance and energy efficiency.
- What to Choose:
- Core i5: Perfect for multitasking, video conferencing, and managing multiple programs.
- Core i7: Ideal for power users who work with large legal documents, spreadsheets, or legal research software
- AMD Ryzen 5 or 7 (5000 series or newer) – Excellent alternatives to Intel
RAM (Memory): The Laptop’s Short-Term Memory
RAM affects how smoothly your laptop runs when you’re multitasking. Think of RAM as your desk space. The more space you have, the more documents you can work with simultaneously without having to file them away. The greater the RAM the more browser tabs you can open without slowdown, faster switching between different applications and better performance with video conferencing while working. 8GB RAM is too limited for modern business use.
- What to Choose:
- 16GB: Better for handling larger files or running multiple programs at once, ensuring the laptop doesn’t slow down.
- You can get more RAM (32GB/64GB/128GB), but this will significantly drive up the price
Storage: Where Your Files Live
Storage determines how much space you have for files, programs, and data. Think of storage as your filing cabinet. Many lawyers store documents on a file server or in the cloud, so the space on a drive primarily houses temporary files, system files, and applications. However, if you keep large files (video, audio, images) on your local device you will want to get more storage. A generous hard drive has about 512 GB, though you can get terabyte(s) of space for a modest increase in cost.
In addition to size, there are several types of storage drives. An SSD (solid state drive) is like having a super-organized, easily accessible cabinet, while an HDD (hard disk drive) is like an old, clunky one. HDD will certainly be less expensive but may be frustratingly slow. The SSD is a better choice as they are much faster and more durable, ensuring quicker startup and program loading times.
In SSD there are several types. M.2 and SATA are the older technologies and are not as speedy as the NCMe and PCle. Windows will start up in about half the time with NVMe or PCle, large files (like video evidence or case file archives) will copy much faster, programs and applications will launch more quickly and there will be less waiting time when searching through large document libraries.
If you’re buying a new laptop today, go for NVMe or PCle if it’s an option. The speed difference is noticeable, and the price difference is usually minimal. However, if you’re already using a SATA SSD, it’s not urgent to upgrade – SATA SSDs are still much faster than traditional hard drives.
Display: Your Window to Work
The screen size and resolution are factors that affect how easy it is to work on your laptop. Reduced eye strain during long document review sessions, clearer text when reviewing contracts and better screen sharing during video calls are some of the real-world impacts.
- Screen Size:
- 13-14 inches: Lightweight and portable, great for lawyers on the go.
- 15-16 inches: Offers a larger workspace but can be less portable.
- Resolution: Look for Full HD (1920×1080) for sharp and clear text, which reduces eye strain during long hours of reading or writing.
- Panel Type: IPS or OLED (better color accuracy and viewing angles)
Battery Life: Staying Powered Through the Day
While the specifications will suggest that a laptop has an 8- or 10-hour battery life, that is in a best-case scenario. Read reviews to see if battery life really meets claims. Also consider best practices to keep your battery running when you need it. Essential for working away from your desk or in court. Always use the charging cable that comes with the laptop and consider buying a backup to keep in your travel bag.
- Choose a laptop with 8+ hours of battery life to avoid frequent charging, especially during court appearances or client meetings.
- Recommended: 10+ hours
Ports and Connectivity
- USB Ports: Ensure the laptop has enough USB ports for your needs (e.g., for external drives, a mouse, or a scanner). Getting a port replicator or docking station for peripherals that don’t move can reduce the need for a laptop to have sufficient ports for all of the devices you might need to plug in.
- HDMI: Useful if you connect to external monitors or projectors.
- Wi-Fi 6 and Bluetooth: Ensure the laptop supports the latest connectivity standards for faster and more reliable wireless connections.
Additional Features to Consider
- Built-in fingerprint reader
- Good quality webcam (1080p preferred)
- Numeric keypad
- Spill-resistant keyboard
- Touchscreen
- Mobile broadband capability
Laptops are essential tools in a law office and are investments in your productivity. A good business laptop should last 3-4 years, so it’s worth spending more upfront for better quality and performance.