How International Companies Can Set Up 100 Employee Workstations in India

Expanding into India is a major step for international companies establishing a new office, Global Capability Centre (GCC), Offshore Development Centre (ODC), or regional business operation. One of the most important parts of this process is preparing the IT infrastructure employees need to begin working productively from day one.

Setting up 100 employee workstations involves more than arranging 100 laptops or desktop computers. Companies must plan hardware specifications, software configuration, network connectivity, cybersecurity, accessories, device allocation, technical support, and future expansion.

For businesses entering India from the United States, the United Kingdom, Europe, Australia, Singapore, or the Middle East, coordinating these requirements remotely can be challenging. A structured deployment plan and a reliable local IT equipment partner can simplify the process.

This guide explains how international companies can plan, configure, deploy, and manage 100 employee workstations in India.

1. Define Your Office Requirements Before Selecting Hardware

The first step is to understand the purpose of the India office and the responsibilities of its employees. A technology development centre may have very different computing requirements from a customer support office, financial services team, consulting business, or corporate back-office operation.

Before selecting devices, identify the following requirements:

• Number of employees joining during the initial phase
• Department-wise hardware requirements
• Employee joining dates and deployment schedule
• Required operating systems and business applications
• Security and device management policies
• Office locations and remote working arrangements
• Monitors, docking stations, keyboards, mice, and other accessories
• Technical support and replacement expectations

For example, a company onboarding 100 employees may need standard business laptops for administration and operations, higher-performance systems for software developers, and graphics-capable workstations for engineering or design teams.

Preparing this information in advance helps the company select appropriate equipment instead of ordering the same configuration for every employee.

2. Choose the Right Workstation Configuration for Each Department

Not every employee requires the same computing power. Role-based hardware planning helps businesses balance performance, productivity, and IT expenditure.

Standard Business Workstations

Administrative staff, HR teams, finance departments, and general business users typically require reliable systems for email, spreadsheets, video conferencing, document management, and enterprise applications.

Depending on the software requirements, a standard configuration might include:

• Intel Core i5 or equivalent processor
• 16GB RAM
• 512GB SSD storage
• Windows 11 Pro or another company-approved operating system
• Full HD display
• Webcam, headset, keyboard, and mouse where required

These specifications are illustrative. The final configuration should reflect the company’s applications, security policies, and expected device lifecycle.

Developer and Engineering Workstations

Software developers, QA engineers, data analysts, and technical teams may require higher-performance laptops or desktop workstations.

Their requirements may include 16GB–32GB RAM or more, faster processors, additional storage, and compatibility with development environments, virtual machines, containers, and specialized software.

Teams working on artificial intelligence, machine learning, 3D rendering, simulation, or video production may need dedicated GPUs and workstation-class hardware.

Executive and Client-Facing Workstations

Senior management, consultants, and employees who frequently travel may benefit from lightweight business laptops, high-quality displays, docking stations, and accessories suited to their working arrangements.

A role-based hardware matrix should document the approved specifications for each department before equipment is ordered or allocated.

3. Prepare a Detailed Plan for All 100 Employees

Once hardware requirements are defined, the next step is to create a deployment plan.

A company may hire all 100 employees together or divide recruitment into several batches. The equipment delivery schedule should match the actual joining dates.

For example, a phased onboarding plan could look like this:

Deployment phase	Employees	Key activity
Phase 1	20	Initial office launch
Phase 2	30	Department expansion
Phase 3	25	Additional team onboarding
Phase 4	25	Final planned deployment
Total	100	Complete initial rollout

This is an illustrative schedule; the actual phases should follow the company’s hiring plan.

The IT team should coordinate with HR, procurement, office administration, and department managers to confirm the number of devices required for each phase.

Planning also helps identify urgent requirements, avoid unnecessary equipment accumulation, and provide sufficient time for device configuration and testing.

4. Decide Whether to Use Laptops, Desktops, or a Combination

The workstation model should reflect how employees work rather than relying on a single device type for the entire office.

Laptops are suitable for employees who need mobility, hybrid working, frequent meetings, or the flexibility to work across locations. They are also useful when the company expects employees to move between office and remote environments.

Desktop computers can be appropriate for fixed workstations, training rooms, shared operational environments, and teams that primarily work from assigned desks.

High-performance workstations are suitable for employees handling demanding technical workloads such as engineering applications, 3D design, rendering, and certain AI development tasks.

MacBooks and Mac desktops may be required by software development, design, media production, and other teams working within an Apple-based environment.

International companies should also check compatibility with headquarters systems, approved applications, endpoint management tools, and existing IT policies.

A combination of device types can provide the right performance for each team while avoiding unnecessary hardware expenditure.

5. Evaluate Flexible IT Equipment Arrangements

When establishing a new India office, companies may not know exactly how quickly headcount will grow or how long every project will continue. Purchasing an entire IT fleet immediately may therefore create a commitment before actual requirements are fully established.

Businesses can compare outright purchasing with flexible equipment arrangements based on their expected usage, financial priorities, and operational needs.

Purchasing IT Equipment

Buying devices can suit companies with stable headcount, established procurement processes, and a long-term requirement for the same hardware. However, the organization must also plan for asset ownership, maintenance, upgrades, replacement, and eventual disposal.

Flexible Equipment Arrangements

A flexible model can help companies access business-ready laptops, desktops, MacBooks, and workstations for a defined period. It may be useful during an office launch, a recruitment drive, a temporary project, or an initial expansion phase.

Businesses should compare the complete commercial terms, including equipment availability, configuration, delivery, support, replacement conditions, contract duration, and return procedures.

Companies planning a new India operation can explore enterprise IT solutions from Rental Plaza to assess equipment requirements for corporate deployments.

The appropriate model depends on the organization’s financial strategy, internal IT capabilities, and expected workforce growth.

6. Coordinate Equipment Deployment Across Indian Cities

International companies may establish their first office in Bengaluru, Hyderabad, Pune, Mumbai, Chennai, Delhi NCR, or another Indian business hub. Some organizations also distribute employees across multiple locations from the beginning.

Multi-city deployment introduces additional coordination requirements. Equipment must reach the correct location, match approved specifications, and be ready before each employee’s joining date.

A centralized deployment plan should include:

• City-wise employee counts
• Approved hardware specifications
• Delivery addresses and responsible contacts
• Batch-wise delivery schedules
• Device serial numbers and asset identifiers
• Configuration and testing status
• Handover confirmation
• Escalation contacts for delays or damaged equipment

Companies should also determine how remote employees will receive their devices and how replacements will be coordinated if equipment fails.

Working with an enterprise equipment partner that can coordinate requirements across India may reduce the administrative burden of managing multiple local suppliers independently.

7. Configure Devices Before Employee Onboarding

Delivering a device is only one part of a successful workstation deployment. Each system must also be configured according to the company’s technical and security requirements.

Before devices are handed over, the IT team should coordinate the following activities:

Operating System and Software Setup

Install the approved operating system, productivity applications, collaboration tools, and department-specific software. Confirm that software licensing and activation requirements are satisfied.

Security Configuration

Apply approved security policies, endpoint protection, encryption settings, access controls, and device management configurations. Ensure that the devices meet the company’s requirements before accessing corporate data.

Network and Account Access

Prepare the necessary user accounts, authentication methods, VPN access, and permissions. Test access to the applications and internal resources employees need for their roles.

Device Testing

Check hardware functionality, display quality, keyboard, webcam, audio, connectivity, battery performance where applicable, and any required accessories.

A documented configuration checklist creates consistency across all 100 workstations and reduces the risk of employees receiving devices that are not ready for use.

8. Build an Asset Tracking and Handover Process

Managing 100 workstations becomes easier when every device has a clear record from the beginning.

Each asset record should include its identification number, make and model, serial number, hardware configuration, assigned employee, department, location, deployment date, and current status.

The organization should also record whether the device is available, assigned, under repair, awaiting replacement, or returned.

During employee onboarding, use a documented handover process to confirm the equipment provided and communicate the relevant usage and security policies.

For flexible equipment arrangements, records should also capture the applicable contract period, support contact, replacement procedure, and expected return process.

A centralized asset register helps IT managers maintain visibility, support internal audits, coordinate employee transfers, and prepare for future device refreshes.

The same process should extend to employee exits. Devices must be returned, corporate access revoked, data handled according to company policy, and asset records updated.

9. Plan Technical Support and Device Replacement

Even a carefully configured workstation fleet may experience hardware faults, software issues, or connectivity problems. Companies should establish a clear support process before employees begin work.

The support plan should define:

• How employees report technical issues
• Who provides first-line troubleshooting
• How hardware faults are escalated
• What replacement options are available
• Expected response and resolution targets
• Who coordinates support across different cities
• How service records and recurring issues are tracked

For an international company, support arrangements should also account for communication between the India team and global headquarters across different time zones.

Companies should review support responsibilities and service-level terms carefully rather than assuming that equipment supply automatically includes every type of technical support.

Rental Plaza’s enterprise support SLA is a relevant starting point for businesses evaluating structured support arrangements for corporate IT equipment.

10. Prepare for Growth Beyond the First 100 Employees

An India office that starts with 100 employees may expand significantly as hiring, project delivery, and business operations increase.

The initial workstation plan should therefore account for future growth without requiring the organization to redesign its entire deployment process.

Maintain standardized device profiles, approved hardware specifications, configuration checklists, asset records, and supplier contacts. These provide a repeatable process when additional employees join.

It is also useful to forecast expected headcount for the next six to twelve months and identify which teams may need specialized equipment.

If a company plans to expand from 100 to 300 or 500 employees, it can use the original deployment framework to organize additional batches, track inventory, and maintain consistency across offices.

Flexible equipment arrangements may help businesses adjust their device capacity as project requirements and workforce size change, subject to availability and agreed commercial terms.

11. A Practical Checklist Before the Office Goes Live

Before the first 100 employees begin work, the IT and operations teams should confirm that the following items are complete:

• Employee headcount and joining dates are finalized.
• Department-wise hardware specifications are approved.
• Laptops, desktops, workstations, and accessories are allocated.
• Devices are configured and tested.
• Required software and licenses are ready.
• Endpoint security and access controls are applied.
• Internet, Wi-Fi, and corporate connectivity are tested.
• Asset records and employee handover procedures are prepared.
• Technical support and replacement escalation paths are documented.
• Multi-city delivery and remote employee arrangements are confirmed.
• Future hiring and device expansion requirements have been reviewed.

Completing this checklist before the office launch helps reduce last-minute issues and gives employees a more consistent onboarding experience.