Proper equipment management is critical to businesses because it can reduce the expenses caused by losses. If you don’t track your equipment, you may lose sensitive or important information and tools. Without proper tracking, those accountable for damage or loss may not be held accountable. This ultimately lowers productivity. The good news is there are several ways to better monitor your equipment.
Monitoring daily usage will help you discover issues that you may have otherwise missed. This is especially important if you have multiple users using the same device. Monitoring equipment usage helps you determine if there are any performance issues. It also prepares you to investigate any damage beyond the normal wear and tear. You can implement this step in your fleet through proper fleet management practices. GPS systems are becoming more advanced every day, and you can use these solutions to solve operational inefficiencies. GPS systems also help you track vehicles so you can closely monitor usage.
Create An Equipment List
A new business owner to do list is never ending. So, if you haven’t already, create an inventory of all your business’s equipment, whether it’s items used in the office or vehicles in the fleet. It’s important to include all devices individual employees use. You can enter the information in a spreadsheet or software system designed to help you keep track of equipment. However, you choose to go about it, you should include information about each piece, such as who uses it regularly, warranty information, and the serial or tag number. You should also include the estimated end cycle date and purchase date. This helps you determine when it is time to replace the item.
Tag Each Piece
Tagging is especially important for smaller pieces, such as mobile phones or tablets. You can place electronic tags on each item to make it easier to track devices. You might include barcodes or QR codes so it’s easy to scan each item. One scan can give you information on everything from location to user to condition. Giving each piece a unique tag or serial number also helps prevent theft.
Create An Inventory Policy
It’s important to come up with regulations for all employees to follow. These rules can detail best practices and how each item is to be used. An employee may be required to report any theft or malfunction to the relevant department as soon as they become aware of the issue. In this policy, you can also detail standard operating procedures for documenting new equipment or vehicles.
Devices that connect to the internet may need to undergo additional safety procedures to prevent potential cybersecurity threats. Having proper rules in place will ensure equipment is handled well. The policy should establish accountability in case the equipment becomes damaged or loss. You could include the consequences for improper handling of items or explain disciplinary actions if the employee deliberately destroys property. This is a good thing for all new employees to review and agree to when beginning work at your organization.