Computer inventory management is required by all businesses, irrespective of their size, sector, or how long a business has been operating. When it is used to its full advantage, inventory management can help most businesses in a wide variety of ways.
Below, you can find more information as to why your business needs computer inventory management.
Common Challenges Without Computer Inventory Management
Running a business without an effective computerised inventory management system often involves a number of challenges. Among the frequent problems which businesses face is the inability to track computer inventory properly. With no central system tracking it, assets could get misplaced, lost, or forgotten; this, in return, creates delays and inefficiency in the performance of the business. All this lack of overview makes it impossible to tell what equipment is being used and what should be checked or replaced.
The manual management of IT assets, whether done through spreadsheets or using old systems, only leads to human error, including duplicate entries, outdated records, or incomplete data. Such errors upend work processes and increase operational costs.
Another challenge is the difficulty in performing remote inventory management, especially for businesses with multiple locations. Without the right system, managers struggle to monitor and manage inventory from afar, leading to gaps in communication and control. Implementing reliable IT asset management software can alleviate these issues by providing real-time access to asset data and improving overall asset tracking.
Asset tracking made easy.
It's Clear What's In Your Computer Inventory
At times, you may need to have access to your inventory. However, if your inventory is listed on a spreadsheet, seeing exactly what it contains isn’t always easy. In addition to this, if multiple people have access to your computer inventory it may not be accurate.
When you use inventory management that works well, you can see exactly what your inventory contains. As a result, you can make better decisions regarding the purchasing and distribution of assets.
Assets Can Quickly Be Located
Some computer inventory management allows you to track your assets. With the use of an RFID tag or barcode attached to each asset, you can see where they are. This ensures that computer assets can be located quickly. With this comes an extra layer of security that all businesses can benefit from.
Computers, printers, tablets, and other devices can be valuable and costly to replace. When assets such as these are tracked all day, every day, they’re less likely to go missing. As a result, your business
Booking Assets is A Breeze
Not a lot of people are aware that some computer inventory management software allows you to book assets. Let’s imagine that you and your team need to have access to 12 tablets over the next week. Using the right software, you book the assets so they’re available when you need them.
When you book an asset or a group of assets, other team members know you are before them in the queue. This means you’re more likely to find that the tablets are available for you to use when required.
When you and your team have completed the tasks in question you can return the tablets. You can do this by checking the tablets back in again. When you do, the inventory list will show that you have all finished using the tablets. The tablets can then be readily available for the next team or individual who needs to use them.
Maintaining Assets Is Far Easier
Adding a maintenance schedule to the computer inventory ensures maintaining assets is easy. You can set up reminders to alert you when maintenance is due on each asset. Therefore, assets are more likely to be examined and repaired.
No More Ghost Assets with Computer Inventory Management
From time to time, almost every business will have ghost assets. These are assets that are considered to be in working order and ready for use. If, for example, a printer breaks down, the incident can be reported to the maintenance team within seconds. The maintenance team will know that the printer needs attending to and they can schedule it for repair.
Without the use of computer inventory management, the broken printer may sit idle for weeks or even months. As a result, your team members may need to use another printer that’s located elsewhere or is used by another busy team.
When you use a good inventory management system, the wait is eliminated. You won’t be left with assets that are not in working order. You can get on with the tasks you need to complete without being impeded. As a result, productivity can be improved.
A Wealth of Asset Information Can Be Added And Accessed
Whenever you add a new computer or piece of equipment to your inventory software you can add a wealth of information about it. For example, you could add the asset’s:
- Make and model
- Usual location
- Serial number
- Insurance details
- Date and time of purchase
- Value at time of purchase
- Current value (Estimated)
- Maintenance record
- Current and past users
- Photograph
- And much more
You can add as much or as little information as you wish. When you add such information to the software, you can access the information whenever you wish. This can potentially save you a lot of time.
Managing Reports Is Easy with Computer Inventory Tool
Would you like to see how many times a particular asset has been used in the last 6 months? The right computer inventory management software can help you with this. You can create as many reports as you like. The software will start creating data the moment you begin using it.
You can potentially create as many reports as you like and export them as and when required. With access to as much data as you need, you can potentially see how well your business is performing in a wide variety of ways.
Your Asset List Can Be Accessed Via Multiple Devices
These days, inventory management software will allow you to access your asset list via multiple devices. You can see which assets are currently being used by logging in via your laptop. You could use your phone to check where your assets are. Alternatively, you could use your tablet or desktop computer to see which assets need to be sent to maintenance.
When you have access to your assets and the ability to control them via multiple devices, your working day can be made much easier.
How to Implement Computer Inventory Management in Your Business
Of course, integrating some kind of computer inventory management system into your business doesn’t have to be overwhelming. Here’s a quick guide to computer inventory management that will help you get started:
- Choose the Right Software: You need to choose IT asset management software that meets the need of your business. It is highly desirable that the software comes with scalability, cloud integration, and ease of use in case you are dealing with a large number of assets at your workplace.
- Setup Asset Categories: Once the software is up and running, categorize your assets into asset types, locations, and departments. This will streamline the managing process and help in tracking the computer inventory in relation to specific needs.
- Apply Asset Tags: Labeling with barcodes, QR codes, or RFID tags on each piece of equipment allows for easy scanning and tracking, whether you are physically managing the inventory on-site or need to carry out the activity as remote inventory management..
- Train Your Team: Let your team be adequately trained in the use of the new system. This involves how to log new assets, book equipment, and generate reports. A well-trained team ensures the full realisation of the system’s potential.
- Regular Maintenance and Audits: Allow inventory software to facilitate regular audits and maintenance checks so that your asset records are correct and your equipment is working. This step will ensure not only that your system is updated, but that your assets also get accounted for at all times.
If you would like to learn more about computer inventory management contact us today. You can reach our expert team now at: team@itemit.com.
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Frequently Asked Questions
What is a computer inventory system?
A computer inventory system is a digital tool that helps organisations track and manage their hardware and software assets. It keeps detailed records of each computer’s specifications, locations, and the software installed, helping to prevent loss and improve maintenance schedules.
Why use inventory management for computers?
Inventory management for computers helps businesses maintain optimal control over their IT assets. By tracking computers, organisations can ensure that they’re properly maintained, avoid overstocking or understocking equipment, and plan for upgrades or replacements when necessary.
What is a computerised inventory control system?
A computerised inventory control system automates the process of managing stock, equipment, and other assets. It replaces manual methods of tracking by using software to streamline inventory tasks, reduce errors, and provide real-time insights into asset availability and location.
What are the main reasons for keeping inventory?
- Efficiency: Proper inventory ensures that businesses can meet demand without delays.
- Cost Control: Keeping accurate stock records helps avoid unnecessary purchases.
- Maintenance: Regular inventory checks allow businesses to maintain their assets and plan replacements.
Loss Prevention: Tracking assets reduces the risk of loss or theft.
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