IT Inventory Management: A Short Guide

IT Inventory Management: A Short Guide

IT Inventory Management: A Short Guide

Your IT inventory makes your working life so much easier, there’s no doubt about it. However, you may not have it quite under control. This is a mistake as it means you’re unlikely to be making the most of it. The good news is that when you use IT inventory management you can control and make the most of your IT assets.

Not everyone knows how to look after their IT inventory, let alone control it. This short guide, however, should help with this.

What’s In Your IT Inventory?

So what exactly is in your IT inventory? The easy answer is: anything that’s related to your computers. In other words, your PCs, laptops, tablets, cables, modems, printers, fax machines (if you still have them), and more. You may be surprised to learn just how many IT assets you have. However, when you do know how many you have you’ll understand exactly why IT inventory management is crucial. 

Have a think about what you have in your IT inventory. Make sure that you include anything that is remotely related to your computers, laptops, and your tablets. When you do, you’ll be able to have better control over everything.

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What is IT Inventory Management?

IT inventory management is all about controlling your IT assets. It’s also all about making the most of these assets. Right now, you may not be making the most of your assets. In addition to this, you may not be sending them for repairs as often as you should. Inventory management solves all of this by allowing you to gain full control over your assets. 

When you use inventory management to its full advantage you can:

  • Manage any faults along with setting up regular maintenance
  • Understand who has access to particular assets
  • Know where your assets are all day, every single day
  • Understand whether your assets are in the correct location 
  • Have more control over your assets than you realised. 

In short, when you manage your IT inventory, you have much more accountability over your assets. You can also print out multiple reports so you can understand how the assets are being used. As long as you opt for management software that allows you to print off reports you’re good to go. Doing so will allow you to get a better insight into how your assets are being used. A direct result of this means that you could use them in such a way that your business benefits.

How Easy Is It To Implement Inventory Management?

The really good news is that it’s easy to implement inventory management. All that you need to do is to choose some software that you like the look of. Just be sure that the software offers you all of the features that you need such as checking assets in and out, the option to use fixed or handheld RFID capabilities, organising assets into collections, and more. 

Once you’ve chosen the software that suits you, it’s time to start implementing its usage. This is easy. Simply attach an RFID tag or barcode to your IT assets. Scan the tags or barcodes as you add them so a profile opens up. Be sure to fill this profile with as much information as you wish. The more you add, the better as it means you can refer to it in the future, should you need to.

As soon as a profile has been created, the software will automatically track your IT assets. So, you will begin to benefit from using the software right away.

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The Benefits Of Controlling Your Assets

Some of the benefits of controlling your assets are: 

  • They’ll be in better condition – This is thanks to you having maintenance schedule reminders set up for all of your assets
  • You’ll have no more ghost assets – You’ll know which assets have been set to one side because they no longer work, allowing you to send them for repairs
  • Assigning assets is easy – You can do this at the touch of a button
  • You can track your assets – This can be done instantly 
  • It’s easy to export and print reports – Ensuring you know how everything is performing 
  • There’ll be more asset-related security It’s all thanks to you knowing where your assets are all of the time and who is using them. 

 

Using IT inventory management to its full advantage allows you to have more control over almost every aspect of each of your assets. This is why more and more people all over the world are now managing their IT inventory. Now it’s time for you to do the same. When you do, you will have the level of control you need over all of your IT assets. 

 

Wish to chat with someone knowledgeable about IT inventory management? Contact us today at team@itemit.com

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How Easy Is RFID Tracking?

How Easy Is RFID Tracking?

How Easy Is RFID Tracking?

You have no doubt seen a lot of RFID tags springing up all over the place. RFID tags are very easy to use but it’s not always clear how easy they are to use alongside an RFID asset tracking system. 

Don’t worry, this article will help you to understand just how simple, yet effective tracking via an RFID system is. Once you’ve finished reading this article you could be ready to use this type of tracking system in your workplace.

What Is RFID Tracking?

RFID tracking is a relatively advanced yet useful way of tracking your assets. It involves using radio frequency identification (RFID) to help you locate your assets. Every RFID tag contains a tiny aerial that sends out and receives information. This information relates to the asset you’re tracking. 

When you attach an RFID tag to an asset you’re just beginning the tracking process. When you set up a profile for your asset it is stored on your RFID asset tracking system. What this means is that you can now track more than just your asset’s location. You can see how often it’s used, whether it needs to go for its six-monthly repair, and even if it’s being used to its full advantage. As you can see, RFID tracking is wholly useful without being overly complicated.

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Fixed And Handheld RFID Readers: The Difference

Some people like to use handheld readers when they’re scanning their RFID tags. Others prefer to use handheld readers instead. A fixed reader allows you to identify different assets as they make their way through checkpoints. If you manufacture products and you use a conveyor belt, having a fixed reader could be ideal. It could scan the assets as they move along the conveyor belt. Fixed RFID readers are also useful if you want to move assets between dock doors. This is because the reader can be in one place all of the time, and proves to be really convenient. 

Handheld readers are there to be used when you’re on the go. They allow the user to move here and there with ease. With built-in antennas, handheld readers are usually the first choice for those who wish to track their assets. Any RFID asset tracking system that allows the user to operate it wherever they are allows for freedom and better usability. 

Before you sign on the dotted line and pay for a tracking system, consider what you want to use it for. Will you benefit from using a fixed reader or would a handheld one be better for you?

RFID Tags vs QR Codes

QR codes can be extremely useful to use. However, the code isn’t as technologically advanced as any RFID tag. It’s just a barcode that you can scan to access information about your assets. While RFID tags are similar in this respect, they offer so much more. This is simply because an RFID tag can be scanned through multiple surfaces. In addition to this, it is possible to scan more than one asset at once. This is not an option that QR codes offer you. You need to be directly in front of them before they’re scanned. Another benefit associated with using an RFID asset tracking system is that tags such as these can be edited. However, QR codes cannot be, making them less versatile.

Why Tracking Via RFID Tags Is The Future

RFID tracking is the future because it’s an easy yet reliable way to track your assets. As long as you use an RFID asset tracking system you can trust, you can track your assets easily. 

RFID tags are becoming more sophisticated. They’re becoming more useful in the workplace and they can help you to truly understand how your business is performing. RFID tags are now more popular than ever as people and businesses are understanding just how reliable they are.

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How To Get Started With RFID Tracking

To get started, all that you need to do is to attach an RFID tag to the assets you’d like to track. Attach one tag at a time so you know which assets you’ve made a profile for. The profile will appear on your handheld or fixed scanner once you’ve scanned the RFID tag. As soon as it appears, you can fill it with an abundance of information about the asset. 

Now, you’re ready to track your assets via your new RFID asset tracking system. It really is this easy. You don’t need to use any complicated software or be a computer genius. All you need to do is to make sure you use a tracking system that has a good user interface and is regularly updated. When you do, you’re good to go. 

 

Would you like to chat with someone who knows a lot about using an RFID asset tracking system? Contact us today at team@itemit.com.

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How To Keep Track Of Your Stationery Cupboard

How To Keep Track Of Your Stationery Cupboard

How To Keep Track Of Your Stationery Cupboard

Is your stationery cupboard a mess? Do you find it hard to know what’s what and whether you have enough of everything? If your answer to these questions is “Yes”, you need to use an office equipment management system. 

We all think that we’ll keep our stationery cupboard under control. However, realistically cupboards such as these are usually somewhat unkempt. They may also be full to the brim of pencils and paper clips that you just don’t need. Unfortunately, they tend not to be full of those items of stationery that you actually need so you can work. 

When you use an equipment management system to keep track of everything, you’ll find doing so is easy. In fact, you can leave most of the hard work to the system. This means you can get on with your tasks while using the stationery you actually need.

Create A Digital Profile For Everything

Now it’s time for you to start using a trusted office equipment management system. Be sure to choose a system that has a good reputation and offers you a lot for your money. You should also make sure that the system is updated frequently and has a good level of security. 

Once you’ve chosen a product that’s right for you it’s time to create digital profiles. Do this for every asset you want to track. Wish to track a pile of notebooks and some boxes of pens?  Place a barcode or an RFID tag on the box or the edge of the shelf where a box will sit. Then, scan the barcode. Your system will automatically create a profile that you can fill with an abundance of information. Add as much information as you please and do this for each profile you create.

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Let Your Management System Do The Ordering For You

Did you know that depending on the office equipment management system you choose it can order products for you? Let’s imagine that you have 20 boxes of blue ink pens that you get through every month. 

Once you’re down to your last few boxes the system can do the ordering for you. Please note, the system can only do this when you tick a box to say that you’ve opened a new box. Once you have, the system will order from your chosen manufacturer for you. This ensures that you always have plenty of blue ink pens in stock. It also means that you don’t have to spend precious time ordering more pens again. 

Say “Goodbye” To Non-Existing Assets

Ghost assets as those assets that exist but are no longer being used. Assets such as these include broken down printers, modems that don’t power up, and so on. Assets like these have some value but they cannot be used so there’s little point in your business owning them. 

Your new office equipment management system can help you say “Goodbye” to assets such as these. This is because when you’re creating profiles for everything you will no doubt come across them. This is when you need to make a decision about what to do with them. You can either send the assets for repair or simply get rid of them. Either way, you can say “Goodbye” to ghost assets and have a better idea about how much your business is worth.

Allocate A Specific Number Of Pens

Did you know that you can allocate a specific number of pens, for example, and other types of stationary? You could give each department 3 boxes of pens a month. Should they run out they can ask you for more. A request can be made via the management system so you have a record of it. A request such as this also means that the system knows how many 

When you allocate stationery it’s less likely to go missing. It also ensures that the right number of boxes of printer paper are sent to each department.

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Prevent Stationery From Going Missing

You could probably put up with a few pens and maybe even a notepad or two going missing every month. However, any more than that and it could start to get quite expensive.

Here is where making the most of your new office equipment management system can really help you out. 

  1. You can track who has been in your stationary cupboard and when
  2. You can see what everyone has taken out of the cupboard with your authority
  3. It’s possible to detect unauthorised usage/theft
  4. You could allocate stationery, as we have already seen

Your team members will see that all of the stationary is tracked and, therefore, be less likely to steal or lose it. 

Keep track of your stationery cupboard with ease. Know what you have in stock and what you need to order. Understand which department needs more pens and which needs less paper. Limit loss and theft while making sure you eliminate ghost assets. 

 

 

Would you like to speak with an expert about using an office equipment management system to help you keep track of your stationery cupboard? Contact us now at team@itemit.com.

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Tips For Managing Your Office Equipment

Tips For Managing Your Office Equipment

Tips For Managing Your Office Equipment

Managing office equipment is not always easy. Chances are, you have more equipment than you realised. When this happens, it can be hard to have full control over everything. For example, do you know when everything needs to undergo maintenance? Who is using your new tablets? Has everything been returned to the office on time? Finally, do you know when you need to order new supplies for the stationery cupboard? 

As you can see, there are a lot of things for you to consider. The good news is that when you start using device inventory management you can manage everything far easier. You will know who has what and when. You’ll know when assets need to be maintained, and so on. All of this can give you peace of mind.

How Do You Currently Manage Office Equipment?

So, how do you currently manage your office equipment? Do you have a procedure or two that you follow or are you winging it? If you don’t have some sort of device inventory management system you are missing out. 

Did you know that you can use your device management system to control almost everything? You don’t have to limit yourself to controlling just your devices. You can control when your office furniture is repaired and even when the windows get cleaned. However, it may be wise to make a start with your devices for now. When you get used to managing your devices you could add all of your other assets to the management system.

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How To Manage Your Office Equipment With Ease

You can manage all of your office equipment very easily. All that you need to do is to start using some device inventory management software. The great news is that software such as this is quite easy to use. You just need to make sure that you only ever use software that is regularly updated and reliable. It should offer you the chance to upload a lot of information about each of your devices. For example, you could add a user manual, photographs of the asset, and much more. 

As soon as you have some RFID tags or barcodes, you need to attach them to your assets. Scan each tag or barcode and you’ll see a profile has been created. It’s this profile that you need to add the information about each asset to. When you’ve added every piece of information you can start to control your office equipment. Read on to find out how you can manage your devices and more.

Regularly Maintain Everything In Your Office

One of the most important things you can do to keep your office equipment managed successfully is to maintain it. Ideally, you will use your shiny new device inventory management software to set up maintenance schedules. You will need to do this for every asset/device that you own. 

Setting up a schedule such as this allows you to stay in control. Your assets will be in much better condition which means you won’t have to replace them as often. Please just make sure that your maintenance department receives scheduled alerts at your chosen intervals. The alerts will tell the team which assets they need to retrieve and examine. It really is that simple.

Assign Assets To Your Team

Did you know that you can assign assets to your team? Wish to assign your new tablets to your sales department? Simply click on each of the tablets you’ve added to your device inventory management software and choose who you’d like to assign them to. 

This feature will automatically allow you to manage your office equipment more effectively. In addition to this, it will ensure that the right team members only ever have access to the equipment they should have access to.

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Boost Both Productivity And Security

When you start using some device inventory management to help you manage your office equipment you boost productivity. Both you and your team will find that you all get those little box-ticking tasks completed earlier. This is because your management software may be able to deal with them. For example, it may know when to order stationery, and when someone hasn’t returned a laptop, and so much more. Consequently, you could get on with more important tasks.

When you start using management software you automatically increase security. All of your devices are tracked and they are, therefore, more likely to be returned. You could also see when a tablet, for example, is removed from the office. Knowing where the tablet is and who has it will mean it’s easier to ask for its return. 

When you want to manage your office equipment you need to use the right type of software. Failure to do so could mean that you’re back to square one. It’s now time for you to manage everything effectively. 

 

 

Wish to chat with an expert about using device inventory management in your office? Contact us today at team@itemit.com.

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Expert Guide: RFID Tracking Explained

Expert Guide: RFID Tracking Explained

Expert Guide: RFID Tracking Explained

The world is now becoming aware of RFID and all of its abilities. You’ve no doubt seen RFID tags in restaurants and maybe even on your television screen. However, you may not know how RFID tracking can be used in your business. 

Don’t worry, you’ll be surprised at how easy it is to use RFID tags in your place of work. This expert guide will teach you all that you need to know.

What Is RFID Tracking?

RFID tracking involves using Radio Frequency Identification to help you track your assets. Every RFID tag is linked to a tracking tool that allows you to ultimately track assets. You can track the asset that each tag is attached to. In fact, you can track more than each asset’s location. 

Depending on the RFID tracking tool that you use, it’s possible for you to track a lot of details about your assets. You can track each asset’s usage, maintenance record, and so much more. This potentially makes using tags such as this even more beneficial than you may have thought. They can open up a world of possibilities for you and your place of work. This is absolutely no exaggeration as you’ll probably find out should you sign up for RFID tracking.

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Who Already Uses RFID Technology?

Around since the 1970s in various shapes and forms, RFID tags are now easier and cheaper to manufacture than ever before. Livestock and rail coaches were used with RFID tags tracking them in recent years. These days, however, we tend to use tags for more than just tracking livestock, etc. 

It’s thought that one day tags may be used in everyday locations such as supermarkets, allowing the tracking of trolleys. Should a trolley go past a specific point outside, the trolley could become unusable. For now, however, a modern RFID tracking tool is ideal for tracking assets. 

It does not matter where you work or even how many team members you have, RFID could be ideal. As long as you have at least a few assets, you can make use of tags and all that they have to offer.

How RFID Tracking Works

When you attach a tag to an asset and scan the tag you open up a digital profile. This profile can be filled up with a lot of information. 

When you use a reader to scan your assets it picks up the radio waves that are sent out by the tag in question. As long as you use a reliable RFID tracking tool you can use it to scan any asset that has a tag. 

Did you know that you can also log into the tracking tool and see where your assets are? You can see who is using your assets, what condition they’re in, and even what data they have created. Whenever you use an asset it creates data. This data is stored on the reader and it can be extracted and read in a PDF format.

The Benefits Associated With Using RFID Technology

There are many benefits associated with using this technology. However, they’re not immediately obvious to those who aren’t familiar with RFID. Some of the best benefits are:

A reduced incidence of theft – When all of your assets are tracked, they’re a lot less likely to go missing. This is ultimately because your team members will know that everything is tracked. When assets are tracked they’re also less likely to go missing. If they do, you could track their location and retrieve them easily. 

Increase lifespan – A lot of businesses now use an RFID tracking tool to increase the lifespan of their assets. You could set up a maintenance schedule for every asset. You’ll receive an alert on the selected date and your maintenance team can examine the asset. When assets are looked over regularly they are going to last longer. This means you could save money and that’s always a good thing.

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Understand your business better – Earlier in this article, we saw that you could export the data your assets have created. This data could prove to be extremely useful. You could use it to understand your business on a whole new level. You could see how your assets are used, whether they’re reliable, who uses them, and so much more. Let’s imagine you hire out equipment. Some of your equipment may be in high demand, however, without the software you may not know what’s what. When you have a better insight into your business you are more likely to see it grow. 

As you can see, using RFID technology can allow you to have full control over your assets. It’s a form of technology that’s becoming increasingly popular in the workplace and it’s easy to see why. Now it’s your turn to make the most of all that it has to offer. 

 

Wish to speak with an expert about using an RFID tracking tool? Contact us now at team@itemit.com.

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