Why Facilities Management And Asset Tracking Go Hand-In-Hand

Why Facilities Management And Asset Tracking Go Hand-In-Hand

Why Facilities Management And Asset Tracking Go Hand-In-Hand

When you look after a building alongside some or all of the surrounding areas you need to be able to track everything. Making sure that you know what’s what and what needs to be done can be difficult. This is when using an asset register format can make a world of difference. 

Read more of this post now to discover just how an asset register can help.

What Facilities Managers Are Required To Track

So what exactly do facilities managers need to track? The answer is “a lot”.  Fortunately, these days tracking everything is easier than ever before. However, a lot of different assets still need to be tracked. These can range from tools to lawn mowers, light bulbs to circuit boards, vans to boxes of printer paper, and everything in between, including buildings. Your new asset register format can absolutely track a building because that building will need repairs, painting, and security. Tracking a building in this way can help you to understand what tasks have been completed and which still need to be done.

Business Asset Tracking

A Modern Solution For Facilities Management

When it comes to finding a modern solution for the management of facilities there is a range of options. You could list all of your assets and your tasks on a tablet. You may even have a list of those important tasks on your phone. However, this is not a solution, as such. What you and every facilities manager need is an asset register format that’s reliable and does the hard work for you. Ideally, the asset register you’ll use will automate everything so all you need to do is look at the outstanding tasks. A modern solution is one that makes life a lot easier and it’s one that you could have in the palm of your hand.

Leaving Spreadsheets In The Past

While many people and businesses still use spreadsheets, it’s better to leave them in the past. A spreadsheet is by no means a modern or reliable asset register format. In fact, it can be full of mistakes that mean your asset list is completely inaccurate. You need a better format so that you’re aware of what assets you have, what’s been repaired, and which tasks need to be undertaken.

Spreadsheets can be full of errors simply because we humans make mistakes. No matter how careful we are, mistakes still occur. If you make one small mistake on a spreadsheet it could have a lot of bad implications. This is especially the case if you use equations to help you work out what’s what. Leave spreadsheets in the past and use something much more reliable.

Understanding What Tasks Need To Be Undertaken

When you know what jobs you need to do you can formulate a plan. You can decide which tasks to do first and which can wait for later. When you use an asset register format that shows you which tasks have been completed, you know how busy your day’s going to be. You can also get those vital tasks undertaken sooner rather than later. When you can prioritise you can take better care of the facilities you manage without any extra work on your behalf.

itemit asset tracking software logo

Tracking All Of Your Assets

Regardless of the type of business you run you need to track your assets. It’s likely that you have and use a lot of assets while you’re at work. Therefore, it makes perfect sense for you to track them. When you use asset register software that’s reliable it makes tracking easy. All that you’re required to do is attach an RFID tag or QR code to your assets (including your buildings and vehicles). As soon as you’ve attached a tag or a code and scanned it the asset in question is being tracked. Your software will detect where the asset is at all times. This allows you to locate your assets and even understand what condition they’re in.

Dealing With Repairs

Did you know that your new asset register format can help you to deal with repairs? If you’re a facilities manager you’ll know that repairs need to be carried out much of the time. When you use an asset register to track your assets they can also help you to deal with broken down parts, machines, vehicles, computers, etc. 

Simply set up a maintenance schedule for your assets and you’ll receive an alert when it’s time to examine the asset. When you use a schedule and examine assets regularly they will be less likely to break down. This means they will be in better condition meaning the maintenance team could have less work to do. 

As you can see, facilities management and asset tracking really do go hand-in-hand. 

 

 

Wish to speak with an expert about using an asset register format to help with your facilities management? Contact us today at team@itemit.com.

The Better Facilities Management Software

Choose a better way to track your assets

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

Related articles

Use Real-Time Tracking For Your Business: Here’s Why

Use Real-Time Tracking For Your Business: Here’s Why

Use Real-Time Tracking For Your Business: Here’s Why

Using real-time tracking can help your business in a wide variety of ways. However, it’s not always very clear what these ways are. Don’t worry, with the use of some equipment tracking tags and by reading this article you’ll begin to understand why tracking your assets in real-time is the way forward.

Efficiency Can Be Improved

If you were to ask almost any business owner what they would like to improve it’s likely that they would say the business’s efficiency. When you use equipment tracking tags alongside tracking in real-time you can make your business much more efficient. This is because your assets can be maintained as and when they need to. When your assets are maintained in this way it allows them to work better for you. It also means that you and your team are more likely to have the tools that you all need. 

Business Asset Tracking

Assets Can Last Longer

As we have already seen, your assets can be maintained more frequently. Why is this so? It’s simply because you can set reminders to maintain your assets. As soon as you have scanned your equipment tracking tags you can set maintenance reminders for those assets. Your reminders can notify you and the relevant department when an asset needs to be checked out. 

When assets are regularly checked out/examined, they aren’t going to break down quite so often. What this means is that you can rely on them to complete the tasks in hand. You can also rely on them to last longer than they may have otherwise. This can help to reduce costs and boost productivity.

Accountability Can Be Improved

When you use real-time tracking to your advantage you can improve accountability. You can see who is using which assets and whether they are being used safely and correctly. When your team knows that the assets are being tracked (via the use of equipment tracking tags) they’ll be more responsible.
When your team is more responsible for your assets it means they’re less likely to be misplaced or damaged. Additionally, you can have peace of mind knowing that everything is being tracked and looked after. 

Audits Are Made Easier

Thanks to the way that equipment tracking tags and real-time tracking work, audits are easier. Why might this be the case, you ask? It’s simply because most, if not all of the information you need is readily available. 

You will have a lot of the figures you need for your audit. That is if you have already entered the value of each asset into the individual digital profiles. You may also have the value of your business if you’ve entered invoice-related values. 

When it comes to the subject of accountability with regard to audits, all should be ok. You know what your sales figures are as you’ve exported data from the software. You can then see how your business is doing. Finally, it’s possible to understand whether asset values have depreciated. Again, this information can be seen by exporting data. Simply export the data in the form of a report to PDF and you can have almost instant access to it.

itemit asset tracking software logo

Assets Are More Secure

Did you know that when you track everything in real time assets become more secure? Because you’ve added tags to them and they’re being tracked they’re much safer. 

Your assets, including vehicles, machinery, equipment, tools, and everything in between are obviously being tracked. A direct consequence of this means that fewer assets may be misplaced or stolen. Additionally, you could find that fewer assets also become damaged. 

When assets are obviously tracked they are better taken care of. What does this mean for your business? It means you could spend less money and time trying to repair or replace damaged or misplaced assets. Consequently, you could have more vital funds to spend elsewhere.

The Creation Of Useful Data Is Possible

As we have already seen, it is possible to create very useful data. Once you have created a digital profile for each of your assets and added equipment tracking tags the creation of data begins. 

Thanks to the way that the tracking software works, you can access highly relevant data very quickly. You’ll be able to see how often your assets are used, if they’re in a good state of repair, whether there’s a need for more assets in some departments, and so much more. 

When you have access to data such as this you can have more control over your business. This is not something that you would be able to do if you did not track your assets in real time. 

 

 

 

Would you like to speak with an expert about using equipment tracking tags so you can track your assets in real time? Contact us today at team@itemit.com

The Better Way To Track Assets

Choose a better way to track your assets

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

Related articles

How to Create A Hardware Inventory

How to Create A Hardware Inventory

How to Create A Hardware Inventory

When you have a lot of hardware it makes sense for you to take control of it. Most businesses have a lot of hardware but they’re not always aware that taking control is the way forward. They’re also unaware that creating a hardware inventory is the ideal way to go about it. 

If you’re not sure how to create an inventory, don’t worry. This article will guide you through every step. You’ll soon be able to create a hardware asset register/inventory that will give you full control.

Choose Where To Begin

One of the first things that you need to do is to choose where to begin. When you add everything to your new hardware asset register you need to be organised. Rather than trying to add your most important assets to the register first, you should ideally do one area at a time. For example, you could start with one corner of your storeroom or warehouse. You could begin with one of your offices or a corner of a site. Once that area is complete, move on to the next one and keep going. Adding everything to the register this way means that you’re less likely to miss anything.

Business Asset Tracking

Attach A Barcode To Each Asset

Once you’ve decided where you’re going to begin you need to start by adding a barcode to your assets. Do one asset at a time. Attach a barcode in a convenient place and scan it. Make sure that you attach the barcode well so it sticks to the asset. Don’t worry, it’s likely that the barcode has been made to last so it should stick nicely. Once it’s attached you’re ready to create your hardware asset register. 

Create Digital Profiles

To create a digital profile you simply scan the barcode. The software will open up some options for you and allow you to add information. Each one of your assets needs to have a digital profile so that you can identify which asset is which. It’s very likely that your hardware asset register will contain more assets than you think. This is why you need to be able to differentiate one from the other.

Populate The Digital Profiles

As we have already seen, scanning a barcode will open up a digital profile. When this happens, it’s time for you to populate it. Add the make and model of the asset and other details such as when it was purchased, the warranty and insurance information, and so on. You could even add a photograph to make identification easier. Don’t forget to set up some maintenance reminders so you can take good care of your assets.

itemit asset tracking software logo

Track Your Hardware

Did you know that as soon as you have attached a barcode and scanned it some sort of magic happens? Ok, so it’s not exactly magic but what happens is quite special. When you scan the barcode your software will automatically begin to track the asset. What this means is that you will always be able to see where the asset is. All that you will need to do is log into your hardware asset register and choose the asset in question. Then, you’ll be able to see where it is.

Create A Lot Of Useful Data

In addition to making tracking assets very easy, your hardware asset register also creates data. Every time you log into your software, every time an asset is scanned or used, data is created. This data can show you exactly which assets are used and when. It can show you who has used the asset, if it needs to be repaired, or if it’s still sitting idle in the warehouse. 

When this data is created it ensures that you have a much clearer picture of your business. You can see, possibly for the first time, how your assets are being used. You may even be able to see if you have enough assets. With this information you can get a better look at how your business is run and where any deficits are. But don’t worry, you won’t have to look at a screen so you can read and make sense of the data. You can export the data to PDF and print it off, should you wish to.

Log Into Your Software Easily

Depending on the software that you use, you could log into it easily. You could gain access to your register via your laptop or desktop computer. If you need to get out and about, don’t worry, you can also access the software via a tablet or your smartphone. Just make sure you have downloaded the required app and you’ll be good to go. 

Creating an inventory is relatively easy, and the results it gives you can be highly useful. 

 

 

Wish to speak with an expert about using a hardware asset register? Contact us today at team@itemit.com

The Better Way To Track Your Hardware

Choose a better way to track your assets

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

Related articles

Improve Equipment Tracking With RFID Tags

Improve Equipment Tracking With RFID Tags

Improve Equipment Tracking With RFID Tags

When you want to track your equipment and track it easily you need an RFID asset tracking system that works well. There are other types of tracking systems available, however, using RFID tags is the best option. This is simply because using these tags provides an accurate and simple way for you to track anything.

Tracking Your Equipment

Tracking equipment, machinery, tools, tablets, computers, vehicles, and more is vital. When you know where everything is and even how often it’s being used you can have more control over it. 

An RFID asset tracking system can quickly and easily allow you to see where your assets are. It can show you how many times it’s been used and by whom. You can see if there are any issues with your assets and even if they’re in the queue for maintenance.

Business Asset Tracking

Tracking Fixed Assets

Did you know that you can track fixed assets? Ok, so you may not be able to track them in the same way as non-fixed assets. However, tracking fixed equipment can be very helpful. Allowing an RFID asset tracking system to track anything fixed is a good idea. Again, you can see how many times it’s been used and its maintenance status. 

Let’s imagine that you work in a large building. It’s your responsibility to maintain fixed assets. Knowing where they are can be difficult. However, when you have tracking software that shows you where everything is, it makes your job easier. Additionally, you can create maintenance reports and update asset status via the software. As a result, you and your team can see what’s what.

How To Start Using RFID Tags

While using an RFID asset tracking system for the first time may seem daunting, it can in reality be quite simple. All that is required is for you to: 

  • Attach an RFID tag to your equipment 
  • Scan the tag so that a digital profile is created for that specific asset
  • Populate the profile with useful details about that specific asset 
  • Start tracking the asset in question right away
  • Collect data about your assets whenever they are used

Did you know that when you track anything using an RFID tag you can locate the asset easily? You don’t have to be standing next to the asset in order for the software to locate it. Just stand close to the asset and the software will pick it up. There’s no need for you to try to find the tag. This is highly convenient.

Collecting Data For Your Reports

Whenever you use your tracking system it will collect data. The data that the system collects could prove to be very useful. The reason for this is because the data will ultimately show you how your assets are being used. 

You could also potentially see how well your business is running. This is because you can track invoices, understand stock levels, and so much more. There’s a real opportunity here for you to make changes where they are needed, thereby helping your business to succeed. This may not be possible without you using asset tracking software.

itemit asset tracking software logo

Keeping Your Equipment In Good Working Order

Any decent RFID asset tracking system will help you to keep your equipment in good working order. You can add reminders showing when each equipment’s maintenance schedule is due. You could understand what’s wrong with it through the notes people have left. Finally, you can keep everything in good working order as everything will be looked after.

Preventing Asset Loss

Your new RFID asset tracking system can help to prevent asset loss. When you attach an RFID tag to any asset it’s automatically tracked. You can see where your assets are at any given time. 

When everyone using your equipment sees an RFID tag they’ll know it’s being tracked. Consequently, they will be a lot less likely to lose or even take your equipment. While the use of tags such as this may not reduce theft entirely, they can make a real difference. Additionally, you may be able to see who last used the equipment and where it was before it was stolen. With this information, you could gain a better understanding of where your equipment is and who took it. Finally, this information makes retrieving the equipment much easier. You can simply log into the software & see where it’s located. 

You can realistically and easily improve asset tracking by using RFID tags. As you can see, it’s possible to improve tracking in a number of different ways. Therefore, there’s a real chance that you could boost your business with not very much effort on your part. 

 

Want to chat with someone knowledgeable about using an RFID asset tracking system to help improve equipment tracking? Contact us today at team@itemit.com

The Ideal RFID Asset Tracking System

Choose a better way to track your assets

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

Related articles

Why Having An Accurate Asset Register Is Important

Why Having An Accurate Asset Register Is Important

Why Having An Accurate Asset Register Is Important

Those who use an asset register will tell you how important it is to ensure it is accurate. Having a register that is completely accurate will allow you to control every single asset you own. In addition to making equipment tracking easy, it also allows you to create data. This data can show you how your business is doing. With this information, you can see where you are falling behind and where you are excelling. As you can see, an accurate register can do quite a lot.

What Exactly Is An Asset Register? 

So what exactly is an asset register and why do you need one? As we have already seen, it allows you to control your assets. Additionally, it allows you to see how many assets you have. This can be very useful when you want to share assets between departments or you simply want to know how much your business is worth. 

An asset register is, in this case, a digital register that contains your assets and details about them. Regardless of how many assets you have or even what sector you’re in, you can find having a digital register very beneficial. It makes equipment tracking easier and even allows you to see where all of your assets are.

Business Asset Tracking

How Can An Asset Register Help With Equipment Tracking?

So how does having something digital make equipment tracking easier? The truth is that it allows you to understand your assets on a whole new level. A register can do more than just show you where everything is. It can help you to set up asset maintenance reminders. You can organise your assets into different collections and, as previously mentioned, you can see where everything is. 

When you know where all of your assets are you know whether they are in the correct location. If you have many assets dotted around different areas it can often be hard to know what is where. Thankfully, an asset register can make knowing where everything is much easier. All that you need to do is attach a QR code or an RFID tag to each asset. Upon scanning the tag or code you can create a digital profile. This profile needs to be populated with information about the asset in question. Thanks to the way that an RFID tag works, upon scanning one you can automatically locate your asset. In this way, tracking your equipment becomes a million times easier. 

You do not have to work in multiple locations to benefit from having an accurate register. You can work in one location and even track fixed assets. Knowing where everything is and who is using it can help your business in many different ways.

Why Your Register Needs To Be Accurate

So why does your asset register need to be accurate? The answer is because that makes equipment tracking easier. If you have used a spreadsheet in the past to help you track assets it’s likely it contained a few errors. No matter how hard we try to ensure a spreadsheet, paper file, or document is error-free, we humans make mistakes. Software, however, does not. Software does exactly as it is told/programmed to do. 

If you want to keep your business organised and see where your assets are, you need an accurate register. If you want to look after your assets and regularly maintain them, you need accuracy. Wish to gain access to data about your equipment so you know where and how it’s being used? Guess what? Having an accurate register can help with this. 

Accuracy is so important it allows you to see your business for how it is. You can see whether invoices have been paid, how many orders you’ve sent out, if you’ve misplaced a laptop, and where it is. When you have accuracy you know what’s what and you can have peace of mind.

itemit asset tracking software logo

How To Ensure Your Asset Register Is Always Accurate

In the world of equipment tracking, and, in fact, tracking any type of asset, accuracy is key. But now do you ensure your register is as it should be? It’s simple. Add every single asset to your new register and enter as much information about them as possible. When you obtain new assets/tools/vehicles/equipment, and so on, add them to the register. 

Always add an RFID tag or a barcode to a flat part of your assets so it stays in place. Tracking equipment that’s used outside or often gets dirty? Add the tag to the inside of the equipment or in an area where dirt does not go. Finally, use an app or an online portal that allows you to gain easy access while also offering you a range of features. Software such as this can prove to be very useful as it will help you control your assets and continually update your asset register. 

Would you like to chat with an expert about using an asset register for equipment tracking purposes? Contact us today at team@itemit.com.

The Better Asset Register Software

Choose a better way to track your assets

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

Related articles

A Short Guide To Switching To IT Management Software

A Short Guide To Switching To IT Management Software

A Short Guide To Switching To IT Management Software

These days, it’s hard not to rely on technology to help us get through the day. When it comes to the workplace, technology seems to be intertwined with everything we do. However, the use of technology such as laptops, tablets, and so on does present a few issues. Tracking everything and ensuring it’s all in the right location can be hard. Knowing which computers have recently undergone maintenance can also be difficult. One way to deal with these issues is to use an IT asset register. A register such as this can help you to stay on top of your IT management concerns. 

Let’s take a look at how you can easily switch to using IT management software so controlling your assets is a breeze.

Understand What IT Assets Are

IT assets are quite simply anything that is related to the world of IT. so, your computer monitors, printers, cables and wires, modems, extension plugs for the cables, and so on. It’s likely that you have considerably more IT assets than you realise, but this is ok. Once you have added them to your new IT asset register you’ll know where all of them are. Of course, you don’t have to add everything to the register. However, the more assets you add, the better control you will have over them. You’ll also be able to clearly see how many assets you have and what condition they’re in.

Business Asset Tracking

Add Your Assets To Your New IT Asset Register

So, you’ve decided to populate your new IT asset register but you’re not sure how to go about it. Don’t worry, it’s quite simple. All that you need to do is:

  • Attach a QR code or RFID tag to your assets
  • Make sure that the code or tag is easy to find
  • Scan the code or tag to bring up a digital profile
  • Add the make and model of the asset in question to the profile
  • Add any other information you wish to the profile

That’s it, that is all you need to do to add assets to the register. Just make sure you’ve not missed any assets, especially those you use every day. One really good way of making sure you’ve not missed anything is by doing one room/area at a time. Add everything in the room to the register before moving on to the next.

Add Information To Your Digital profiles

Now it’s time for you to add information about each asset to your profiles. Ideally, you will add a little bit of information as soon as you’ve created a profile. You can add details such as the asset’s:

  • Date of purchase
  • Cost at purchase 
  • Serial number
  • Insurance details 
  • Warranty information 
  • A photograph to make the asset easy to identify
  • A PDF file that contains the instruction manual 
  • The maintenance schedule 
  • And any other relevant information 

Adding the above information can prove to be very useful. Should a tablet break down, for example, you could quickly gain access to the warranty information or insurance details. When you do, you could save quite a bit of time, ensuring the tablet’s repaired sooner rather than later.

Give Your Team Members Access To The Software

To make everyone’s life easier, you could consider giving team members access. Of course, you only need to give access to the people who really need it. When your maintenance team has access to the IT asset register they’ll be alerted whenever an asset’s yearly/six-monthly maintenance is due.

itemit asset tracking software logo

Continue To Update Your Asset Register

From time to time, you may purchase new assets. Please make sure you add them to your IT asset register so it remains up to date. You cannot have full control of your assets if they are not in the register. Simply add them to the register in the same way you added everything else. Be sure to add assets when you get them so you know the task has been completed.

Create Data, Maintain Your Assets, And Increase Security

When your new register is up and running you’ll see that it automatically creates data. This data could prove very useful as it will show you how your business is running. The register can also help you to maintain your assets. Simply add maintenance reminders to every profile. Doing this will help your assets to stay in better condition.

Finally, increase security levels simply by having and using your new register. Your assets automatically become more secure as it’s obvious they are tracked. When security levels are increased fewer assets will be misplaced or even stolen. As a result, you could save money.  

 

 

Would you like to chat with someone knowledgeable about switching to IT management software and using an IT asset register? Contact us today at team@itemit.com.

The Ideal IT Management Software

Choose a better way to track your assets

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

Related articles