Coronavirus and Working From Home: How to manage your IT hardware

hardware asset management, coronavirus, and working from home



It’s always been a challenge for businesses to record which hardware and PC equipment is given to each member of staff. However, with the current situation facing the world and with more people than ever working from home, there is increasingly urgent importance to record what equipment each of your colleagues has been given in a suitable IT hardware asset management system

We can’t stress enough the importance of ensuring you keep accurate IT asset records now – even though you may not feel like it’s top of your priority list. Once normality resumes (let’s hope it’s in the not too distant future) then there will be assets and equipment galore being handed back as colleagues no longer require the laptops, additional keyboards and other accessories. You must use your IT asset management software to your advantage. Trust us; your future self will thank you for it.

We’ve put together a list of the three key things you can do now to ensure you stay on top of managing your IT hardware.


1: Log all new hardware 

Whether your IT team is busy building laptops that meet the needs of your colleagues or you’ve ordered extra monitors and cables (don’t forget the cables, you’re going to need a lot!), ensure you are recording the new IT hardware that’s in circulation

Why? Wherever possible, due to the Coronavirus, staff are now working from home. As a result, you are distributing hardware to huge numbers of staff. Firstly, you need to ensure that once normality resumes, you’ll get all the hardware back. Secondly, you also need to ensure cables, monitors and accessories don’t get mixed with your team’s accessories they have for personal use at home.


2: Assign hardware to colleagues

When distributing PCs, laptops, devices and accessories to your colleagues to enable them to work from home, you must log which employee is given which assets immediately. Don’t tell yourself you’ll make a quick note on a scrap piece of paper that you’ve given John the snazzy keyboard and mouse and that you’ll update it in the system later Use your hardware asset management software and record who you’ve given equipment to straight away.

The quickest way to do this in itemit is to bulk assign hardware to staff using the mobile app. All you need to do is select a member of staff, click to assign assets and scan hardware to your heart’s content.


IT Asset Management Software-Assigning IT Hardware to Staff Members


3: Invite your team to view their hardware record 

As we all try and adjust to this unprecedented change in our lives, we should take advantage of technology to make our lives easier wherever possible. Make sure you’re really using your hardware tracking software to its fullest. Invite your colleagues and wider team to itemit so that they can scan IT hardware and equipment to see who it belongs to, if it’s available for use, and to report any faults.


A short note from the itemit Team

The uncertainty of what we are currently facing is challenging for us all. It’s day 2 of working from home for us here at itemit. We’re lucky to be able to continue with business as usual. It may only be day 2, but we’ve already realised a few things we need to ensure we do to keep us feeling connected to each other and ensure we’re comfortable and coping with the challenges we’re facing. We thought we’d share those with you:

  • Set up a dedicated work area in your home – even if you need to clear it away each day, it’s still important to separate home life from work life
  • Make yourself as comfortable as possible – if that means changing position every few hours, so be it. Need to grab a pillow to cushion your aching back – go get it!
  • Try and get out of the house each day still. Of course, we must all follow the Government’s advice, but if you have a garden or balcony and can get some fresh air and take some deep breaths, suddenly the world can feel a little brighter. If you’re able to go on a short walk, while keeping your distance from others, then that’s even better for the soul
  • Keep in touch with each other, not just from a work perspective but find out how your colleagues really are. Are they coping? Are they well? Could they use a chat? One shared focus we all have at this time is to care for and support one another.

On a final note, if you’re reading this and thinking I don’t even know where to start with managing IT hardware, give us a call on 01223 421611, and we’ll support you and get you up and running very rapidly.


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The Advantages of IT Asset Management Software

IT asset management software advantages

IT asset management software is a system that safely records IT asset data and is updated via your processes to ensure you have accurate records of IT hardware and equipment. If you’ve got one of the best IT asset management solutions, you’ll then be able to leverage this information to give you valuable insights into the condition and whereabouts of your hardware.

There are a lot of advantages for your business when it comes to using IT asset management software, including an accurate IT hardware register of PCs, mobile devices and accessories, increased transparency across the business and more efficient processes – to name just a few!

We’ve pulled together our top 3 advantages of IT asset management software to discuss in more detail below.

Faster and more efficient processes

The first benefit of IT asset management software is that it greatly speeds up your processes. These efficiencies can come from a few different places:

  • Spending less time searching for assets
  • Removing duplication of effort. If you keep paper records currently that are used to update spreadsheets or systems at a later date, you can remove the need for this additional data entry
  • Tagging assets for instant identification instead of wasting time trying to figure out which piece of equipment does what you need
  • Automatically recording asset locations – this is updated every time the asset tag is scanned
  • Storing hardware and equipment information including user manuals, warranty expiry information and manufacturer in one safe place
  • Instant check out and check in of assets
  • Assigning assets to personnel so you know immediately who you need to contact regarding an asset
  • Booking assets in advance to ensure they are reserved for your usage
  • Using the reporting tool in your IT asset management software to monitor and analyse hardware and equipment condition and location

Increased accountability and transparency across your business

One of the most significant advantages of IT asset management software that is often overlooked is the increased responsibility staff feel for your IT assets. Once your colleagues are aware that their computers, laptops, mobile devices, cables and screens are being monitored, you’ll see a dramatic shift in attitude that results in staff looking after your assets much better.

The way you achieve this is to assign assets to new starters during your onboarding process. This instantly creates a need for that member of staff to accept responsibility for the assets in their care.

IT asset management software also helps you to manage hardware and equipment maintenance. You will report issues against each unique piece of kit, resulting in an audit trail for every asset. It’s possible to then quickly spot trends with hardware faults that may make it inefficient to continue to repair an asset.

An IT Asset Register that means something

All of the data you collect by tracking and managing your assets should give you something valuable; otherwise, what’s the point?

Your IT asset management software must allow you to report on IT hardware and equipment. For example, for the business’ budgets and forecasts, you can run a report that shows how much money is needed to cover assets due to be replaced in the next year. Alternatively, it may be that an employee is leaving and you’re responsible for collecting all hardware and PCs that they’ve been using. With a quick look at your IT inventory management software, you can see which assets they have been assigned and ensure their safe return.

In addition, the ability to create, manage, and export customised reports assists with all sorts of auditing. This may include:

  • compliance audits
  • ensuring GDPR compliance
  • insurance audits 
  • asset usage reports
  • and more

The itemit IT asset management software is the simplest solution you will find. But, don’t just take our word for it! Try it for yourself by starting a free 14-day trial now.

Start your Free Trial of the itemit IT Asset Management Software Now

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

7 Tips for Efficient IT Hardware Inventory Management

7 Tips for Efficient IT Hardware Inventory Management

7 Tips for Efficient IT Hardware Inventory Management

There’s nothing worse than spending money on something that you aren’t putting to use. When it comes to IT hardware inventory management, it’s no different.

There are many pieces of software out there that can help you with your IT hardware inventory management. If you’re looking for easy to use software, check out itemit

However, before you roll out your new software system, it’s worth checking that you have fully streamlined your process. After all, the quality of a system does rely heavily on the processes and data that go into it.

IT hardware inventory management is designed to make your company’s processes more efficient. Here are our 7 top tips to help you ensure that your PC and hardware management is as pain-free as it can be!

best asset tracking software 2021

1 – Know What you Have

First things first. It may seem obvious, but knowing what PCs, computers and hardware you have is critical. We speak to businesses every day that are struggling to rectify the fact that they don’t know what assets they have.

If you have an out of date list of assets, it may be worth starting with that to establish which assets are still in use and adding any new ones to your IT asset inventory list. However, if your data is very old, you may find it more efficient to start from scratch and perform an audit of all hardware that’s in circulation.

2 – Tag Your IT Hardware

IT hardware often includes assets that move around a lot. This may be mobile devices, laptops for working from home and monitors and computers that can be moved from office to office depending on where new recruits are being based. To ensure your IT hardware inventory remains as efficient as possible, it’s paramount that you start tracking the movement of these assets. 

We recommend using QR code asset tags to help track the whereabouts of your assets. Once each asset is tagged, it can simply be scanned to be uniquely identified. A quick scan of the tag from a smartphone and the GPS location on your phone will update where your assets were last seen, and who had them last.

3 – Add Plenty of Information

The information you’ll want to add will differ from asset to asset. However, there are many patterns when it comes to IT hardware inventory management.

IT assets hold data, so information related to usage is essential for GDPR compliance. You may also want to add warranty expiry dates, PAT testing dates, and user manuals. This way, everything you may need to know about an asset is easily accessible.

4 – Assign Hardware to Colleagues

Whether you’re onboarding new colleagues or just want to record which assets have already been distributed to the team, it’s important to know who’s responsible for which hardware. If you’re looking for a quick way to assign assets to users (particularly helpful for your onboarding process), check out the itemit’s Assigning feature to see how easy this is.

IT hardware inventory management is at its most efficient if you know who’s in charge of which asset and, therefore, who you need to talk to about replacements or maintenance.

5 – Track ALL Maintenance

As the saying goes: “Technology is great. When it works.” Sooner or later, your IT hardware will need maintenance and inspections.

This may be routine PAT tests, or it could be reactive maintenance should something break. Either way, it is essential that you track all maintenance related to your IT assets. This will reduce asset downtime significantly, but also helps with the next tip…

6 – Use History as an Indicator of Hardware Performance

Without IT hardware inventory management, you’re in the dark regarding which of your assets are doing what. But with a good IT hardware management system in place, you’ll be able to investigate an asset’s historical performance whenever you need to.

For example, whenever an IT asset needs reactive maintenance, you’ll be able to use its history as an indicator as to whether it’s more economical to repair it or replace it.

7 – Use the Best IT Hardware Inventory Management Software

Using great IT hardware inventory management software can streamline and automate a lot of these processes.

itemit can do all of this for you, from tracking maintenance and asset movement, to assisting with your IT asset register.

To find out more about what itemit can do for you, you can contact the team or fill in the form below to start tracking.

Hardware Inventory Management

Choose a better way to track your assets

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What is ITAM Asset Management?

what does hardware tracking software do?

ITAM Asset Management is the process of tracking, monitoring, and managing your IT assets

ITAM stands for “IT Asset Management” and can mean a few things. ITAM has a few subsets, so how you implement and use your IT asset management software can differ depending on why you have to use it.

For example, Software Asset Management (SAM) and Hardware Asset Management (HAM) are both subsets of IT Asset Management, and your needs may be more heavily weighted towards either.

If you want to read more about Software Asset Management, you can do so here, or, if you want to read more about Hardware Tracking Software, you can do so here.


Why Use IT Asset Management Software?

Why should your business use IT asset management software? 

Either you need to track your hardware, your software, or your fixed assets. With the use of IT asset management software, you can do all of this and more.

IT asset management software has many helpful uses, such as increasing accountability, showing you more transparency, and being able to assign assets to users, just so you know what everyone has.

With the use of QR code asset tags, you’ll be able to track and monitor how often your IT assets move, and who is using them. So, if you need physical tracking for a greater level of accountability, IT asset management software can help you with just this.

You can also use IT asset management software to set reminders. This will help if you need Software Asset Management, Hardware Asset Management, or both.

Reminders can tell you when warranties are ending, when phone contracts are running out, or when software subscriptions need to be paid. Of course, this increases your financial transparency but also streamlines upgrades and acquisition.


Audits and Reports

Of course, running a business involves a lot of finances, reporting, and auditing. IT asset management software can help streamline these processes.

For example, if you want to know which assets are underused so that you know you don’t need to purchase another bulk of them, you can use a handy reporting feature to discover this.

Month to month, you’ll want to work out your company’s expenses, too. Being able to see reminders related to when certain payments need to be paid allows you a greater level of transparency when you’re sorting these out.

Also, being able to see the history against a specific asset allows you to see how much maintenance it has undergone, or how much downtime it has caused. Knowing this allows you to make a more informed decision about whether it’s more economical to replace the asset or repair it.

Location tracking is also a lot simpler, so you can see how regularly assets move between offices. If it’s multiple times a week, you know that a decision on purchasing new assets for each office may create better time efficiency.

To find out more about what IT Asset Management is and how it can help your business, you can download the itemit app, contact us, or fill in the form below.


Find Out More About IT Asset Management Software

Start your free 14-day trial now

Instant access. No credit card details required.

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What is Hardware Asset Management (HAM)?

What is Hardware Asset Management (HAM)?

What is Hardware Asset Management (HAM)?

Hardware Asset Management (HAM) is a component of IT Asset Management (ITAM).

Hardware asset management, however, is more specific than IT asset management. Where IT asset management is how you track and manage all of your IT assets, from your software to your USB sticks, hardware asset management hones in on one aspect of this.

With hardware asset management, you’ll be creating a system to track and manage the physical components of your computers, laptops, and systems.

Hardware Asset Management

The Purpose of IT Asset Management

To understand hardware asset management fully, it’s also important to understand the purpose of IT asset management.

IT asset management ultimately aids to save a company time and money by increasing transparency and accountability regarding their assets.

Where this differs from hardware asset management is that IT asset management can apply to software and data, as well as the hardware you’re using. 

In this way, hardware asset management is a subset of IT asset management, but the reverse isn’t true.

IT asset management can help with GDPR compliance amongst other things, where hardware asset management is more specifically helpful in creating an audit trail of financial information.

The Purpose of Hardware Asset Management

Hardware asset management is a process that will help you create accountability and transparency with your IT hardware.

Being able to assign assets to users assists with an on-boarding process and can be integrated into an asset’s life-cycle.

Adding reminders for routine maintenance allows you to book in PAT tests efficiently and create accountability regarding this part of your technology and tools tracking process.

Being able to report issues against an individual asset also assists with flexibility and simpler prioritisation when it comes to maintenance.

Of course, great hardware asset management software will also allow you to add the relevant financial information against a specific asset. You’ll also be able to create customised reports of this information and export it to your finance team.

With all of these features, you can track and monitor all of your IT hardware with ease. The moment something becomes uneconomical, that data makes this visible, and you’ll be able to rectify this. 

It also becomes a lot easier to know who needs what. For example, if a developer needs a laptop or PC with greater memory, you’ll be able to run a financial report to see if it’s economical to upgrade.

Supplementing Asset Management

Of course, as itemit is an effective IT asset management software and can help with hardware asset management, it can also assist with other processes.

For example, Software Asset Management (SAM) can be implemented simultaneously with the itemit system without affecting the UI or making tracking and management unwieldy.

The use of collections will help you keep your software separate to your hardware, and our unique QR code asset tags will help you track your hardware with greater ease and accountability.

With our asset tags, knowing who has what and where becomes an instant process. 

Our features are helpful for a range of asset tracking and management purposes. For example, you can use reminders for software asset management to set when subscriptions are due, or you can use them to set warranty end dates to ensure your kit is economical and up to date.

To find out more about the itemit system, you can contact us or fill in the form below to sign up.

Hardware Asset Management

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

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