How To Manage Office Equipment, The Ultimate Guide

How To Manage Office Equipment, The Ultimate Guide

Office equipment needs to be tracked and managed for your fixed asset management operations. You need to know what your business owns, which assets are at your disposal, and what the financial information related to them is.

Overall, when you manage your office equipment, you’re less likely to lose assets or purchase duplicates, you save time, you save money, and you gain a higher level of accountability over your asset register.

So, whether you’re managing who is in control of your IT assets or if you’re tracking stationery, furniture, or tools and equipment, managing your office equipment is essential.

How To Use Hardware Asset Management Software

How To Manage Office Equipment

The best way to manage your office’s equipment is to use effective asset tracking software. Asset tracking software allows you to log your assets onto a system as unique digital profiles.

Once you’ve logged your assets and their information, you’ll be able to start monitoring asset changes, such as if they move to a remote location or if they depreciate.

Maintaining an automated and complete asset register allows you to mitigate the risk of lost assets and reduce the chances of ghost and zombie assets on your fixed asset register.

Using Asset Tracking Software

Asset tracking software gives you the ability to monitor your assets, how they move, and how they change over their lifecycle. You’ll be able to log, track, and monitor crucial information such as maintenance dates and warranties.

Asset tracking software also gives you the ability to use asset tags to monitor your asset usage. When you’ve logged all of your assets as unique profiles in your asset tracking software, you can track their locations with asset tags.

Asset tags are physical tags that you stick onto your office equipment. Then, every time you scan an asset’s tag, three things happen. First, the asset’s profile will open. This way, if you notice an asset requires maintenance, or if you want to view its data, all you need to do is scan the asset’s tag to update this.

Every scan also updates the asset’s last seen location, who scanned the tag, and when it was scanned. This shows you a full audit trail of where your assets have been, which is essential when remotely working to verify that your colleagues have everything they need.

Creating A Computer Asset Register

One of the best things about using asset tracking software is that you can scale it to track all the assets on your register. This way, you can track furniture in tandem with IT assets.

Creating IT asset management operations gives you more visibility over which assets your colleagues have and lets you ensure that your assets are up-to-date and working well.

A computer asset register will be created when you log all of your computers onto your asset register. You’ll then be able to group them in a collection and filter by this, meaning that you can track your computers specifically, or in the context of your wider asset register.

Once you’ve created your computer asset register, you’ll then be able to monitor relevant issues and hardware specifications, meaning that you’ll know when it’s time to purchase new kit, as well as monitoring maintenance, such as PAT tests.

Assigning Assets To Your Colleagues

Another feature that helps with hardware asset management is the assignee feature. The assignee feature allows you to log which assets your colleagues are in charge of. 

This is very helpful for remote working, when there is a risk of a loss of visibility over your asset register, as you’ll be able to log exactly who is in charge of what.

When you’re onboarding, too, you’ll be able to use the assignee feature to filter out unassigned assets and, therefore, assets that are available for new starters.

This feature is very helpful for your reporting purposes, as it gives you an additional layer of transparency over your asset register, creating a clear view of who is responsible for which assets, saving you time if an issue arises.

How To Use Fixed Asset Management Processes

An expansion of IT asset management is fixed asset management. When you’re logging your assets onto your asset tracking software, your fixed asset register is automatically being created at the same time.

Then, any edit an asset goes through is automatically reflected on a customisable, exportable fixed asset register. 

It’s crucial to have an accurate fixed asset register for a variety of operations, including for tax breaks and for insurance audits. Having a pdf built out of your day to day operations saves you time and gives you accurate proof that you own the assets on your register and that they’re being used responsibly.

Adding Users To Your Asset Tracking Software

Whether you’re managing office equipment at the office or remotely, adding users to your asset tracking software helps minimise the amount of time you spend on your asset management operations.

When you add users to your asset management system, you’re allowing the responsibility to be shared and you’re also increasing the clarity over your assets.

For example, if someone is working remotely with an office laptop, they’ll be able to update data related to it, such as if it gets damaged or if it moves back to the office.

Sharing this responsibility automates your fixed asset register further, as you’ll be able to monitor exactly how assets are behaving and verify that they’re still in use where you’d otherwise have no ability to do this.

You can also set user permissions, hiding parts of your asset register from your colleagues, either as they don’t need to know it, or as a security precaution.

itemit’s Asset Management Software

itemit’s asset management software allows you to monitor a wide range of information related to your assets and allows you to create, maintain, and export an up-to-date fixed asset register.

The system is highly scalable and shareable meaning you’ll be able to track thousands of different types of assets with ease.

To find out more about how itemit can help you manage your office equipment, you’ll be able to contact the team at You can also fill in the form below to start your 14-day free trial.

How To Track Office Equipment

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