How To Make The Switch From Spreadsheets To Equipment Tracking Software

Published on October 20, 2023 • 3 min read

Did you know that around 70% of businesses around the globe still use spreadsheets? Now, there may have been a time when using a spreadsheet was the cool thing to do. However, times change. 

While this useful tool is quite unique and it undoubtedly has some advantages, there are some disadvantages too. Many equations need to be entered into cells every day and sometimes these equations can be full of mistakes. This is just one of the reasons why many businesses have made the switch to equipment tracking software. 

However, before we look at this software in a little more detail we’re going to explore spreadsheets a little more.

Why Some Businesses Use Spreadsheets

Some businesses use spreadsheets because they have always done so. They find it an easy way to enter data and keep track of it. However, when a business starts to group, they may find that a spreadsheet no longer offers as much as it once did. As we have already seen, they can contain mistakes, some of which can be quite costly. 

It is not possible to track your assets and the associated data on a mere spreadsheet. More technology is required and this is where equipment tracking comes in. When you use the right software you can potentially track your assets, create very useful data, and do so much more. In fact, when you choose to leave spreadsheets behind you may wonder why you didn’t do it sooner.

Is Equipment Tracking Software Really Better?

Yes. Equipment tracking software does not produce errors as it simply isn’t able to. When you programme software it does exactly as it’s told to do. As a result, those errors that you find in spreadsheets simply don’t occur. Furthermore, software such as this can be used just about anywhere and at any time. As long as you have access to Wi-Fi and an online portal you can log in and check where your assets are. You can also update a batch of assets with information, should you wish to. 

Location Tracking Possibilities

When it comes to using a spreadsheet, it could give you the chance to track the location of an asset. However, you’re simply limited to noting where the asset is being used. However, tracking software can show you exactly where your assets are. 

In order to track your assets you will need to attach a barcode or a QR code to each one. Once a code is attached you can automatically use the location tracking feature. Not only can you see where your assets are but you can also enjoy having more secure assets. In other words, if you’re tracking something it’s less likely to get lost or stolen. This is one of the clear advantages of using equipment tracking software.

Scheduling Reminders

Another very useful feature offered by the most modern equipment tracking software is the scheduling possibilities. You can simply create a maintenance schedule and ensure that your assets are well looked after all day, every single day. 

Let’s imagine that you want to add a schedule for a laptop. Simply go into the menu and select the appropriate button and add what asset you want to add a schedule to. Now, create a six-monthly, 3 monthly, yearly, etc. maintenance schedule. As long as your maintenance team keeps on top of the schedule you’re good to go. You could have assets that are in better condition. A result of this means they could last longer than they otherwise would. In other words, you could spend less than usual replacing assets. 

Scheduling maintenance reminders is very handy. You could also schedule other reminders, should you wish to. The choice is yours and it could help you to run your business more smoothly.

Attaching Files

Attaching a file or two to a spreadsheet is impossible. You could add a link to a website or a video, but you simply cannot attach a file. However, when you use some tracking software, more often than not attaching a file is easy. You could attach a photo of the asset to the asset’s digital profile. You could upload the instruction manual and insurance details.  You could attach the warranty information, and so on. 

Imagine being able to attach important files to each asset’s digital profile. You could do it with ease and have peace of mind. Some users like to add the insurance information so they can access it should they wish to. Others choose to attach other types of files and you can too. All that you need to do is use some tracking software that allows you this option

Wish to speak with an equipment tracking expert about switching from spreadsheets? Contact us now at team@itemit.com.