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Employees are expected to take care of their equipment, be it devices or tools they use for work. Whether you’re an employee looking for best practices to effectively track your tools or a manager looking for ways to encourage your employees to practice safe equipment tracking habits, here are some things you should know:

1. Create A Check-In And Check-Out System

If you’re not using a company asset tracking system, this post will help. Being able to see who owns what equipment at all times is crucial for keeping track of where everything is.

2. Write Down Serial Numbers And Purchase Dates

While it may be difficult to remember the exact date when that new laser printer was purchased by accounting, knowing its official serial number can help you get reimbursed by your insurance company if thieves break into your office and swipe everything on wheels. The same goes for having photos of major pieces in case they’re misplaced or stolen.

3. Check Your Physical Inventory

Track in a spreadsheet the records of company equipment and then check both your physical inventory against what’s reported, so you’ll know exactly which pieces are missing—whether through theft, loss, or simple forgetfulness.

The equipment tracking software systems are great for giving you access to your data from anywhere at any time, but it has its limitations. For instance, there’s no way to bulk edit equipment information like serial numbers and purchase dates. That’s where automatic synchronization comes in. By setting up a schedule (every day, week, or month), uploading changes made on one device will make sure that all devices are using the most accurate and up-to-date information.

4. Tag Every Item That Can Be Moved Around The Office

No matter what industry you’re in, labelling equipment with barcodes will make finding and tracking a breeze. Even if your company has nothing to do with inventory control or tracking items from purchase to sale, tagging small appliances and tools is still a good idea.

First of all, you want things to stay in their proper place and not be lost in giant boxes under piles of paper or shoved behind desks where they’ll never be seen again. Additionally, tagging each one makes it easier to sell when the time comes. There’s no need to try and remember exactly what model came out five years ago. Just scan the barcode and you have all the information at your fingertips.

5. Use A Dedicated Asset Tracking System For Larger Items

If you have large pieces of equipment that seem to disappear as soon as they walk out the door, consider using Asset Panda, Asset Cloud, or Asset Tiger for a variety of features to help keep them in check. These software apps use GPS location feature as it allows them to see which employees are closest to certain equipment, making deliveries and installations more efficient. 

With push notifications, managers can ensure that every item is where it’s supposed to be at any given moment, even if an employee misplaces their laptop bag on a business trip! Also, it offers printable reports for those who don’t want to rely solely on an online interface.

6. Issue Every Employee A Barcode Scanner

Whether you have 10 employees or 1,000, assigning everyone a scanner ensures that nobody can hide their mistakes for too long. The more people scanning in equipment on the fly, the easier it is to spot discrepancies between what should be where and what is.

7. Go Paperless

While going paperless is recommended in most cases as it’s much cheaper, easier, and better for the environment, some companies still need hard copies of certain records for legal reasons. Ordering pre-printed forms might cost extra money upfront, but it can save both your company and your employees time down the road. Paperwork that needs to be signed and faxed can be sent directly from the app while the ‘Print’ option allows you to pull up records on your phone’s screen.

8. Leave No Man Behind

Employees who use equipment tracking software systems tend to love it because it makes their lives easier. Keeping track of equipment is much more efficient when you have everything in one place, instead of being scattered across numerous reports lost in a sea of emails. Unfortunately, not everyone feels this way.

Some employees are put off by the extra bit of effort required to set up a tracking software system. But after they see how much time it saves management, they start singing praises! Engage your employees, and equipment tracking software can be valuable in helping you keep track of equipment from anywhere at any time.

9. Add New Pieces Of Equipment

Whether it’s a brand-new purchase or one that’s been lost or stolen, adding missing equipment to your asset inventory is as easy as clicking a button. Simply choose the ‘Add’ option from any screen and enter all the details you know about what you’re looking for, including make/model number, serial number, type (laptop/desk phone), colour, and condition.

In addition to making sure everything gets back to where it belongs, this feature also helps managers keep an eye on wear-and-tear, which can help prevent theft before it happens.

10. Stay Organized

Keeping track of equipment isn’t just about finding out who has what—it’s also important to keep that information organized so it can be accessed quickly and easily. Tags are essentially keywords for labelling records, allowing managers to sort through large lists by using hashtags (e.g., #software) or even create sub-folders within categories. 

For fast access, try saving high-priority items under your company name with an ‘@’ symbol in front of the tag (e.g., @equipment). There’s no limit on how many tags you can add, so get creative and find ways to label your data in a way that makes sense to you!


Your employees must stay on top of equipment tracking to avoid company loss and boost employee productivity at the same time. Therefore, it’s vital for you to take into action the tips provided in this article.

The post 10 Tips To Help Employees Stay On Top Of Equipment Tracking appeared first on HR News.