Equipment Management in Companies: Low Effort Thanks to Software

Questions about the location, useful life or inspection intervals are just as much a part of device management as data about the date of purchase, the instructions for use or the repair history. Within the scope of tool management, employees record new inventory objects and plan their use. With classic, statistical and analogue methods, however, the needs of many institutions and companies can hardly be met today. Cloud-based software for effective equipment management can provide a remedy and optimise work processes.

For this reason, many companies from very different sectors have opted for equipment management software in recent years. By involving all employees more via a management app, big data can be updated in a timely manner, asset tags can be added and managing monitoring is way easier. The overall administrative effort is reduced and the responsibility is distributed over several shoulders. The asset management software takes the lead in controlling the equipment management instead of a single employee.

Sometimes the term equipment management is used as a synonym for general tool management. In a narrower sense, however, devices only refer to information and communication technology devices. Yet questions of asset management still affect many analogue work objects today. Just think of tools that are used by manual workers at different workplaces. Every time colleagues or subcontractors swap tools, it is usually impractical to fill out written takeover or handover protocols on paper and to store them securely.

A software for managing assets is recommended if it has a basic framework that can in principle be used in all sectors – whether trade and services, construction industry, public administration, healthcare and schools. In addition, it should be possible to adapt the programme to individual requirements, e.g. to change forms and fields or deactivate modules that a company does not need.

In order to simplify use for as many employees as possible, modern equipment management should be available for Apple, Android and other mobile devices. It must also be easy to access on desktop devices and notebooks. Access to device management via smartphone app (QR code scan) is one of the pillars of the increasingly popular Timly inventory management software. Another basic principle is the central storage of device data in the secure European cloud.

Optimally, the functions of a good device management software go beyond pure inventory. Many companies have already confirmed the usefulness of Timly’s “maintenance planner” to schedule maintenance as well as Timly’s “inventory mode” modules. A satisfied Timly user is the cooling technology specialist Hauser from Linz, Austria. The company opted for modular equipment management software to better manage its more than 5,000 appliances.

Specific concerns were, for example, the faster identification of inventory that is prone to repair and the automation of maintenance and service management. Hauser’s inventory consists of IT resources, tools and other equipment. According to company officials, the introduction of the software went smoothly because the digital device management is self-explanatory for employees.

Some companies try to solve their asset management problems with a freeware management solution. But in the area of device management, open source and irregular updates are less helpful than fixed, expert contact persons when it comes to customising the asset tracking software to the company’s needs.

Inventory management with freeware is at best an option for voluntary associations or very small businesses. As soon as it comes to larger inventory quantities and the responsibility for high-priced objects, you need a really reliable, proven software solution.

Inefficient management with static Excel lists or even paper tables and lists in the warehouse or workshop often results in chaos rather than successful device management. Loan processes are not correctly noted, magnets fall off the table, Excel files are not saved in time or documents are misplaced because the person in charge was not present at the time.

The list of possible human and structural errors is long. As a result, a lot of information is lost, equipment is not adequately maintained or cannot be found and used at the right time.