You might be setting up a new office, restocking your current one or running an office that is already equipped. In any case, you will have a long list of assets and equipment in your office.
This list will include various categories of items, such as:
Office Furniture & Equipment:
- Desk & Chairs
- Client Seating
- Labeling Machine
- Photocopier
Computer Hardware & Accessories:
- Desktop computer & Monitor
- Keyboard & Mouse
- Printer
- PowerPoint Projector
Computer Software:
- Word processing software
- Virus protection software
- Website building & maintenance software
- Payment processing software
General Office Supplies:
- Business cards & Envelopes
- Stationery
- Cleaning Supplies
- Postage Stamps
With so many assets and so much equipment, an asset management solution becomes very valuable. IT assets are one of the most important parts of an office.
Also Read: Why Asset Tracking System Is Essential in Every Industry?
Why Office Asset Management Solution?
When IT assets do not get the attention they need, they stop contributing as they should.
From inventory to capital expenditures to office supplies, an office always needs to acquire new assets.
A proper office asset management software system improves operational efficiency and reduce the chance of asset-related fraud and theft.
An office asset management solution gives you full visibility of your IT assets and inventory, and a detailed understanding of the following:
- Existing systems and equipment
- Components location
- Usefulness of assets
- Cost of assets
- Date of purchase of an asset
- The expiry date of the asset
- Asset’s business service
This level of detail helps the office improve the efficiency and performance of its infrastructure and reduce the related overhead expenses.
Benefits of Office Asset Management Solution
An office asset management solution helps an office keep a record of all the assets and equipment it buys and rents.
The benefits of effectively managed IT assets for the office are:
- Assets visibility & control
- Improved asset utilization
- Audit requirement compliance
- Regulatory requirement compliance
- Reduced costs of software and hardware
- Support for changes and projects of the organization
- Alignment of asset costs to services
- Configuration data for service management
- The data source for accurate decisions
Advantages of Office Asset Management Solution
1. Controlled Inventory
An office asset management solution gives you an easy view of the office’s hardware and software, such as computers, servers and other network infrastructure. Visibility across all the IT assets provides you with better IT administration control and accountability.
2. Asset Lifecycle Management
Hardware and software have limits on how long they can be used before disposal or replacement. An office asset management solution keeps track of each hardware purchase, its useful life, asset disposal, etc.
This information helps you decide when to replace old or faulty hardware, remove an unsafe application or update a system, and when to extend or renew a contract with a hardware or software vendor.
3. Strategic Inventory Planning
When an office’s IT assets are tracked, it becomes easier to plan future spending on assets. A centralized office asset management solution can discover the devices and software on your network and show the inventory data you need for budget planning.
4. Increased Accountability
Tracking IT assets regularly, with records kept up to date by office asset management software, helps you monitor the hardware and software on your network and spot harmful software or hardware.
When system administrators can quickly see unsafe or outdated software, games and unauthorized downloads, potential risks can be dealt with before they become major problems.
5. Automated Asset Discovery
IT assets and inventory used to be managed with manual, paper-heavy processes and spreadsheets, which were prone to inaccuracies and inconsistencies and needed manual updates.
With office asset management solutions that include discovery agents and network scanning, the process is simpler, quicker and automated.
6. Real-time Information
Real-time information is one of the most important features of any software. An office should always have correct, accurate information about its IT assets.
That covers how many assets there are, where they are, how many are in use and by whom. Up-to-date information helps manage the daily tasks and operations of the office.
Also Read: Key Features to Look for While Choosing Asset Management Software
7. Alerts and Notifications
An office asset management system keeps you updated with notifications and alerts, so you always know what is happening with your assets. You receive alerts about expiring contracts and warranties, scheduled asset maintenance and more.
8. Depreciation Management
Depreciation is an accounting process through which the office calculates how the value of an asset declines over time.
Financial statements include depreciation expense, which spreads the cost of assets such as buildings, machines and equipment over the years they are used.
Depreciation Management counts on the following:
- Method and Rate of Depreciation
- Useful Life of Asset
- Scrap Value of Asset
9. Mobile-Friendly Interface
Most IT assets can be managed from a desk, but some physical assets, like large machines and equipment, also need inspection. In these cases, the mobile app of an office asset management solution comes in handy.
You can update an asset on your phone by entering a few details in the app, without going back to your desk to write them up.
Office asset tracking and management software with a mobile app lets you manage office assets easily, anywhere and anytime.
10. Cloud-based technology
Cloud-based technology offers several advantages to your office. You don’t need to depend on your IT team to install the software, patches and updates, because the provider takes care of them.
Whenever the software gets an update or a new feature, you receive it automatically. Cloud-based technology is very helpful and saves your office and organization a lot of expense.
Every Office Needs a Clear Asset Record
With so many IT assets in an office, an office asset management solution becomes essential. It helps offices handle and manage their IT assets without hassle.
Asset Infinity provides IT asset management software for offices. You can start a 14-day free trial.