How to Switch from Paper to Streamlined Asset Management

It may be difficult for some to switch from managing assets using paperwork and filing systems to technology. However, in order to stay relevant, modern, and generally successful, you must make the switch and begin using an asset management program or tool. This technology makes it easy to list, scan, and track any assets, whether it is your store’s inventory, the computers in your office, or the information and files you need to run your business. This technology can be set up quickly and is easy to use – allowing you to find and access everything you need to run your company. Best of all, you can absolutely control who sees what information to keep everything super secure. 

We know that starting the process can feel extremely overwhelming, so here are some steps you can take to make it easier to switch from paper to streamlined asset management. 

Begin By Listing and Categorizing Your Assets

This is the first step, and it is the most intensive one. However, with the right help from your staff, you can absolutely accomplish this. You can begin by conducting a thorough inventory – whether that includes counting everything in a stockroom or simply having every partner create a complete, detailed list of all of their clients. This will be a base catalog for all of your products, items, clients, and information. This way you can keep track of items that are lost, stolen, damaged, and cycle them out. It’s difficult to keep accurate track of items on paper. 

Creating a baseline list or catalog of your assets saves you time when you do need to adjust something. When your employees go to work with an item or client, having all the information necessary available in a shared drive allows them to do a better job, as they have all the information right there and don’t need to continuously ask the same questions or chase down items that were lost, etc. It saves time and money in the long run. Businesses can’t operate on inaccurate information, and only a streamlined asset tool will get you up to par. Plus, understanding all of your assets, down to your desks and computer chairs, will help you during tax time. 

Decide Who is Responsible For Each Asset

Whether you have a large or small team, it’s vital that they understand their role and the importance of updating the digital asset management tool with the correct information. This means that certain office mates will be able to access some files, but not others. This also means it is their responsibility to add to the sheet when something new comes in, and to keep it updated when something cycles out. By assigning responsibility you ensure greater accuracy of information. 

Work With an IT Company to Set Up Your Tools

The easiest, most cost-effective route you can take to equip your business is by contacting a local IT company that can help you streamline your asset management. This means that they will install any programs necessary on your hardware, teach you to use them, and help you keep it maintained and secure. At Internal Computer Services, we’ve worked with independently-owned companies for over 30 years and can help you take your business and asset management to the next level. For help with streamlining, call us at 804-672-1057 so we can work together to create a customized plan that works for your business.