Every business relies on equipment to operate efficiently. From tools and machinery to computers and office supplies, keeping track of your equipment helps ensure everything runs smoothly. But managing all this equipment can be a challenge. That’s why having a reliable equipment management system is so important.
Equipment management isn’t just about knowing what you have — it's about ensuring your gear is in good condition and easy to locate. In this guide, we’ll walk you through key aspects of equipment management and how Scanlily can help make the process easier.
What Is Equipment Management?
Equipment management involves overseeing and maintaining the tools, machinery, and other assets your business uses. A good equipment management system helps you track these items and monitor their condition throughout their life cycles.
Steps of the equipment management cycle:
1. Planning
The first stage in the equipment lifecycle involves assessing current needs, forecasting future requirements, budgeting, and researching options. This stage often involves cross-functional collaboration to ensure the equipment aligns with long-term organizational goals and strategies.
2. Procurement
In this stage, the organization sources and acquires the necessary equipment. This involves researching suppliers, requesting quotes, negotiating terms, and making the purchase. It may also include arranging for delivery and installation. consider factors such as total cost of ownership, vendor reliability, and after-sales support during this stage.
3. Deployment
This stage covers the installation, setup, and integration of the equipment into the existing infrastructure. It includes training staff on proper use, establishing operating procedures, and ensuring the equipment is fully functional. Proper deployment also includes establishing performance metrics to track the equipment's effectiveness over time.
4. Utilization
This is the primary operational stage where the equipment is actively used for its intended purpose. It involves monitoring performance in order to ensure safety and efficiency. Regular data collection and analysis during this stage can provide valuable insights for future equipment decisions and process improvements.
5. Maintenance
This ongoing stage focuses on keeping the equipment in optimal condition. It includes routine inspections, repairs, and upgrades as needed. Implementing an Equipment Management System (EMS), like Scanlily, can significantly enhance the efficiency and effectiveness of maintenance activities.
6. Disposal
The final stage occurs when the equipment reaches the end of its useful life. This involves properly decommissioning the equipment, which may include data wiping, disassembly, recycling, or environmentally responsible disposal. It might also include planning for replacement, which loops back to the Planning stage. Proper disposal involves adhering to regulatory requirements and may present opportunities for recouping value through resale or recycling programs.
Why Effective Equipment Management Matters
Effective equipment management helps you track down items fast, so you spend less time searching and more time getting work done. By tracking who is using what equipment and when it’s due back, you can reduce the chances of loss, damage, or misuse of equipment. Scanlily’s booking system ensures that everyone is accountable for the assets they use.
Regular maintenance is an essential part of equipment management. Maintenance extends the lifespan of your equipment, saving you money over time. An equipment management system, like Scanlily, promotes preventative maintenance by recording equipment use and by sending alerts when certain thresholds (such as use cycles) trigger an action such as replacing a filter.Many industries require businesses to maintain accurate records of equipment maintenance and usage. Equipment management systems like Scanlily typically contain dozens of reports for documenting maintenance. This sort of documentation is often required to meet regulatory requirements, sometimes helping avoid fines and legal issues in addition to keeping equipment from breaking down.
What does an Equipment Management System do?
An equipment management system (EMS) is a software solution designed to help organizations track, maintain, and optimize their equipment.
Key functions of an EMS are:
1. Asset tracking: the system keeps a detailed inventory of all equipment. This function often utilizes technologies like QR codes and barcodes for accurate tracking.
2. Inventory Management: The system supports reordering processes and stock level alerts to maintain optimal inventory levels.
3. Work Order Management: The system allows assigning tasks, such as preventative or reactive maintenance, to either individuals or teams.
4. Maintenance Alerts: The system helps plan and schedule regular maintenance tasks to prevent breakdowns and extend equipment life. It can generate automated alerts and reminders for upcoming maintenance and track maintenance history. This proactive approach helps minimize unexpected downtime and reduces overall maintenance costs.
5. Usage History: The system tracks and records detailed usage history for each piece of equipment, documenting how, when, and by whom the equipment was used. This history is essential for analyzing equipment performance, identifying patterns of wear and tear, and optimizing usage to extend the life of assets.
6. Lifecycle management: The system tracks equipment from acquisition to disposal, aiding in replacement planning. It can forecast the optimal time for equipment replacement based on performance data and maintenance history. This helps organizations balance the costs of maintaining aging equipment against the benefits of new purchases.
7. Reporting and analytics: It provides detailed reports and analytics on equipment usage, maintenance history, costs, and other key metrics, helping organizations make informed decisions. These insights help in identifying trends, inefficiencies, and opportunities for cost savings.
8. Check-in/Check-out: The system allows for the check-in and check-out of equipment, ensuring that the right person is using the right equipment at the right time. This feature helps prevent loss and misuse of equipment.
9. Documentation Storage: The system stores manuals, warranties, and other important documents related to each piece of equipment. It provides easy access to this information whenever needed. Some systems may also include features for version control and collaborative editing of equipment-related documentation.
Best Practices for Managing Equipment with Scanlily
Scanlily is designed to make equipment management simple and effective. With Scanlily’s mobile app, you can manage your equipment on the go. Whether you’re on-site, in the office, or working remotely, you have full access to your inventory and can update records, check availability, and track items from your smartphone or tablet. Scanlily’s cloud-based platform is especially useful for businesses with multiple locations or remote teams, as it ensures everyone has up-to-date information at all times.
To make the most of Scanlily, it’s important to follow a few best practices. Here’s how Scanlily can help you manage your equipment more effectively:
1. Regular Inventory Checks: Periodically review your inventory to ensure all equipment is accounted for and in good condition. With Scanlily’s mobile app, you can easily scan QR codes and update your records on the spot. This keeps your inventory accurate and up-to-date.
Schedule inventory checks during slow periods or after major projects to ensure all equipment is returned and accounted for.
2. Schedule Preventive Maintenance: Don’t wait until something breaks to fix it. Schedule regular maintenance reminders with Scanlily to keep your equipment in top shape. Scheduling can be based on period of time passing or based on a usage metric, such as usage cycles, that are measured by the app.
Scanlily also allows users to flag items for special attention. For instance, if an item needs repair, maintenance, or is under observation for any reason, it can be flagged, and the system will notify the relevant person to take action.
3. Use QR Codes for Easy Tracking: Attach QR codes to all your equipment for quick and easy tracking. Scanlily’s app allows you to scan these codes with your smartphone, giving you instant access to information about each item, including its location, condition, and maintenance history.
4. Implement a Booking System: Ensure that your team knows how to reserve and check out equipment properly. Scanlily’s booking feature allows users to reserve items in advance and track their availability in real-time. This reduces scheduling conflicts and ensures that equipment is available when needed.
Set up a clear policy for equipment reservations, including rules for cancellations and penalties for late returns, to keep the system running smoothly.
5. Analyze Usage Data to Optimize Operations: Use Scanlily’s reporting features to analyze equipment usage data. This can help you identify trends, such as which items are frequently used and which are rarely touched. With this information, you can make informed decisions about future purchases or reallocating resources.
Example: A school might analyze usage data to determine which AV equipment is in high demand and needs to be expanded, and which items could be phased out or replaced.
Still using spreadsheets to manage equipment? Learn how Scanlily Equipment Management System can help you.
Start Managing Your Equipment Today
Effective equipment management is key to running a successful business. With Scanlily, you have a powerful tool at your disposal that simplifies the process, saves you money, and keeps your operations running smoothly.
If you’re ready to improve your equipment management, Scanlily is here to help. Request a Free Demo today to see how our system can benefit your business.
Comments