There are many supplies to be managed within the company, such as copy paper, envelopes, desks, and so on. Since these supplies are company assets, the number and location of each item of equipment must be accurately identified.
On the other hand, many people may not know the specific procedures for managing equipment and how to make it more efficient, making management complicated.
In this issue, we will focus on the procedures for managing supplies and how to make it more efficient for below people.
- “It is burdensome to know the procedures for efficient supplies management.”
- “We want to manage supplies properly to prevent loss and wasteful ordering.”
- “I want to switch from paper or Excel-based supplies management to a more efficient method.”
If so, this article will help you understand the procedures and methods for efficient equipment management and enable you to manage your equipment without hassle and without fail.
Contents
- 1 What is equipment management?
- 2 What is the difference between equipment and supplies?
- 3 3 merits of managing supplies in-house
- 4 5 steps to implement equipment management
- 5 What is the only way to improve the efficiency of equipment management?
- 6 3 points to keep in mind when managing supplies with a tool
- 7 Best tool for efficient equipment and supplies management
- 8 Summary of the merit and steps for equipment and supplies management and best tool for it
What is equipment management?
Equipment management refers to the management of information such as “type”, “number”, and “storage location” of company equipment and supplies(pens, paper, PCs, and other items necessary for work).
Since there is a wide range of information on equipment to be managed, using paper or Excel is cumbersome and does not allow for smooth management. For this reason, many companies nowadays utilize tools to manage equipment information appropriately and quickly, thereby reducing the burden on employees.
On the other hand, if the rules in equipment management as well as management methods are not established, the operation will be frustrated, so it can be said that this is a task that requires careful attention.
What is the difference between equipment and supplies?
In equipment management, it is necessary to distinguish between general equipment and small supplies (consumables). When managing supplies, the following criteria should be used as a guide
| Useful life | Example of goods | |
|---|---|---|
| Fixtures | More than 1 year | PCs, desks, chairs, etc. |
| Small value equipment (Office supplies) | Less than 1 year | Copy paper, stationery, etc. |
*Since above status are is slightly out of date, if you need specific advice, you should consult to expert.
3 merits of managing supplies in-house
Here are 3 merits of in-house equipment management. However, note that the following benefits cannot be obtained without improving the current cumbersome management system.
(1) Less time consuming inventory work
One of the benefits of equipment management is that it reduces the time spent on tedious inventory work.
When rearranging or replacing equipment in the office, you can quickly see “where, what, and how much is in the office” if you manage the equipment in advance. This solves the need to check equipment information each time, and greatly reduces the time and effort required for inventory.
Therefore, if inventory is time-consuming, it is important to manage supplies in advance.
(2) No need to purchase unnecessary equipment
With equipment management, there is no need to purchase unnecessary supplies.
Equipment management keeps track of “which supplies are going to run out and for how long”, so you do not have to go to the warehouse or the field to keep track of your inventory.
This means that if you manage your supplies properly, you can avoid spending more than you need to or having too many supplies and not enough space to store them.
(3) Instant recognition of loss
If you have a thorough equipment management system, you will be able to instantly recognize when equipment is lost.
Since the quantity of each piece of equipment is also recorded in the tool, you can see at a glance “when, who, what, and how much was used”. This allows you to instantly notice when the quantity does not match the actual quantity, and solves the worry of running out of supplies and having to stop work.
In this way, you can keep track of the inventory status of each item of equipment at all times.
5 steps to implement equipment management
Here is 5 step procedures for efficient equipment management. Take the following steps to improve your current equipment information process.
- Assess the current status of supplies
- Classify equipment by purpose.
- Create and share a fixture management ledger
- Label each piece of equipment with the management department in charge.
- Establish rules for managing equipment and disseminate them internally.
First, after taking inventory of all the company’s supplies, check “how much is left in the current inventory” and “are there any supplies that are not being used?”
After inventory work is completed, classify each piece of equipment according to its purpose, for example, “frequently used equipment should be placed on the desk” and “unused equipment should be stored in the warehouse”.
Next, the number of equipment and the department that manages the equipment are written in the equipment management ledger, which is then shared with the team. Once the ledger is created, it should be updated regularly to reflect the latest inventory status.
To clarify where the management responsibility lies, label each piece of equipment with the management department in charge.
Finally, establish management rules that unify the way equipment is managed, and make them known throughout the company.
By following these 5 steps, the entire company will be able to manage supplies without mistakes or waste time.
What is the only way to improve the efficiency of equipment management?
The only way to improve the efficiency of inventory management is to use an tool.
Many companies use Excel for equipment management, but Excel has the disadvantages of losing track of the latest files and not being able to update them in real time.
In addition, Excel requires the use of other tools for information sharing, and there is a high possibility that information will be scattered. Thus, it can be said that managing supplies with Excel is inefficient, and a “tool” should be used to solve the disadvantages of Excel.
With an tool, information is updated in real time, and there is no need to use other tools for information sharing. In addition, the latest version of the file can be viewed immediately without opening the file, which greatly reduces the burden of managing supplies compared to Excel.
3 points to keep in mind when managing supplies with a tool
Here are 3 points to keep in mind when managing supplies with a tool. The following is a list of 3 points to keep in mind when using a tool to manage your supplies.
First, make sure that the tool allows you to create and share your own inventory ledgers.
In many cases, tools provide a format for equipment management ledgers. However, if the tool has restrictions on input items, you will not be able to add your own items and will likely find it difficult to use.
Therefore, you should select an tool that allows you to freely create the equipment management ledger without item restrictions. Furthermore, since the equipment management ledger must be visible to all team members, it is also important that the created ledger can be shared smoothly.
(2) Can use functions that tasks and messages be used?
The ability to use functions such as tasks and messages should also be considered when selecting an tool.
The person in charge of managing supplies will have tasks such as checking inventory of supplies and ordering arrangements. If a task were to be omitted, many departments would be adversely affected, so it is essential to have a function that allows tasks to be listed and kept track of at all times.
In addition, for tasks that require frequent communication, such as requests to purchase equipment, the “message function” is indispensable, as it allows for more efficient communication than telephone calls or e-mails. Thus, with tasks and messages, the risk of making mistakes in equipment management and stagnating information sharing is reduced.
(3) Can anyone use it easily?
It is also essential that anyone can use the tool easily.
Even a multifunctional tool will not be effective in managing equipment if only some of its functions can be used. If the tool is complicated to use, training costs will waste.
In addition, to prevent a situation where the operation of the tool is frustrated, make sure that it can be used intuitively, even if you are not familiar with IT. For example, Stock, which does not have excessive or insufficient for equipment and supplies management functions, is so simple that anyone can use it on the same day, so there is no need to teach how to use it step by step.
Best tool for efficient equipment and supplies management
Below is best tool that can help improve the efficiency of your equipment and supplies management.
In the case of Excel-based management, there are some disadvantages such as the fact that updates are not reflected in real time, information may not be shared smoothly, and information may be misdirected.
Miscommunication and delays in updating information in equipment management can lead to misidentification of the number and location of equipment. However, with a tool, updates are reflected instantly and a separate tool for sharing is not necessary, so equipment management can be done more efficiently than with Excel.
However, “a tool that anyone can use instantly” is required, as a complicated tool may not be usable and be neglected. In conclusion, the tool that should be introduced in your company is Stock, which is not overloaded with functions necessary for equipment and supplies management and can be easily used by a 65-year-old in a non-IT company.
Simply leave information related to equipment and supplies management in “Note” of Stock and it will be instantly shared with any member of the team. In addition, the advantage is that you can communicate and manage tasks without mixing information related to equipment by using “Message” and “Task” associated with the “Note”.
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Summary of the merit and steps for equipment and supplies management and best tool for it
We have focused on the procedures and best tool for implementing equipment management.
When managing supplies, it is important to “understand the current status of supplies, categorize them according to purpose, and create and share a supplies management ledger. The use of a tool can significantly reduce the burden of creating and sharing ledgers and help prevent omissions in equipment and supplies management.
However, it is important to note that a multifunctional and complex tool may be difficult for employees to use. To prevent such a situation, when selecting the best tool for equipment management, make a decision based on “can anyone use it, regardless of IT literacy”.
In conclusion, if you want to improve the efficiency of your inventory management, “Stock” is a must, as it can be used by non-IT employees over 65 years old on the same day, and includes “Task” and “Message” necessary for equipment and supplies management.
It only takes 1 minute to sign up for free, so make Stock an easy and reliable way to manage your supplies.
