Getting started with Asset Tracking Software - brought to you by www.ezofficeinventory.com

1. EZOfficeInventory leverage your assets June 2015
of
Asset Tracking Software
&
Equipment Management Software
ABCs

2. EZOfficeInventory leverage your assets June 2015
LOOKING TO TRACK AND MANAGE ASSETS EFFECTIVELY?
It's no secret that most businesses are unable to track their assets effectively. REASON?
There are very few tools available that solve this problem in a focused and intuitive manner.
'So, how about my trusted old spreadsheet', you ask? Spreadsheets are an important tool for
any business. They may be the Swiss army knife of business tools, but spreadsheets have
obvious and well known limitations.
So is there a tool that enables simple, cost effective and efficient asset tracking for businesses,
a silver bullet (if you may)? The answer is a resounding YES! Specialized cloud based asset
tracking software and equipment management software enables you to do that and more,
no matter which industry you belong to!

3. EZOfficeInventory leverage your assets June 2015
ASSET TRACKING SOFTWARE
Is having an Asset Tracking Software on
your high priority list? It should be!
According to U.S. Small Business Administration,
businesses with poor asset management tend to fail.
Employees end up wasting time when the required
assets are not made available readily, or face last
minute conflicts on shared tools or have unexpected
breakdowns due to poor maintenance and upkeep.
An effective asset tracking software improves an asset’s
Total Cost of Ownership, improves efficiency and
minimizes the risk of items getting misplaced. To overcome challenges like low productivity, poor
collaboration between employees and business growth, you’ll need a powerful and flexible asset
tracking software. Instantly locate your assets, conduct audits, and have your employees use
their hours productively.

4. EZOfficeInventory leverage your assets June 2015
DRAWBACKS OF NOT HAVING AN ASSET TRACKING SOFTWARE?
It is an alarming situation when expensive and vital
items start disappearing from your company’s stock.
Poor Equipment Management generally leads to
business failure. Expensive assets and equipment
being misplaced, lost, or stolen are a common
occurrence when employees are tasked with manually
updating records in different departments at multiple
locations.
Another business risk for not having a workable asset
tracking software is handling fraud, especially loss of
expensive assets or sensitive information. For example,
government departments discovering lost laptops that contained secret information, years after
they were lost! Of course, it was already too late to contain possible damages. A good asset
tracking software will identify such red flags early enough for businesses to arrive at a strategy
for handling the situation, and being ahead of it.

5. EZOfficeInventory leverage your assets June 2015
ADVANTAGES OF HAVING AN ASSET TRACKING SOFTWARE
Some of the game changing advantages of having a
powerful asset tracking or equipment management
software are:
 Organized collaboration between employees.
 Stable and rapid business growth.
 A system that enables employee mobility.
 Efficient tracking of all your equipment.
 Reduced fraudulent cases.
 Reduced downtime due to missing assets or low
stock.
 Painless audits.
 Reduction in write offs

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FIRST THINGS FIRST: CLASSIFY ITEMS YOU NEED TO TRACK
Different types of assets have different tracking needs,
and classifying the items that need to be tracked is
an important first step. The three types of items that
can be tracked in an asset tracking software are:
 Assets (e.g. laptops, cameras, cars) - Used for a
certain duration; tracked individually. Generally need
detail tracking because they’re expensive and knowing
their full cost of ownership including servicing,
warranty and repairs, it is important.
 Asset Stock (e.g. chairs, tables, cables) - Similar to
Assets; not tracked individually; concerned with stock
quantities. Need to be tracked, just from a stock perspective i.e. how many exist and where
they are. But you’re not concerned about knowing specific details of a particular item.
 Inventory (e.g. water bottles, printer cartridges & paper) - Items that are consumed; concerned
with stock quantity; add inventory stock when you get supplies and remove when you consume
them.

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ORGANIZED COLLABORATION BETWEEN EMPLOYEES
The major advantage of having a centralized cloud
based equipment management software is to enable
collaboration between employees. Say, when an
employee needs an asset for a conference next month,
rather than hoarding on to it, they can reserve it so
others can make use of it before the conference starts.
With a proper asset tracking software, managing check
in/outs, employee assignments, asset reservations and
more is a breeze. Collaboration becomes easy between
employees of different departments, enabling a
business to reduce unnecessary asset purchases.
Through collaborative feedback and insights, shared
assets can be utilized more effectively.
Moreover, employees can provide helpful insights into subject matter related to asset
management. This includes references for product safety, skills development and other knowledge
base materials that are updatable and referenceable by employees.

8. EZOfficeInventory leverage your assets June 2015
IDENTIFYING USER ROLES
Not all users are the same. Each of them have a
distinctive role in your business.
 Asset custodian, also referred to as staff user is the
end user of the system. Asset Custodians are
individuals, employees and partners who reserve or are
assigned assets in a business.
 A supervisor is similar to an administrator, but is
limited in terms of assets and custodians a supervisor
can update and manage.
 The Administrator is the highest level of user
having complete access to the system and the authority of keeping information up to date such
as auditing, tracking assets, adding employees, uploading documents, servicing, importing data
and coordinating between the asset custodians. You should have more than one administrator to
manage your asset tracking software so as not to overburden a single individual and end up with
a single point of failure.

9. EZOfficeInventory leverage your assets June 2015
SIGNIFICANCE OF LABELS IN EFFECTIVE ASSET TRACKING
You’ve probably noticed most equipment have barcodes attached to
them. Unfortunately, they’re of little use since a barcode just stores a
serial number. This serial only makes sense when looked up against a
database of assets. Having labels with additional information, like the
business name, contact information and asset make/model is far more
useful.
Having professional looking asset labels with business relevant information is both a time saver
when trying to identify an asset and an enabler of asset tracking systems.
Why you need them? They help you identify items, making it easier to track and update stock
status. Physical assets become more accountable with asset labels. Moreover, labels help you
identify your company as a brand. When making labels for your items, there are a number of
labels compatible with an asset tracking software. Purchasing commercial quality labels isn’t
necessary when starting off, rather we recommend going the ‘Do It Yourself’ path. This ensures
any errors or improvements can be made before investing on professional labels. Most asset
tracking software come with a label designer for such a purpose.

10. EZOfficeInventory leverage your assets June 2015
SIGNIFICANCE OF LABELS IN EFFECTIVE ASSET TRACKING (CONTD…)
When creating asset labels, a few things you need to
look out for:
1. Size – A label needs to be just large enough to be
easily identified. Too big and it becomes unseemly, too
small and its utility diminishes.
2. Quality – Once again, we recommend doing a trial
run with Asset Labels. Once you’ve tried out the labels
on assets, then it is time to go commercial with durable
ones.
3. Information – At a minimum have a QRCode in
there. That way, you can scan and have up to date information show up on your smartphone.
But you’d probably like to add information to the QRCode, like ‘property of …’, and possibly some
asset identification number to help with manual lookups also just in case you don’t have your
scanning device to scan the QRCode. What information you have on the Asset Labels helps you
track them in case they get lost.

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ENHANCED WORKFLOW WITH SUPERCHARGED FEATURES
When choosing an Asset Tracking Software, look for
productivity boosters that will help your business
grow. For example; if Location Tracking is important
to you, go for a software that offers it. You may also
want to configure your Time Zone.
Some key features to look out for in an asset
tracking software are:
 Team based Access Control
 Availability Calendar
 Data Import functionality
 Label Designer
 Email Alerts
 Custom Reports
 Mobile apps for usage on the go

12. EZOfficeInventory leverage your assets June 2015
EZOFFICEINVENTORY – A SOFTWARE THAT HAS IT ALL!
EZOfficeInventory is brought to you by a team of enterprise and
technology experts who recognize the role of technology in solving
common problems with a fresh perspective. Today, most businesses still manage their assets and
inventories via excel sheets or by a desktop product. Both of which force a single administrator
to own the headache of keeping information up to date such as lending, auditing, tracking,
equipment management, providing support documents and drivers, servicing and coordinating
between asset custodians. EZOfficeInventory does that and more!
Why Us?
We feel your pain and understand the need for businesses to focus on core strengths by not only
removing technology related inefficiencies, but also enhancing employee productivity through
optimal usage of assets. Give EZOfficeInventory a try, and within hours you’ll be tracking assets
and will not look back. We’re so confident of this, we give a 15 day free trial! Sign up with us at
http://www.ezofficeinventory.com.
If our software doesn’t solve your business's pain point, we'd like to hear from you.
Email at: support@ezofficeinventory.com

13. EZOfficeInventory leverage your assets June 2015
SOME OF OUR CUSTOMERS…

14. EZOfficeInventory leverage your assets June 2015
Try out our 15 days Free Trial
…and let the experience compel you to sign up for
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