How to Manage Work Equipment: Paper vs. Digital

Comprehensive Work Equipment Management: Anytime, Anywhere, Paper or Digital

Efficient management of work equipment is crucial for businesses of all sizes. Two primary methods are commonly used: traditional paper-based systems and modern digital solutions. Each has its own advantages and challenges and is suitable for different types of businesses, processes, and employees. Sometimes transitioning to a digital method helps, while other times a combination of both methods is beneficial. Even a paper-based method can be made more efficient with automated print forms.

Paper-Based Management

Advantages:

• Simplicity: Paper-based systems are straightforward and easy to implement. They require minimal training and can be used by anyone.
• Accessibility: Physical records are always accessible without the need for electronic devices or internet connectivity.

Disadvantages:

• Location Dependency: Physical records are tied to a specific location, making it difficult to access them from another branch or office.
• Storage Requirements: Over time, paper records can accumulate, requiring significant physical storage space. This can lead to clutter and make it difficult to find specific documents.
• Time-Consuming: Managing and updating paper records can be time-consuming. Manual entry increases the risk of errors and inconsistencies.
• Security Risks: Paper records are vulnerable to damage, loss, and unauthorized access. Ensuring their security can be challenging.

In a paper-based system, equipment issuance and returns are documented using forms and logbooks. These records are then stored in physical files, which can be cumbersome to manage, especially as the business grows.

Digital Equipment Management

Advantages:

• Efficiency: Digital systems streamline the process of tracking and managing equipment. Automated updates and real-time tracking reduce the risk of errors.
• Space-Saving: Digital records require no physical space and can be easily organized and accessed from anywhere.
• Enhanced Security: Digital solutions offer enhanced security features, such as encryption and access controls, to protect sensitive information.

User-Friendly Management:

• Manager and Employee Perspective: Digital management simplifies the management of issued work equipment from both the manager's and the employee's point of view.
• Employee Self-Service Portals: Lists of issued equipment are visible through employee self-service portals, where employees can view and manage their issued equipment. This not only improves transparency but also empowers employees to take responsibility for their tools.
• Automatic Monitoring of Deadlines and Requirements: Unlike paper, software automatically tracks maintenance schedules and equipment requirements, ensuring that equipment is always in optimal condition and employees have the necessary tools available.

What are the best options for checkout, handing over and taking over property

• Our system tracks the entire lifecycle of work equipment, from initial issuance to final return.
• This includes items ranging from keys and computers to protective equipment and software.
• Whether you prefer digital or paper records, we offer flexible options to suit your needs.

Handing over and receiving can be done either on paper or digitally

• Digital check-out and issuance streamlines processes by eliminating paperwork and enabling electronic confirmation. Employees can easily confirm or sign documents directly on their mobile devices. This not only reduces the need for paper storage but also accelerates workflows and enhances efficiency. An electronic signature or employee user account is required for digital confirmation.
•  Printed form - is suitable for situations where, processes, standards or legislation require "paper" with a physical signature. Enable you to print a form on paper, which can be physically signed and subsequently archived or scanned

When companies need to solve the equipment of workers

Each company deals with entrusting, handing over or taking over property, especially work equipment and aids. In small teams, there is no need for records, everything is on a personal basis, can be memorized, or maintained in paper or Excel records. However, for higher numbers of people, typically 20 to 40 people, this method becomes unsustainable and companies should start using digital records of issued items.

1. issuance and entrustment of work tools and equipment during employee onboarding
2. continuous change of work equipment during the employment relationship
3. handing over or returning work equipment during employee offboarding (termination of employment, retirement)