For multilocation enterprises with sprawling infrastructure, managing and tracking IT inventory is as complex as it is essential.
The good news is that enterprises can streamline their approach to this vital business activity. We share exactly how to do that, outlining specific strategies and tools to make IT asset tracking and inventory more efficient.
Simplify data entry processes by leveraging the following strategies.
Create standardized data-entry templates and forms by defining key data points to track, and designing a resource with corresponding fields. Establish consistent naming conventions, implement required fields, and make templates user-friendly.
They should include drop-down menus, checkboxes, and data validation elements to minimize errors.
Collect asset inventory data using mobile apps. This strategy enables greater accessibility while increasing real-time visibility and efficiency.
Examples of apps for IT asset tracking and inventory are:
Wasp Inventory Control
UpKeep
NetSuite
Enterprise employees can save tons of time with these functionalities in their asset management software.
Leverage bulk editing to update large amounts of IT asset data quickly and accurately. Select relevant assets, choose which fields to alter (i.e. quantities or tags), then make the desired changes.
Use bulk importing to upload large datasets in one go. Map data fields in a file, format them correctly and then import.
Implement API integrations to interconnect applications from databases to Enterprise Resource Planning (ERP) systems. Integrations enable automatic inter-system information updates and data synchronization.
Teams with unique, ultra complex inventory and tracking systems may need custom API integrations. Setting these up is much more challenging, so it’s best to let an experienced connectivity partner handle them.
Mobile solutions simplify and speed up auditing, enhancing efficiency and cost-effectiveness. Use the following to improve IT asset inventory auditing.
Adopt mobile tools with audit functionalities, such as:
Asset Panda
EZOfficeInventory
Ivanti Neurons for ITAM
Capture audit data with mobile devices by:
Implementing barcode scanning apps
Equipping devices with RFID technology
Leveraging mobile GPS tracking
Enabling real-time audit updates and analyses via mobile applications
Facilitating mobile audit history tracking
Perform audits of remote equipment by:
Using software with remote monitoring
Scheduling virtual audits
Using automated asset discovery and tracking tools
Some mobile tools enable standardized audit checklist creation. This functionality quickens the audit process and helps ensure accurate auditing.
To create practical checklists, determine the audit’s objectives and scope. Then, use those determinations to generate checklist items. Finally, organize items in a user-friendly manner.
Mobile tools also offer workflow automation elements, from task coordination to audit history logging. These speed up auditing and cut costs by eliminating tedious tasks and significantly reducing errors.
As global enterprises have countless IT assets, auditing every asset isn’t always possible.
Teams solve this problem by sampling. This method involves auditing a select “sample” of assets and extrapolating findings to the overarching inventory.
Enterprises select which assets (or categories) to sample through prioritization. This strategy involves determining which assets to audit by weighing asset value and compliance requirements.
Configure automated scans to optimize efficiency while enhancing security. Adopt innovative discovery tools that automatically scan to discover IT assets. These tools offer other functionalities, from network mapping to change monitoring.
To effectively utilize automated scans, schedule and set discovery rules thoughtfully.
Schedule scans strategically to minimize network impact and prevent overloads. Do this by:
Limiting scans per hour and scan duration
Setting specific time scan windows outside of peak hours
Enabling auto-disable for scans that fail continuously
Discovery rules, or parameters guiding automated discovery tools, ensure scans are as effective as possible. Set discovery rules by defining criteria such as:
Targets
Discovery methods and protocols
Data to collect
Exclusions
Develop them according to organizational priorities and compliance requirements.
Create the following to cultivate a single source of truth for IT asset tracking and inventory management information.
With a unified knowledge collection, enterprises prevent time waste, ensure consistency, and increase overall productivity. Develop an organized, centralized hub that features:
Best practices for IT asset tracking and inventory
Policies
Guides, templates, and other documentation
Relevant IT asset information and data
Forums for information sharing
It should also include troubleshooting information, such as FAQs. Create these by collecting common inquiries, constructing clear answers, and categorizing questions. Post them in a user-friendly format on the knowledge base.
Clear and concise training materials ensure consistency across large organizations, accountability, and efficient onboarding. Develop videos and interactive tutorials to enhance information retention, employee engagement, and accessibility.
It’s vital to keep documentation, training materials, and all other knowledge base points current. With regular updates, enterprises ensure accuracy and consistency. This streamlines asset tracking and inventory activities while making them more cost-effective.
Efficient inventory management is crucial for optimizing IT operations and improving top-to-bottom productivity.
To truly harness the potential of a mobile-first enterprise, meticulous asset and inventory control is non-negotiable. It's the bedrock upon which seamless operations and maximized productivity are built.
By adopting the strategic approaches we've outlined, organizations transform their asset management from a reactive burden to a proactive advantage.
When the objective is to achieve peak performance in your enterprise mobility ecosystem, Advantage provides the specialized expertise and tailored solutions that make that vision a reality.
Drop us a line so we can start exploring transformative possibilities together.