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5 responsibilities every equipment manager should master

Here are the top 5 must-dos for equipment managers. Psst, there's a bonus tip for you at the end...! 👀

Being an equipment manager isn't for everyone. While your aunts and uncles might think you “just take care of the company’s equipment,” the role comes with a long list of responsibilities. Some tasks can be delegated, but many require your undivided attention. Kudos to all the equipment managers out there! 👏🏽

For those new to the field or looking to refine their skills, here’s an updated guide on the 5 key responsibilities every equipment manager should master. From purchasing and maintaining to liquidating an organization’s assets, let’s dive into the essentials. 🤿

1. Purchasing, renting, maintaining, and cleaning equipment

As an equipment manager, you’re the guardian of the equipment room, ensuring it holds all the tools your team needs to get the job done. This involves budgeting, making business cases for new purchases, and deciding whether to buy or rent specific items. If a project requires specialized equipment that you don't own, renting becomes the next best option. If multiple requests come in for an item you don't yet own, there might be a business case for purchasing it.

But your responsibilities don’t end with acquiring equipment. You must also ensure that every piece of gear lasts as long as possible through proper maintenance, repair, and cleaning. This process is known as asset lifecycle management. And if something does break down or get too old, it's on you to replace it, ideally before it messes up the flow of things. Planning for timely replacements is crucial.

2. Inventory management and auditing

Equipment managers need to document in great detail which assets they hold. This is vital for accounting and for better understanding how the equipment is used and whether this is the most cost-efficient way.

Documenting every item, down to the serial number, helps track missing equipment and hold users accountable. Pro tip: Including chargers and cables in your inventory list can save you time and worry down the line. You’ll thank us when it’s time for your annual equipment audit.

3. Organizing the equipment room

An organized equipment room is more than just visually appealing; it’s essential for operational efficiency. A clutter-free, well-structured space ensures that equipment is returned to its rightful place and reduces the risk of losing vital pieces.

So, invest time in setting up a well-functioning equipment room by following these steps:

  • Decide between an open or closed equipment room.
  • Group items by category or kit.
  • Define areas for accessing and assembling equipment.
  • Determine which gear belongs together in a kit.
  • Correctly label shelves and racks.

A well-organized equipment room saves time and minimizes frustration for everyone involved.

Need some extra help? Here are 7 equipment room quick tips!

4. Implementing a foolproof booking system

What use is a well-structured equipment room filled with amazing gear without a proper booking and pickup system? This is where a streamlined workflow becomes essential, benefiting all stakeholders. Ideally, your system should allow users to:

  • Browse an equipment database.
  • Check item availability.
  • Make reservations.
  • Pick up the booked equipment without a hassle.

Equipment managers should spend as little time and manual work as possible preparing gear for pickup. You could use Equipment Picking, for instance. It goes without saying that equipment kits should be complete when picked up. Arriving on a set with components missing might be the most annoying thing. Ever. It might be even more annoying than that other big no-no: the feared double booking.

Equipment picking in Cheqroom

5. Gathering insights and continuous improvement

This may come as a surprise, but regularly evaluating your processes and inventory is crucial. Don’t skip it! Understanding what happens in and out of the equipment room, especially with expensive gear and impatient users, helps you fine-tune operations.

Ask yourself:

  • What do I currently have in stock?
  • What’s popular and what’s not?
  • Which items should be moved to more accessible locations?
  • Can frequently requested items be bundled into kits?

Use this data to plan future purchases and make informed business cases. If your inventory is growing, your system for insights and oversight needs to scale accordingly. Use Cheqroom for a complete overview of your gear. Here’s how it works.

6. Bonus tip: Use Cheqroom

Mastering these five key responsibilities will not only make you an effective equipment manager but also enhance your organization’s efficiency and productivity.

However, if you truly want to streamline your asset management and gain deeper insights, check out Cheqroom for a comprehensive solution.

Cheqroom is the #1 enterprise asset management platform for makers on the go. It shows you what gear you have and where it is, holds users accountable, and provides insights into the usage and condition of all your items.

Request a demo today! ✨

Elke 4
Written by Elke Swinnen Jun 04, 2024

Elke Swinnen is Cheqroom’s video reporter and event queen. Most of the time, you’ll find her out in the world visiting Cheqroom customers and shows like NAB and IBC. She is passionate about sharing the latest gear updates, film industry insights, and top gear management tips and tricks. Her favorite pieces of gear are the ARRI ALEXA 35 and Aputure MC Pro. She’s also a Content and Social Media Marketer at Cheqroom.