Equipment Management for schools and universities: the top 5 benefits

Organizations with enough equipment to warrant an equipment room, have every reason to take equipment management very seriously.

Schools and universities are prime examples. They often hold a wide range of gear that changes hands frequently. Properly tracking and maintaining all that equipment is important for several reasons: lost or damaged goods are expensive, and students rely on steady access to the equipment to hone their craft. To name just a few.

Here are our top 5 benefits of equipment management for schools and universities.

1. Reduce costs and create accountability

In case you needed reminding, losing or damaging equipment is expensive. Over the course of several years, schools spend a hefty chunk of their budget replacing obsolete equipment as is. They simply cannot afford to tack on costs for repairs and replacements because they lack a system that keeps precious assets secure. A solid equipment tracking system is great for discouraging vandalism and theft and protecting your budget in the process.

2. Minimize the risk of human error

People make more mistakes than computers do. That’s irrefutable. It only stands to reason that the more human work is involved in a process, the more room there is for error.

So manual data input is exactly the type of work equipment managers should want to avoid. Especially at educational facilities, where different student workers often do a lot of the work. They have to input data such as barcode numbers, technical specs, checkout, and return dates, or where a certain asset is stored. Mistakes will occur, even after checks and double-checks, which all cost time.

Schools that want reliable and up-to-date information such as asset location, condition, and usage history, should look into barcode tracking supported equipment management software sooner rather than later.

3. Make information centrally accessible

In the age of cloud computing, accessible data is at the heart of many organizations’ daily work. Why should schools and their equipment be different? There are just too many users, stakeholders, and other moving parts to rely on outdated spreadsheets or forms.

Real-time access for multiple users to inventory data has become a necessity. Its major advantage? Both users and workers have the info they need at their disposal, exactly when they need it, regardless of their role in the organization. Availability issues are easily foreseen and avoided, while students can find and reserve the equipment they need. Of course, different user roles make sure that sensitive information stays secure, always.

4. Make your annual inventory audit easier

When it’s time for the annual inventory audit, equipment management software is a game-changer. Because making a completely accurate list of all of your assets, with all the information up to date, is a chore. Especially because your school’s inventory is probably always changing.

Then there’s tracking usage data, location management, and timely maintenance. All these things are vital to a complete inventory and are much easier to handle with scanners, barcodes, and equipment management software such as Cheqroom.

5. Make the checkout process super efficient

Don’t forget the bread and butter of any equipment room’s workflow: checking equipment in and out. Multiply the number of times a student borrows an asset by the time you could save on each checkout, and you get a good idea of what a streamlined checkout process does for your school. With equipment management software, checkouts can happen lightning fast. Students can book online. Availability is guaranteed. The student’s credentials are logged. Reminder emails to bring the item back are automated. There is simply no underestimating how much leaner and more reliable the checkout process becomes with proper equipment management.

Better equipment management tools make better schools

Proper equipment management makes the lives of a school’s students and staff much easier. It creates accountability, reduces costs, speeds up the checkout process, and just generally increases the efficiency of your equipment handling by a lot.

Proper equipment management does require proper tools, as spreadsheets and sign-in forms are not fit for scale and will cost you in the long run. We’re obviously quite fond of Cheqroom, the equipment management software of choice for hundreds of schools and universities.

Try Cheqroom for 7 days for free. No strings attached. 
Or book a demo straight away!

Oct 14, 2021 Written by Hana Belbecir