Hybrid-equipment-room-thumb

How to set up a hybrid equipment room

The happy medium between self-service and a closed equipment room.

Pricey gear + heavy equipment room traffic = risk of loss, theft, breakage. But in a world where most equipment managers have additional specialties and responsibilities, a locked equipment room isn’t always an option except for the biggest companies.

A hybrid equipment room may be exactly what you need to strike that perfect balance between oversight and flexibility. Discover the ultimate steps to a flawless experience – a win-win for equipment managers and users alike.

Set up the right hybrid location:

  • Designate an accessible reservation area outside the equipment room.
  • Ensure that gear can be picked up or dropped off in a predefined location – such as a specifically labeled drawer.
  • Link each drawer/space/shelf with one specific user.
  • Separate pickup and drop-off locations to avoid confusion and mistakes.

Automate communication:

  • Notify freelancers and internal equipment users where to pick up/drop off the gear and relevant passcodes for locks.
  • Work with SMS: SMS messages are simple, more present than e-mail, and don’t require an internet connection to access.

Invest in the right infrastructure:

  • Purchase lockable cabinets or cages to safeguard your gear.
  • Use a combination or numeric padlocks – not keys, which have to be exchanged in an extra transaction.
  • If working with multiple equipment rooms, consider installing a card access system (no need to reset lock combinations after every use).

The benefits

For equipment managers

  1. No need to physically be there to orchestrate pickup and drop-off

  2. Prepare equipment for checkout ahead of time

  3. No queues of users to deal with

  4. Time to handle other responsibilities

For users/freelancers

  1. No hurrying to finish up a shoot or other project on time

  2. Flexible pickups and drop-offs

  3. Easy-to-access notifications about location/time of pickup/drop-off

  4. No extra time spent on communication


Pro tip
: an asset management tool like Cheqroom adds an extra layer of insight and accountability to the equipment management process.

Rely on a digital “paper trail” documenting all notifications and the history of the booking process, ensuring full traceability in case of broken gear. Easily link SMS (or e-mail, or push) notifications to the triggers of your choice (ex. when equipment is due/late) and take automated communication a few steps further.

Want to know more about equipment management? Sign up for our newsletter!

Hana
Written by Hana Belbecir Aug 06, 2021

Meet Hana Belbecir, our dynamic content marketer. She infuses creativity and strategic vision into the core of our brand. Hana, passionate about storytelling and has a keen eye for market trends, is devoted to creating a unified brand identity for Cheqroom. Her favorite part? Working & brainstorming with different creatives.

More blog articles

Why Building Your Own Asset Management Solution is a Mistake Thumbnail
Why Building Your Own Asset Management Solution is a Mistake Ever thought about building your own equipment management system from scratch? We get it, it's tempting to think "Hey, we know exactly what we need, so let's just build it ourselves!" But here's the thing: while DIY might sound great at first, it usually ends up being a bit like building a house without blueprints. You'll face unexpected costs, growing pains, and constant maintenance issues that'll make you wish you'd chosen a ready-to-go solution instead.
Read more
Why ER Ps Fail at Gear Management Thumbnail
Why ERPs Fall Short in Equipment Operations, and What to Do About It Running equipment operations through an ERP is like trying to fix a watch with a sledgehammer. Powerful but not right for the job, as ERPs excel at financial tracking but fall short on day-to-day gear management. Purpose-built solutions like Cheqroom complement ERPs by providing what operations teams actually need: mobile-first tools, smart scheduling, and real-time tracking that treat equipment as more than just another line item.
Read more
How to Show Off Your Cheqroom ROI Thumbnail
How to Show Off Your Cheqroom ROI "Wow, look at these savings!" Let's dive into how Cheqroom transforms chaos into cash flow. We'll show you the secrets to measuring ROI that'll make your CFO smile, banish those pesky ghost assets to the equipment graveyard, and turn your operation into a lean, mean, efficiency machine. Whether you're an equipment manager tired of playing hide-and-seek with assets or a business leader looking to level up your game, this guide is your ticket to turning asset management from a necessary evil into your secret weapon for success!
Read more