Scaling Innovation: How TED Uses Equipment Inventory Software to Power World-Class Events
TED is a non-profit media organization that facilitates the global distribution of international talks and media. Dedicated to its mission of 'Ideas Worth Spreading,' the organization provides free, public access to a wide-ranging library of content recorded at conferences and independent events.
The Challenge:
The Daily "Time Suck" of Manual Tracking
TED Conferences manages a massive inventory of high-end video gear used for studio shoots, testimonials, and major conferences. Relying on a "simple Google Spreadsheet" to track equipment meant that it was increasingly difficult to keep track of who had what gear, where it was located, and how long it would be gone. Additionally, coordinating repairs and routine maintenance was cumbersome without a centralized, automated system.
The Solution:
Streamlining Operations with Self-Service
To maintain the high production standards required for their global conferences and studio sessions, the TED video engineering team implemented Cheqroom, a dedicated equipment management platform, to serve as a single source of truth for their massive inventory. By transitioning from static spreadsheets to a dynamic, automated system, TED successfully modernized its workflow, replacing administrative bottlenecks with a streamlined, user-driven process.
3 Highlights from TED's Improved Equipment Management Workflow with Cheqroom:
Autonomy with Self-Checkout
Team members independently view real-time gear availability and book equipment for specific dates, removing time-consuming internal back-and-forth.
24/7 Mobile Access
The team utilizes the Cheqroom mobile app to manage gear on the fly. This ensures the system can be updated from anywhere, at any time.
Frictionless Scanning
By using a phone camera as a scanner, the team eliminates the need for clunky scanners, allowing for instant, frictionless check-ins and check-outs.
I think my favorite feature of Cheqroom is its accessibility. So anybody with the phone app can easily download it and scan without having a second scanner to check out or check in an item.
The Impact:
Efficiency That Keeps the Focus on the Big Ideas
The transition to Cheqroom has fundamentally changed how TED manages its production environment. By moving away from a static Google Spreadsheet, the video engineering team has regained hours of lost time previously spent on manual data entry and "gear hunting". The result is a high-trust, self-sustaining ecosystem where equipment is always accounted for, maintenance is never overlooked, and the focus remains on capturing world-changing ideas rather than managing logistics.
Measurable Time Savings
The team has eliminated the need to physically search the office or studio to locate missing equipment.
100% Data Accuracy
TED has moved from manual, error-prone spreadsheet entries to a 100% automated record of every item's whereabouts.
Cheqroom has improvement my life as an equipment manager. I don't need to go around and find out where the gear is anymore.
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