What are the benefits of visualizing equipment management? Main methods and improvement points
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"Visualization" of equipment management is an important initiative for achieving efficiency and cost reduction in a company. By clearly understanding the inventory status and usage status of equipment, you can prevent unnecessary ordering and excess inventory, and improve business efficiency.
In this article, The benefits of "visualizing" equipment management and how to put it into practice right away, along with points to note when implementing it. We will also provide you with information that will help you solve your equipment management problems, so please use it as a reference.
What is "visualization" of equipment management?
"Visualization" of equipment management is a system that allows you to understand the location and inventory status of equipment at a glance. By allowing anyone to immediately check the status of equipment, you can prevent management errors and unnecessary costs and improve work efficiency.
What is "visualization" of equipment management?
"Visualization" in equipment management means creating a system that allows visual understanding of the inventory and usage status of equipment used within a company or organization. For example, it means making it easy for anyone to check the inventory and usage status of various equipment such as office equipment, office supplies, tools, parts, and consumables.
Visualization is not just about understanding the number of items in inventory. It also means creating a system to visualize the condition of equipment, storage location, useful life, purchase history, and more, and share accurate information.
By making equipment management visible, equipment management can be made more efficient, which is expected to improve business productivity and reduce costs.
Common issues with equipment management
The following issues are commonly seen in equipment management:
Inventory surpluses and shortages
Uncertain inventory status often leads to a shortage of necessary supplies, slowing down operations, while excess inventory puts pressure on costs.
Loss or theft
If equipment is not properly managed, there is a high risk that it will be lost or stolen.
Manual management errors
Manual, analog ledger management is prone to omissions and transcription errors, which not only reduces the accuracy of management but also takes time to compile and analyze.
Complexity of management
If there are many types and quantities of equipment, management may become personalized and it may become difficult to grasp the overall situation.
To solve these problems, it is essential to make equipment management visible. By managing equipment efficiently, unnecessary costs and troubles can be prevented.
The benefits of visualizing equipment management
"Visualizing" equipment management not only allows you to understand the location and number of equipment, but also has various effects on business operations. Let's take a look at the main benefits of "visualizing" equipment management.
Improved business efficiency
By making equipment management visible, equipment can be managed centrally and necessary equipment can be found quickly. This will significantly reduce the effort and time spent searching for equipment, leading to faster work and improved business efficiency.
For example, it eliminates the need to check the location and inventory status of equipment, allowing employees to focus on their core tasks, which is expected to improve work efficiency and productivity. This effect is particularly significant in offices where many employees use a variety of equipment, or in cases where equipment is shared between multiple departments.
Reduced expenses
Visualizing equipment management also contributes greatly to reducing unnecessary expenses. Because inventory status can be grasped in real time, you can see at a glance which equipment is stored as excess stock, which equipment is prone to shortages, and so on.
This allows you to order the necessary supplies at the right time, preventing unnecessary purchases.
Reduced risk of loss or theft
Visualizing equipment management can also be expected to significantly reduce the risk of loss or theft. Because the location and usage history of equipment becomes clear, it becomes easier to quickly discover missing equipment and check records of equipment being taken out.
In the unlikely event that an item is lost or stolen, damage can be minimized because the recorded information can be used to respond quickly. In addition, having a clear record of equipment management status will help deter employees from misusing the equipment and will also contribute to raising security awareness within the company.
Thorough equipment management is an important step in protecting company assets.
Main methods for realizing visualization of equipment management
There are several ways to achieve "visualization" of equipment management, and the optimal method will vary depending on the size and industry of your company, as well as the type and amount of equipment you want to manage. We will explain each method in detail and how to choose the right one.
Creating a management ledger
The basis of equipment management is the creation of a "management ledger" that allows you to centrally keep track of the type and quantity of equipment, purchase date, usage status, etc. An easy way to get started is to create one using spreadsheet software such as Excel.
When creating a management ledger, you set management items (item name, management number, storage location, purchase date, person in charge, etc.) in each column, and enter individual equipment information in each row. By utilizing functions and conditional formatting, you can manage equipment efficiently, such as automatically calculating inventory status and displaying expired equipment in different colors.
Standardize your workflow
Standardizing each process, from ordering supplies to using, returning, and disposing of them, is also extremely important in achieving visualization. Everyone in the company can manage supplies using the same procedures, reducing inconsistencies and mistakes in management methods among different staff members and making management smoother.
First, thoroughly inventory your current equipment management operations and identify each workflow. Then, check for unnecessary steps or inefficiencies and consider ways to improve them.
For example, you could clarify the application and approval process for equipment, or set rules for taking equipment out and returning it. It is important to create standardized procedures, share them with all employees, and ensure they are followed thoroughly.
System implementation
To achieve more advanced equipment management and visualization, it is effective to introduce dedicated systems such as inventory management systems and goods management systems. By introducing such systems, equipment data can be managed centrally and updated in real time.
Depending on the system, it may also be equipped with functions such as automating equipment ordering and lending/return procedures, sending alerts about inventory status, and creating reports, which can be expected to significantly improve the efficiency of management work.In addition, by linking with cloud or PC apps, it will be possible to easily check inventory status, make applications, and make inquiries from smartphones and tablets, further accelerating the efficiency of work.
Introducing the system will be a powerful solution for promoting digital transformation and building a smarter equipment management system.
Use of barcodes and two-dimensional codes
Attaching a barcode or two-dimensional code (QR code) to each piece of equipment or product and then reading and managing it with a scanner or smartphone app is one example of an effective way to "visualize" equipment management.
By utilizing barcodes and 2D codes, you can easily record and track inventory quantities and usage history by simply scanning the code when receiving, taking out, or returning equipment. This reduces manual entry errors and enables accurate and prompt information management.
This is especially effective when handling a large amount of equipment or when equipment is moved frequently.Recently, equipment management using barcodes and QR codes has become easier by linking with management apps that can be downloaded to smartphones.
With "i-Repo Scan," you can use your smartphone or tablet as a barcode reader. This eliminates the need for dedicated equipment, keeping costs down, and allows for efficient equipment management, such as automatically entering scanned information into reports.
For more information on "i-Repo Scan," click here.
Points to note when visualizing equipment management
"Visualization" of equipment management brings many benefits to companies, but there are some things to be aware of when introducing and operating it. Here are three points to keep in mind to make "visualization" a success.
Set rules in advance
In order to smoothly make equipment management visible, it is essential to clearly set operational rules and make them known to all employees within the company.
Specifically, clearly defining the procedures and deadlines for lending and returning equipment, and establishing rules such as "by when," "to whom," and "how" to return it, will prevent equipment from going missing or being taken away for long periods of time. Also, clarifying how to respond in the event of loss, damage, or malfunction will enable smooth response when problems arise.
It is important to document and share the rules you have set, and to ensure they are followed thoroughly by conducting training as necessary. Strict adherence to rules is an important point for improving management accuracy and preventing unnecessary trouble.
Categorize by department or purpose
Classifying and organizing managed supplies by department and purpose is also an important point in enhancing the effectiveness of "visualization." For example, by dividing supplies into categories such as "stationery used by the general affairs department" and "IT equipment managed by the information systems department," it becomes easier to grasp inventory status.
It is also effective to assign an identification number to each piece of equipment so that its location and usage status can be easily tracked. Labeling and classification are essential for linking physical management with data management, leading to an accurate understanding of inventory status.
Management methods are reviewed regularly
The "visualization" of equipment management does not end once the system has been introduced and rules have been established. Even after the system has been put into operation, it is necessary to periodically verify whether the management method is appropriate for the current situation and whether there are more efficient methods, and to make improvements. To do this, it is necessary to carry out regular inventory checks, check and correct any discrepancies with the management ledger and inventory management system, and maintain an accurate status at all times.
Additionally, considering the introduction of new tools and systems, such as the latest management apps and IC tags, can also lead to improved operational efficiency. In order to not miss out on the wave of digitalization, it is important to always keep your ears open to the latest information and flexibly review your management methods.
Utilizing "i-Reporter" to streamline the visualization of equipment management
"Visualization" of equipment management is an important method for improving work efficiency and reducing costs. If you are currently experiencing difficulties with equipment management, such as "feeling the limitations of Excel management" or "being troubled by the time and effort required for paper ledger management," we recommend introducing the on-site report system "i-Reporter."
i-Reporter allows you to easily digitize equipment management ledgers created in Excel and centrally manage equipment information. Because you can use Excel management items (equipment name, management number, storage location, etc.) as is, it reduces the amount of work required compared to paper management ledgers and allows information to be updated in real time.
Please make use of "i-Reporter," which allows you to efficiently visualize equipment management.
