Outfitting an office with all of the right furniture, filing systems, and workstations is just the start of a long process. To keep the office space working smoothly and within budget, you need a comprehensive plan for tracking and managing every piece of furniture that enters the office
Tracking every piece of office furniture can seem overwhelming, even in a relatively small office. These facts about office furniture management will convince you of the value of the practice and help you plan your own approach
Many offices first implement an asset tracking program due to loss and theft. When you're investing a sizable amount of money into each chair, desk, and filing cabinet, you can't afford for employees or visitors to walk away with them like they might a pen or memo pad.
Loss is particularly likely if you share your office space with other companies and individuals who come and go at different times. Some furniture is lost to non-theft damage like flooding or fires, misplacement, and general breakdown from wear and tear. Asset tracking helps you determine the cause of the loss of each piece of furniture, allowing you to prevent the problems in the future.
A comprehensive office furniture tracking plan also helps your organization pick the perfect time for replacing furniture. Each piece of office furniture has an expected lifespan, and replacing a workstation before it becomes damaged allows you to recycle or resell the equipment to keep material out of the landfill.
The optimal replacement windows vary for different types of furniture and use patterns. For example, you need to replace a chair used in a call center with 24-hour service more often than a desk in a rarely used conference room. Software that estimates averages for individual pieces of furniture simplifies the process of timing your orders for new furnishings.
You have many options for asset management software that accommodates furnishings like furniture, computers, and other workplace non-consumable supplies. The majority of software is computer-based, but some mobile powered tracking options are also available to take advantage of a smart phone's built-in camera and scanner capabilities.
Most software systems integrate with barcodes, RFID-enabled smart tags, or both. The combination of automatic software tracking combined with tags to pinpoint the location of individual furnishings greatly simplifies the process of managing an office full of furniture.
Barcodes are inexpensive to implement and easy to add and remove from different pieces of office furniture. For a more advanced tracking system that can integrate with existing security equipment, try RFID-enabled tags. These tags can set off alarms and send out alerts when certain items are being removed from the premises or even just an assigned area.
Both types of tags require specific scanners to read the embedded information. Whether you choose a handheld barcode scanner or designate a chip scanning station, you can check the purchase date, expected lifespan, and much more for each piece of equipment in the office. Make sure tags are securely attached with permanent adhesives or fasteners.