How to Optimise Enterprise Asset Management: The Complete Guide
Inventory, employee assignments, contracts, maintenance: managing your asset estate covers a broad spectrum. This complete guide explains the key challenges, the equipment involved, and how Fleezy simplifies day-to-day management.
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What is a company's asset estate?
A company's asset estate refers to all the physical and digital assets made available to employees for the performance of their duties: laptops, phones, vehicles, access badges, personal protective equipment, work tools, etc.
Unlike the IT estate — which is limited to digital equipment — the asset estate encompasses every category of assets assigned to employees, from their first day to their last.
Goals and challenges of asset management in businesses
Optimising asset management is the primary goal to ensure that employees make good use of the company's goods and services.
Effective management involves numerous challenges: conducting a complete inventory of your estate, tracking stock levels, and overseeing equipment maintenance. Managing your assets requires careful planning and precise real-time tracking.
However, getting an overview of your equipment and completing a full inventory is a time-consuming task. Making these goods and services available to employees adds further complexity.
Wasted time
Scattered spreadsheets, manual searches, duplicate entries. Manual management consumes hours every week for unreliable results.
Hidden costs
Unnecessary repurchases, undetected duplicates, forgotten contracts. Without centralised visibility, costs accumulate silently.
Compliance risks
Expired PPE, missed regulatory checks, unrenewed certifications. Poor tracking exposes the company to sanctions.
Failed onboarding
A new employee without a laptop or badge on day one — an avoidable classic. Poor coordination between departments is costly for both image and productivity.
3 hours saved per week on average
Companies using dedicated software reduce their management time by 60%.
The assets to manage in your company
The list of assets to manage varies depending on your industry and the size of your organisation. Here are the most common categories found in businesses.
IT equipment
Laptops, desktops, servers, peripherals and IT accessories — all tracked with their assignment and maintenance history.
Telephony
Mobile and desk phones with their associated lines and contracts. Automatic end-of-contract alerts.
Vehicle fleet
Company vehicles with employee assignments, MOT records, leasing contracts and service reminders.
Cards & badges
Payment cards, fuel cards, building badges, parking, canteen and vending. Full assignment tracking.
PPE & safety
Personal protective equipment (helmets, harnesses, vests…) with history and regulatory renewal alerts.
Operational equipment
Tools, workwear, furniture, equipment specific to your sector. Create your own custom categories.
Does your sector have specific equipment?
Planning and organising your asset estate management
Centralise data
A single register for IT, HR and Finance. All asset-related information in one place, accessible to the relevant stakeholders.
Track assignments
Who holds what, since when, and in what condition. A complete history from the employee's first day to their last.
Automate alerts
Contract expiries, planned maintenance, periodic checks, certifications to renew. Never miss a deadline again.
Analyse and optimise
Cross-functional visibility over the entire estate. Identify available assets, reduce unnecessary repurchases and control your spending in real time.
Why choose dedicated asset management software?
Managing a company's asset estate can be complex due to the diversity of assets, rapid technological change, IT security requirements, licence management and many other factors. Effective planning and management are essential to overcome these challenges and ensure the estate operates optimally.
Using dedicated asset management software becomes indispensable to avoid wasting time and money. A management tool gives all stakeholders access to asset information whenever they need it.
In the event of an incident, the full history of asset movements is available. The software also allows you to set alerts for planned maintenance or servicing, and can be a key asset for successful employee onboarding from day one.
Excel / spreadsheet
- Frequent data entry errors and outdated information
- No automatic alerts or notifications
- No assignment history
- Problematic multi-user access
- No global cost visibility
- Risk of data loss in case of an incident
Fleezy
- Centralised data, always up to date
- Automatic alerts on contracts and maintenance
- Complete asset lifecycle history
- Multi-user access with role management
- Spend control and duplicate detection
- Data security hosted in Europe
Ready to see Fleezy in action?
Book a demo with our team and discover how Fleezy adapts to your organisation in 30 minutes.
- 30 minutes to see the tool applied to your use case
- Personalised demonstration by a product expert
- Response and follow-up within 24 business hours
- No commitment and no credit card required
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