It is not only important to have the right people and processes in place when managing your inventory, but you also need to have the right systems. Making sure that you create and maintain a standard process will allow you to manage your fleet of assets and make changes when you need to.
K12 inventory management requires processes and procedures that need ongoing adjustments to stay up to date. When you are getting these processes in order, you do not want to have too many people implementing their own ways. There are major benefits to using key contributors to create your asset management processes.
Make sure you have consistency
When you bring on a new person to your team, and they have no written systems of your department's processes, these people will have a more difficult time managing their responsibilities. Having these written processes in place helps you people be more objective.
Without these written processes, the work that is performed will be less consistent and more unpredictable. Having these processes creates more consistency while boosting the efficiency and productivity of your employees. You will also be able to have more uniformity in your data and adoption of software.
When your district starts the process of implementing a new asset management system, the change can be a daunting task. This requires a top-down buy-in approach. For this to happen, there needs to be clear and concise communication of the strategy and the mindset needed for this to be successful.
Questions you need to ask when creating your processes
How often should processes be revised?
It is important to go over your procedures and see if any revisions need to be made anytime there is an update to any existing software, or a new one is purchased. Due to this, you need to make sure that you have a system in place to update your documentation.
What do you do if your staff resists?
Anytime you switch programs, you are making people move from a system that they are very familiar with to something they do not know. This means that there is a high chance that you will have people in your department struggle with the transition. To help ease, this, make your transition to the new software centered around the people using it versus the technical aspects of the new systems. Doing this, and overseeing the changes you are making will make for better collaboration and trust while avoiding interruptions in your projects.
How do you keep stakeholders in the loop?
When you first go to introduce new technology into a current system, gather all the people in charge of the areas that it is going to be distributed to. Inform them about all the benefits for all that will be using it. This will help ease the transition. It is not a bad thing to over-communicate things in this situation. The more communication about something, the more people will tend to feel comfortable.
What are SLA and why are SLA's important?
SLA stands for Service Level Agreement. This is an agreement that clearly defines expectations between the service provider and the end-user. Having a process in place to clearly and consistently record the ticket data will help SLA compliance, issues with the product and efficiency of your staff.