Business Equipment Tracking: Streamlining Tips

The effects of disorganized assets can range from being inconvenient to having devastating outcomes on your business operations. It can result in lost tools, missed maintenance deadlines, and other disruptions.

Imagine a scenario where your team is on a tight deadline, and a critical tool goes missing. You waste valuable time searching for it and have to delay your project. Now you also have to deal with a disappointed client, which is an entirely different headache.

It takes a lot of work to keep track of all the moving parts of a business. Forgetting a maintenance deadline can result in equipment breakdowns and unexpected repair costs. These are a few examples of the problems that can occur due to equipment mismanagement.

An equipment tracking system can help you transform your asset management. You can use these systems to clearly understand what you have, where it is, and how you're using it. In this article, we'll explore the various benefits of equipment tracking systems.

What is an equipment tracking system?

An equipment tracking system is a mobile device that helps businesses keep track of equipment. Systems can track equipment using barcodes, RFID tags, or GPS tracking.

Equipment tracking systems offer automated maintenance reminders, real-time status updates, and detailed reports. 

An equipment tracking system improves efficiency, cuts costs, and streamlines business operations. Businesses can better understand their equipment usage, enabling them to reduce equipment downtime.

Equipment tracking systems can also help businesses avoid costly repairs with preventative maintenance. This helps identify potential issues before they become major problems.

Grand View Research ran a report on the state of the asset tracking market in 2022. The report found that the global asset-tracking market grew to $373 billion in 2022. The report also forecasts a compound annual growth rate (CAGR) of 34.7% for the next seven years. So where did this growth stem from? According to the report, this growth is due to increased demand for businesses to reduce costs with better asset management.

United States Asset Management Marketing Graph

A company that has benefited from equipment tracking is The Cheesecake Factory. With over 200 locations, there was a dire need to manage a large inventory of kitchen equipment.

An equipment tracking system helped them increase equipment lifespan and reduce maintenance costs. The Cheesecake Factory was able to keep track of the location, usage, and state of their kitchen tools. Scheduling preventative maintenance helped identify potential issues early and reduce equipment downtime.

How do equipment tracking systems work? 

Equipment tracking systems have revolutionized the way organizations manage their valuable assets. They track, locate, and safeguard equipment, providing next-level control and efficiency.

Equipment tracking systems consist of a network of devices, sensors, and software. These different elements work together in harmony. Each piece of equipment has a unique identifier, such as a barcode, RFID tag, or GPS tracker. The system can distinguish and track individual items throughout their lifecycle.

The tracking process begins with the deployment of specialized scanners or readers. These scanners can read identifiers and relay data to the central tracking software. Instant data transfer ensures the tracking of any changes in location or status.

Implementation of an Asset Tracking System

Furthermore, advanced equipment tracking systems enhance accuracy and security using sensing technologies. RFID tags use radio frequency signals to communicate with nearby scanners. GPS trackers leverage satellite positioning to provide precise location data. This feature makes GPS ideal for tracking equipment that operates in remote areas.

Once the tracking software captures data, it processes and analyzes it. The software generates reports and provides updates on asset location, status, and usage. You can use the system to find specific equipment and schedule maintenance.

Why equipment tracking systems are essential for preventing loss and theft 

Unfortunately, it is impossible to avoid theft completely. Usually, it's not a matter of if but when theft occurs and how you will handle it. The significance of equipment tracking systems in preventing loss and theft is crucial. These systems provide a powerful tool to protect valuable assets. Here's why equipment tracking systems are essential in combating loss and theft.

Equipment tracking systems provide real-time monitoring of assets. By tracking equipment location and movement, organizations can identify suspicious behavior. Being proactive is a strong deterrent, reducing the likelihood of theft. If theft does occur, the system can detect it and respond. This increases the chances of recovering stolen equipment. Real-time asset tracking also helps prevent equipment loss or displacement.

Moreover, equipment tracking systems provide valuable insights into asset use patterns. Analyzing usage frequency, idle time, and maintenance schedules can help optimize asset allocation. With an equipment tracking system, you can reduce the chances of loss and theft. Let the system do the hard work ensuring your assets reach their fullest usage potential.

Equipment tracking systems often have security features such as geofencing and anti-theft measures. Geofencing creates boundaries and alerts when the equipment moves outside of designated areas. Anti-theft measures incorporate tamper-proof tags, motion sensors, and alarms that flag unauthorized movement.

Anti-theft measures such as tamper-proof tags, motion sensors, and alarms are also commonplace. Alerts and response protocols when unauthorized tampering or movement occurs help deter theft.

Equipment Tracking Systems Prevent Theft and Loss

How to find the right equipment tracking system for your business

Selecting the right equipment tracking system requires you to assess your industry-specific needs. Here are some key steps to guide you in finding the most suitable equipment tracking system:

  1. Assess your requirements: Identify the specific needs and goals of your business. Consider the type and quantity of equipment you need to track. What is your desired level of detail and accuracy? What is the geographical scope of your operations? What industry-specific requirements or regulations exist? What problems are you trying to solve with an equipment tracking system? Asking these questions can help you identify the most important features you need.
  2. Research available options: Conduct thorough market research. Explore the range of available options. Look for reputable vendors or providers who specialize in equipment tracking solutions. Compare features and customer feedback to understand the system's reliability. Customer reviews will be your best friend in this scenario.
  3. Compatibility with existing infrastructure: Is the system compatible with existing hardware or software? Will the system be able to integrate with your current operations? How disruptive or costly would implementation be?
  4. Scalability and flexibility: Assess the scalability and flexibility of the equipment tracking system. Determine if it can accommodate your business's future growth and changing needs. Does the system allow easy addition or removal of equipment? What about customization options that allow you to tailor tracking parameters and reporting?
  5. Ease of use and user interface: Check the equipment tracking system's user-friendliness. Does it have a clean and usable interface that will enhance user adoption? Consider systems that offer mobile applications or web-based portals. Do they allow for convenient access and monitoring from any location?
  6. Data security and privacy: Does the equipment tracking system focus on data security? Features such as encrypted data transmission help secure sensitive information. User access controls can help protect your data as well. You may need to follow data protection regulations depending on your industry. Examples include the General Data Protection Regulation (GDPR) and Health Insurance Portability and Accountability Act (HIPAA).
  7. Cost considerations: Compare the pricing structures of different equipment tracking systems: test upfront costs, ongoing maintenance fees, and extra charges for features or support. Consider ROI and weigh it against the initial expenses to make an informed decision.
  8. Request demos and trials: Request demos or trials of the equipment tracking systems. This can help you assess the system's suitability for your business. Pay attention to features that align with your requirements. Compare how well each system meets your expectations.
  9. Seek recommendations and references: Reach out to your professional network for recommendations. Learn from their experiences with different equipment tracking systems. Gather insight into their strengths and limitations.

Types of Equipment Tracking Systems


How to implement an equipment tracking system without disrupting your operations

Develop an implementation plan that outlines the necessary steps, timelines, and resource requirements. Consider conducting a thorough assessment of your current operations. This will help you identify potential bottlenecks and areas of impact.

You then want to select a period when your operations are stable and less busy. Avoid implementing during peak production or critical business periods to reduce disruptions. With strategic timing, your team can dedicate their energy to the implementation process. They will be able to continue their work without compromising ongoing operations.

Effective communication can make or break things when it comes to minimizing disruptions. Make sure to inform your employees and stakeholders about the upcoming implementation. Communicate the benefits of the equipment tracking system. Address any concerns they may have. Provide training and resources to ensure a smooth transition.

Additionally, consider a phased approach to implementation. Start with a smaller subset of equipment or a specific department to test and refine the system. This allows you to identify any issues or challenges early on and make adjustments. Once you have fine-tuned the process, expand the implementation to cover all departments. A gradual rollout reduces the risk of disrupting your entire operation at once.

Work with your chosen equipment tracking system provider. Engage their expertise and support throughout the implementation process. They can assist with system setup, configuration, and troubleshooting, minimizing any potential disruptions. Collaborating with the vendor ensures that you have access to the necessary resources. Your vendor has strategies to address any challenges that may arise during implementation.

Don't forget to watch and test your system's performance. Collecting feedback from users can be helpful when assessing the system's effectiveness. Keep an eye on the system's impact on your operations. You can use this data to identify areas for improvement or extra employee training. Make necessary adjustments based on the feedback to ensure that the system is doing its job.

Implementing an Equipment Tracking System

Want to learn more?

Integrating an equipment tracking system can have a huge impact on how smoothly your business operates. Using tools like barcodes, RFID tags, and GPS tracking enables comprehensive inventory tracking and usage analysis. As the market for equipment tracking solutions continues to expand and evolve, businesses of all sizes are finding ways to incorporate this technology for a competitive advantage.

RedBeam offers a reliable solution for equipment tracking that can benefit your business. With RedBeam, you can manage your assets while gaining valuable inventory insights. To learn more about how RedBeam can help, schedule a demo today.