Justin Lackey

In the cleaning and maintenance industry, efficiency is key. As demand increases for high-quality services, asset management can make or break operational success. Unfortunately, many organizations still fall into avoidable traps that cost time, money, and productivity. If your team is struggling with misplaced tools, scheduling chaos, or outdated systems, it is time to reevaluate how you are managing your assets. Follow the seven tips below to help your team avoid unnecessary mistakes when it comes to asset management. DON’T: Use outdated tracking methods A team’s most common and costly mistake is relying on outdated tracking methods. Spreadsheets and paper logs may have served a purpose in the past, but today they create more hassle and slow down productivity. These methods are also prone to human error, often leading to lost or forgotten data. Complex cleaning and maintenance operations have led to an increased demand for cloud-based and artificial intelligence-powered asset management platforms. Finding the right asset management system allows teams to track tools, schedule maintenance, and review performance metrics. Because these systems allow access from any device, teams can improve their oversight and response time. DO: Use real-time tracking to prevent losses and delays Outdated tracking methods can lead to a delay in real-time asset visibility. Without a system in place to log crucial information immediately, it is tough to maintain accurate records. The result is often misplaced vacuums and toolkits along with wasted time searching for them. Fortunately, these costly errors are preventable. Modern solutions like barcode scanners, radio-frequency identification (RFID) tags, and GPS tracking provide immediate asset status and location updates, reducing wasted time and increasing productivity. DON’T: Wait for equipment to break Often, people wait until something breaks before addressing equipment issues. Being reactive to a problem can result in service delays and shortened asset lifespans, which are costly to the team and their customers. Proactive maintenance scheduling can entirely shift workflow management. Asset management software users can set reminders for routine tasks such as battery replacements, filter changes, and system calibrations. Regularly scheduled upkeep extends the equipment’s life and prevents unplanned interruptions. DO: Invest time in training and accountability A system is only as effective as the people using it. Even with the right tools, asset management can fail if your team is not adequately trained on how to use it or held accountable for using it correctly. Provide comprehensive onboarding for inexperienced staff and ongoing training for existing employees to ensure everyone understands why accurate asset tracking matters. Performance metrics and accountability structures are great ways to help drive consistent compliance and provide tangible measurements of success to your team. DON’T: Use siloed systems Asset management suffers when companies keep information in departmental silos. When maintenance, custodial, and operational teams use separate systems that do not communicate with each other, they lose valuable data in the gaps. place to log crucial information immediately, it is tough to maintain accurate records. The result is often misplaced vacuums and toolkits along with wasted time searching for them. Fortunately, these costly errors are preventable. Modern solutions like barcode scanners, radio-frequency identification (RFID) tags, and GPS tracking provide immediate asset status and location updates, reducing wasted time and increasing productivity. DON’T: Wait for equipment to break Often, people wait until something breaks before addressing equipment issues. Being reactive to a problem can result in service delays and shortened asset lifespans, which are costly to the team and their customers. Proactive maintenance scheduling can entirely shift workflow management. Asset management software users can set reminders for routine tasks such as battery replacements, filter changes, and system calibrations. Regularly scheduled upkeep extends the equipment’s life and prevents unplanned interruptions. DO: Invest time in training and accountability A system is only as effective as the people using it. Even with the right tools, asset management can fail if your team is not adequately trained on how to use it or held accountable for using it correctly. Provide comprehensive onboarding for inexperienced staff and ongoing training for existing employees to ensure everyone understands why accurate asset tracking matters. Performance metrics and accountability structures are great ways to help drive consistent compliance and provide tangible measurements of success to your team. DON’T: Use siloed systems Asset management suffers when companies keep information in departmental silos. When maintenance, custodial, and operational teams use separate systems that do not communicate with each other, they lose valuable data in the gaps. An integrated asset management solution allows all stakeholders to access the same information, from resource planning to budgeting and reporting, in a centralized place. This system allows teams to foster intentional collaboration, resulting in better-informed decision-making. DO: Use your valuable data Many organizations collect asset data but fail to analyze it thoroughly. Asset management systems collect several data points that contain valuable insights, which can help drive purchasing decisions and maintenance planning. By leveraging the reporting tools built into most modern asset management platforms, organizations can identify which tools are overused and which require frequent repairs, allowing them to make equipment choices that ultimately save costs. This data-driven approach helps turn asset management from a reactive function into a strategic advantage. DO: Set your team up for success In today’s demanding environment, cleaning and maintenance teams cannot afford to be held back by preventable inefficiencies. With the right asset management systems in place, you can transform how your team operates, ensuring it is equipped to deliver top-tier service every day.

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Justin Lackey

President, Asset Panda

Articles by Justin Lackey

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