![]() ![]() You can also add remarks, like what the equipment is going to be used for. Select the item, set the current date and time, select Check out and select the person who is about to use the equipment. Go to the Usage log sheet, and make a new entry (new row). Whenever a person is about to use an item, and when the person is handing it back, those two events should be logged as a check-out and a check-in. Now you're ready to start tracking your equipment usage and utilization, condition and performance, and change of locations. You can also add each item's current location. Go back to the Items sheet and begin by assigning Home Location to each item, which is where the item should be located when not in use. Start with the ones where your equipment is located by default, its home location. Locationsĭo the same with the Locations sheet Remove the sample locations, and add your own. This is done in the column called PPR, which is an abbreviation for Primary Person Responsible. You can now go back to the Items sheet and assign main responsibilities for each item to different users. Click the Users sheet, delete the sample names and add your own users. If you have different people using the equipment, you should add the people to the equipment database, so that you always know who is using it. Go back to the Items sheet, and start categorizing each item in the Type column (C), by simply selecting the type from the dropdown menu. Remove the sample types, and add your own. In the equipment database, select the sheet called Types. ![]() But once the database grows, it might be convenient to group items by type. If you only have a few items, there is no need to categorize them. While most equipment management solutions use QR code labels that you can scan with an app, you can manually label your equipment with this number, so that it's easy to find the exact equipment in the spreadsheet database. We have also added a column called UniqueID, which is simply a unique number. If you have multiple similar items, you can simply add #1, #2, #3, and so on after the name. Common naming conventions are combinations of brand, model, and a unique identifier, like the license plate, if a vehicle. The most important is that each name is unique and that it's easy to understand which item it is. Find a way of naming items that makes sense for you, but keep it consistent. Add your own equipment inventoryįirst, begin by deleting the sample records in the items sheet, then start adding items. The other sheets contain records of information you can select in the items sheet and when logging information in the logging sheets, like lists of users, types and locations. The log sheets are where you'll have the history of who has been using the equipment, where it has been, how it has been performing (condition) and any event that might have occurred. Items: This is the main sheet where you can put all your equipment.The spreadsheet is divided into multiple sheets: We have added a few sample items, just so you can get a quick impression of the setup. Once you have copied and opened the file, you will see a list of items. You'll find download instructions at the end of this post. To get you quickly started, we have made a Google Sheets template that you can copy for free and use as a starting point. Live events equipment location tracking.Video, audio & multimedia (AV) production equipment management.The equipment and inventory spreadsheet template is very versatile and has many usage areas. And especially if there is more than one person doing the equipment management. Otherwise, you will probably end up with several copies of the same equipment spreadsheet database, not knowing which one is the current and correct one (if any). A file-based, offline spreadsheet may also work, but we strongly recommend storing it in the cloud as well (Google Drive, OneDrive, Dropbox or similar). The advantage of using a cloud-based spreadsheet like Google Sheets is that even with several users, your equipment database is always up-to-date. If you later decide to upgrade to a dedicated equipment management solution, you can always import your equipment from the spreadsheet. Although such a solution has many advantages over using a spreadsheet, the task of just finding the best solution for you and learning how to use it can require a big effort.īut there is no harm in getting started with equipment management simply using a spreadsheet like Microsoft Excel, Apple Numbers - or even better, a free, online inventory template spreadsheet like Google Sheets. There are several great, dedicated equipment management and tracking solutions available that helps you manage especially expensive and important equipment in your organization.
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