Translated from 日本語 • View original 
Everyone in the affairs system and general affairs.
Suddenly, isn't it difficult to take stock of assets?
There are a lot of checks, and even though the schedule is approaching, I get impatient if I don't make it in time.
I can't check the computers and smartphones that I lend to employees because they don't bring them to the company.
And so on, it doesn't go as you want.
In addition, remote work has increased due to the coronavirus pandemic, and many companies may have many issues related to inventory and asset management.
In this article, I would like to share a story about how the inventory challenge has been dramatically improved with the business concierge tool Colorkrew Biz.
What You Need to Do in an Internal Inventory
It's about taking inventory and confirming that the things registered in the master data actually exist where they should be.
You probably record master data in a database or Excel.
It's disgusting to have all the data together.
So what is difficult is that you have to check whether there is actually something by some means.
It is time-consuming, time-consuming, and troublesome to go to the place where things should be, see them, and confirm their existence.
I understand the hardships of the world's affairs and general affairs...
I don't want to take stock of all the emotional systems mobilized anymore!
Colorkrew takes inventory of computers twice a year.
We check who is using which model where, and by checking it against the master data, but some employees use multiple computers, so the number of computers is greater than the number of employees.
(There are more than 200 computers for about 100 employees!) ）
Moreover, not all computers are in the office.
For example, before the new coronavirus epidemic, sales people brought their own computers and presented at customers' places, and there were many outside circles in the company.
Some employees were working remotely and took their computers with them.
(Currently, due to the coronavirus pandemic, almost all Colorkrew employees are working remotely.) ）
In addition, there is a dedicated computer that can be left at home in addition to portable ones so that it can respond to 24-hour failures.
So, in order to check all of these, the members of the Emotional Sys (there were four people at the time) spent about a month wandering around looking for the location of the computer that was hard to come by.
↓ is an image of me looking for a PC during the inventory period (laughs).
How to complete an inventory that used to take a month in 5 seconds
What freed me from such transcendent work was Colorkrew Biz, a business concierge tool that reduces the name of work ™ in the office.
Surprisingly, the time it takes to take inventory has been reduced to 1 month →5 seconds! Here's how.
There is a preparation in advance to make an asset number into a QR code and paste it on a computer, but since I have been labeling the asset number until now, it will not be a burden if I respond to it when purchasing a new one.
Asset number registration when creating QR codes can also be completed quickly and easily with CSV.
Preparation
For each asset management number, a QR code compatible with Colorkrew Biz is attached to the IT asset (PC, server, network equipment, etc.).
How to create a QR code
- We recommend Tepla for equipment management with QR codes!
Basics - Manage your supplies with QR codes! 3 tips for not failing
Practice
What Ordinary Employees (Asset Owners or Managers) Do
Simply scan the QR code on Colorkrew Biz → select "Borrow"!
When the confirmed is displayed, the work on the employee side is complete.
What the Information Systems Department Does
Download the equipment inventory history from the Colorkrew Biz management screen→ if there are any omissions, request a re-inspection or conduct a loss investigation.
Once the check is completed on all assets, the asset inventory is complete!
Change to a profitable information system department with the vacant man-hours!
When it was the inventory season, it became very easy because all I had to do was announce to the entire company on the company's SNS Goalous, "Please scan the QR code with Colorkrew Biz and take inventory!"
After that, the employee scans the QR code on his or her computer and completes the inventory.
Even if there are 2~3 machines, it only takes about 5 seconds, so there is no need for us to go to check it.
It is only with the cooperation of the employees, but since the QR code is only scanned, there is almost no burden on the employee side.
Currently, all employees are doing it without much resistance.
Thanks to the introduction of inventory using Colorkrew Biz, our information system department has freed up man-hours.
In addition, due to the improvement of operational efficiency, two of the four members of the intelligence system were able to participate in projects in the profit department with the free man-hours.
If inventory is streamlined, not only will costs be reduced, but the person in charge of intelligence will also be able to make money, and I am surprised by the dramatic change.
It may be an extreme example to go this far, but there must be many people who are busy with their daily work and cannot take on the challenge they originally wanted to take on.
In particular, due to the influence of the new coronavirus, work styles such as the introduction of telework have changed significantly, and I often hear that the workload of the information system department has increased overwhelmingly.
I hope that by improving operational efficiency, we will free up man-hours and create an environment where we can do what we should be doing.
Colorkrew Biz reduces the number ™ of jobs in the office that involve people, goods, and money.
Please consider introducing it!