In an organization where every team member is wearing multiple hats and fulfilling many responsibilities, it is quite the feat to get everyone on the same page. Given everything that needs to be done in a day, it is no wonder why equipment management isn’t always top of mind. As a team, you collaborate in a variety of disciplines to get the job done. This, of course, requires good communication. But with everyone focused on their responsibilities, how are you supposed to keep everyone updated on the repair status of your broken equipment? How will you inform everyone that your piece of equipment is even out of service?  With Equips, you have the internal communications tool needed for better equipment management.

Equips Simplifies Security

Did you know that there is a new scam in which a criminal will approach a bank or credit union branch under the guise of a service technician? They will go into the branch and inform a teller that they have arrived to perform maintenance on the ATM. Once they get to the ATM, they will plug in a USB drive and run a script that tells the ATM to dispense cash, which they then steal. What a terrible, yet, oddly clever scam! You see, the only reason this works is that the teller usually has little stake in the management and maintenance of the equipment. They have no idea what exactly is wrong with their ATM and, therefore, have no reason to suspect that the person claiming to be a technician will steal from them.

This whole scam would never work if every member of the branch was informed about the status of the equipment, repairs, and had a way to verify their technicians. And why don’t they? It’s simple, keeping everyone updated takes time and energy away from more important matters. Sure, all of this information could probably be sent via email. But what if you don’t work in the financial world? What if you work in, say, healthcare or a laboratory where there is significantly more equipment to manage? You might spend hours trying to update your team on the status of your equipment. There aren’t nearly enough hours in a day for that and everything else on your to-do list. You need a better internal communications tool.

Security Components

Equips isn’t necessarily security software. However, it has security components that can help you easily stop some scams. Using Equips, many of our customers have set up database views that allow their front-line staff to verify their technicians. They can quickly open the Equips web application, verify that a request for service has been submitted and that the technician is in fact affiliated with your preferred service provider before allowing them to touch a piece of equipment.

Equips Simplifies Communication

Using the saved database views feature in the Equips web application, everyone in your organization can enjoy up-to-date information about the status of all your equipment. Mind you, this is especially helpful for your front-line employees as they can use this information to better serve customers. For example, take this scenario: a customer enters the branch upset that he cannot use the ATM at your branch’s drive-up. He was hoping to bypass entering the branch by completing his banking needs at the ATM outside. Depending on whether your branch was aware of the fault, this scenario could go one of two ways.

  1. If you were aware of the fault, you can quickly pull up your saved database view (which I will be showing you how to make very shortly) and inform him that your branch has recently requested service on the equipment and provide an estimate of how long it will be before the ATM is operational once again.

  2. If you were not aware of the fault, you can thank him for bringing it to your attention and place a service request so that the machine can be up and running as soon as possible. He will be so impressed by how quickly you handled the whole situation and offer you a high-five. Be sure to wash your hands afterward—he was just touching an ATM, after all.

Saved View for the Win

Using the Saved Views feature in the Equips web application, every stakeholder in your organization can see the status of your equipment with only a few clicks. This internal communication tool eliminates the guesswork from equipment maintenance and management. It also provides relevant, up-to-date information on the equipment your business relies on.

Internal Communications Tool: Creating a Saved View

Creating a saved view in the Equips web application is simple and takes little time. Here is how you do it in just a few easy steps.

Step One:

Create an Equips account for free. Unless, of course, you’re way ahead of the game and already have an account. In which case just log in!

Step Two:

Next, on the top ribbon, move your tracer over Service and select View Requests.

Step Three:

Select the columns icon. On the right, you will see a whole bunch of column options. Go ahead and select the items below. You can also add more if you feel it might be relevant, but these should get you by.

  • Created
  • Manufacturer
  • Model
  • Location
  • Provider
  • Status
  • Notes

Step Four:

Select the filter icon and, under Scheduled Date, choose the last 7 days. You can also select one of the other options, but for the most relevant information, I would just filter it to the last 7 days. You can also play around with the other filtering options—provider, location, category—the world is your oyster!

Step Five:

Now, click the saved views icon. On the right, be sure to add a name that will help you remember the contents of the view you are saving as well as a description if you’re feeling like a real go-getter. I personally would call the view Service Requests (last 7 days). Be sure to hit Save View.

Step Six:

Begin using the Equips web application to place service requests with your preferred service providers. Your equipment data and service provider information will have to be manually uploaded to your account first, but we can help with that. Shoot us a message to get started!

Your service requests and maintenance history will automatically be saved in our database and can be accessed through this view and any other views you create within the web application. That way, you can always be informed about the status and performance of your assets.

Step Seven:

Lastly, give yourself a high-five. You have taken the first steps towards implementing a new internal communications tool that will change the way your business manages equipment. Show your boss, too. You might just get a promotion out of this!

Moving Forward with Equips

Thanks for reading! To learn more about how the Equips web application can simplify the way your business approaches equipment maintenance, book a demo below! We look forward to finding the right solution for you.

Schedule a Demo to Learn More