Less administration and more control of equipment

Equipment costs go beyond purchase prices. HR, IT and facilities also spend time re-entering data, checking records, filing documents and chasing missing information. If nobody adds those activities together, an important part of the operational workload remains invisible.

Measure the work you want to reduce

Choose one workflow, such as issuing laptops. Work with the people involved to establish request volumes, the records they update, and the time spent checking and correcting them. This provides an evidence-based starting point for automation.

Service Automation Suite connects the agreed steps. TOPdesk can support asset records and activities; ValidSign handles signatures where needed. The connected HR application provides employee context and can receive documents for employee files.

A simple worked example

Suppose an organisation handles 120 equipment handovers each month. Administration currently takes eight minutes per handover. After configuration, the team expects three minutes to remain, including the required checks.

• Difference per handover: five minutes.
• Potential time released: 600 minutes, or ten hours a month.
• Across twelve comparable months: 120 hours a year.

This is a fictional calculation. Validate volumes and timings with the people doing the work. Include implementation, subscription, maintenance and internal effort in the business case. Released hours represent capacity; direct financial savings arise only when expenditure actually falls.

Control needs evidence of execution

Alongside time savings, you want to establish who received equipment, which declaration was signed and what remains outstanding when someone leaves. Make that record part of execution rather than separate administration afterwards.

This supports accountability and audit preparation. Agree who decides, who may access the information and how discrepancies are followed up. The value is in demonstrably completed working agreements, not merely having a dashboard or document.

Make the approach transferable too

If only one colleague understands every separate step, absence or departure leaves the organisation exposed. Bring actions, source rules and responsibilities together in a configuration the team can understand and maintain. Agree with us which knowledge stays with you and what support you want.

Start with a limited scope and measure the outcome. Reuse the building blocks and experience for the next equipment type or workflow. A wider improvement can grow from a practical first step.

Use the ROI calculator to support the conversation and review the current plans and prices. Work together to establish which assumptions fit your situation.

Time savings in an existing employee workflow

In its published customer story, NVM reports more than 250 hours saved annually by connecting HR and IT around employee changes. That result concerns the employee workflow as a whole. Use the approach to inform the conversation and measure which activities and hours actually change in your own process. Read the NVM result in context.

See this workflow in a demo

We can demonstrate this approach. Show us where your team retypes information or chases outstanding actions. Together, we can choose a first step that fits your environment.

Arrange a demo

More about this workflow

Explore the next part of the workflow · Read another perspective