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Issuing Company Equipment to New Hires Process Template

Use this template to set up a step-by-step procedure for preparing, issuing, and managing equipment for new employees.

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Issuing Company Equipment to New Hires Process Template

Use this template to set up a step-by-step procedure for preparing, issuing, and managing equipment for new employees.


The Importance of Having the Right Tools

Equipping new hires with the necessary tools for their roles is a critical first step in ensuring their success and integration into the company. The right equipment, from laptops and software to specialized tools, not only empowers employees to perform their tasks efficiently but also conveys the company's commitment to supporting their professional growth. 

Providing the appropriate resources from day one fosters a positive work environment, enhances productivity, and minimizes the learning curve associated with new job responsibilities. It demonstrates the organization's investment in its employees' potential and well-being, setting a strong foundation for engagement, satisfaction, and long-term retention. Furthermore, ensuring that new hires have access to the latest technology and resources reflects the company's dedication to innovation and excellence. This initial step is crucial in building a motivated workforce equipped to contribute to the company's goals and success.

Pre-onboarding Preparation

Equipment Needed for Every Role

At our company, we recognize that providing our employees with the right tools is essential for fostering innovation, efficiency, and job satisfaction. To ensure that every new hire is fully prepared to excel from their first day, we've carefully curated a list of standard equipment tailored to meet the needs of every role within our organization. This foundational equipment package typically includes:

  • Laptop: Equipped with the necessary software and access rights for the specific role.
  • Monitor, keyboard, and mouse: To facilitate a better working environment.
  • Office Supplies: Basic supplies such as notebooks, pens, and other stationery items.

This list ensures that all employees have access to the essential tools required to perform their duties effectively, supporting our company's commitment to excellence and employee success.

Equipment Needed for Specific Roles

To support the diverse functions within our company, specific roles are equipped with tailored tools that align with their unique responsibilities. Here's an overview of the specialized equipment provided to members of the sales team, the delivery team, and the service team:

Sales Team

  • Mobile Devices: Smartphones or tablets with data plans to facilitate remote communication with clients and access to sales materials while on the move.
  • Presentation Tools: Access to premium presentation software and portable projectors for pitching to clients.

Delivery Team

  • GPS Navigation Devices: For efficient route planning and timely deliveries.
  • Handheld Scanners: To track parcel pickups and deliveries, ensuring accurate record-keeping.
  • Vehicle Safety Equipment: Including dash cams for security and safety, and hands-free communication devices to stay connected while adhering to road safety laws.

Service Team

  • Diagnostic Tools: Specialized equipment for troubleshooting and repairing products or services offered by the company.
  • Mobile Workstations: Tablets equipped with service and diagnostic software for field technicians.
  • Protective Gear: Safety equipment tailored to the specific risks associated with service tasks, ensuring compliance with health and safety regulations.

By equipping each team with role-specific tools, we empower our employees to perform their duties more effectively, enhancing productivity and delivering exceptional service to our clients and customers.

Preparing Everything Prior to the New Hire’s First Day

Ensuring that everything is prepared prior to a new hire's first day is crucial for a smooth onboarding experience. Here's a step-by-step procedure to make sure all necessary equipment and tools are ready for your new team member:

  1. Identify Equipment Needs: Consult the job description and any specific requests from the hiring manager to determine the exact equipment and tools the new hire will need.
  2. Inventory Check: Verify that all required items are available in your inventory. For any items not in stock, place orders well in advance of the new hire's start date.
  3. Prepare Equipment: Once all items are gathered, configure the equipment with necessary software, access rights, and user accounts. Ensure everything is up-to-date and fully operational.
  4. Safety and Compliance: Install any required security software and update privacy settings to comply with company policies.
  5. Workspace Setup: Arrange the new hire's workstation with the prepared equipment, including computer setup, phone, and any specialized tools specific to their role.
  6. Documentation: Prepare a packet of information covering equipment use, maintenance guidelines, and whom to contact for technical support or equipment issues.
  7. Final Inspection: Conduct a final review of the workstation and equipment to ensure everything is in place, functional, and ready for the new hire’s first day.

By meticulously preparing for the arrival of new hires, you demonstrate the company's commitment to their success and create a welcoming atmosphere that fosters positive first impressions and job satisfaction.

Inventory Management

Tracking Equipment and Maintaining the Inventory

Effectively tracking equipment and maintaining inventory is essential for managing company assets efficiently and ensuring employees have the tools they need. Here’s how we’ve implemented a systematic process for this task:

  1. Utilizing the Inventory Management System: We’ve adopted a digital inventory management system to keep an accurate and up-to-date record of all company equipment. This system should include details such as equipment type, model, serial number, purchase date, warranty information, and assignment to employees.
  2. Barcode System Implementation: Each piece of equipment has a unique barcode or QR code. Scanning these codes when issuing or receiving equipment back into inventory simplifies tracking and reduces errors.
  3. Regular Audits: We conduct regular inventory audits to verify the physical presence of listed items and update the inventory system accordingly. This helps identify discrepancies early and address potential issues like loss or theft.
  4. Equipment Assignment Records: We maintain detailed records of equipment assignments, including the employee's name, the date of issuance, and expected return date for temporary assignments. This accountability ensures clarity on who is responsible for each item.
  5. Maintenance and Repair Logs: We keep logs of maintenance checks and repairs for each piece of equipment. This information helps in scheduling routine maintenance, extending the life of the assets, and planning for replacements.
  6. Disposal and Upgrades: We document the disposal of outdated or broken equipment and the acquisition of new items to keep the inventory current.

By following these steps, we can ensure a well-organized, efficient approach to equipment tracking and inventory management, ultimately supporting the smooth operation of business activities and the productivity of the workforce.

Equipment Issuance

Procedure for Issuing Equipment

Here's the step-by-step guide to issuing equipment to new hires on their first day:

  1. For new hires, all equipment should be prepared prior to onboarding.
  2. Documentation: The employee receiving the equipment signs an acknowledgment form, documenting the items issued, their condition, and the understanding of the company’s policies regarding equipment use and responsibility.
  3. Training: If necessary, arrange a brief training session or provide resources to ensure the employee knows how to use the equipment effectively and is aware of any specific guidelines or restrictions.
  4. Ongoing Support: Inform the employee of the process for requesting support, reporting issues, or seeking replacements for damaged or malfunctioning equipment.

By following these steps, we can streamline the equipment issuance process, ensuring employees are well-equipped to perform their duties while maintaining accountability and oversight of company assets.

Training and IT Support

Introduction to IT Support

Introducing new hires to IT support is a crucial step in ensuring they feel supported and equipped to tackle their roles from day one. Upon joining, each new employee should be briefed on how to access IT support, including the contact information for the IT helpdesk, support ticket submission processes, and any online resources or internal platforms where they can find self-help solutions. 

It’s important to emphasize the availability of IT support for resolving technical issues, setting up new software, or addressing cybersecurity concerns. This introduction should also cover the company's IT policies, such as acceptable use, data protection guidelines, and procedures for reporting security incidents. By providing a comprehensive overview of IT support and resources, we aim to empower our new hires with the knowledge and tools they need to navigate the company's technology landscape confidently and efficiently.

Need Training?

To ensure our new hires have immediate access to the information and training they need to succeed, we utilize our Trainual account, a comprehensive resource for learning about our tools, platforms, and company procedures. 

Upon joining, employees are granted access to Trainual, where they can find a wide array of training modules tailored to different aspects of their roles, including how to use specific tools and platforms essential for their daily tasks. If any issues or questions arise regarding the use of these technologies, Trainual offers step-by-step guides, instructional videos, and troubleshooting tips to provide quick and effective solutions. This self-service approach empowers our new hires to learn at their own pace and access relevant information when they need it, fostering a culture of continuous learning and self-improvement. 

For additional support, our IT helpdesk is always available to assist with more complex inquiries or issues.

Security and Compliance

New Hire Overview

As part of our commitment to maintaining the highest standards of data security and equipment usage, all new hires undergo a comprehensive orientation on our company’s security protocols and data protection measures. This orientation covers essential topics such as safeguarding confidential information, adhering to cybersecurity best practices, and understanding the legal and ethical implications of data handling. 

New employees are also educated on the proper use of company equipment, including acceptable use policies, internet and email guidelines, and the importance of regular software updates to ensure security. Compliance with these policies is crucial not only for protecting our company's assets and reputation but also for upholding our legal obligations regarding data protection. By ensuring that all team members are well-versed in these areas from the outset, we foster a culture of responsibility and vigilance that supports our collective security and success.

Equipment Return

Procedure for Equipment Return

The procedure for returning company equipment upon termination or role change is designed to ensure a smooth transition and maintain the integrity of our assets. Here’s a step-by-step guide:

  1. Notification: The HR department or the direct manager will notify the IT department and inventory management team about the impending termination or role change, detailing the specific equipment to be returned.
  2. Equipment List: The employee is provided with a detailed list of all company equipment currently assigned to them, including electronics and any other company-owned items.
  3. Return Schedule: A deadline for the equipment return is set, typically coinciding with the employee’s last day or shortly thereafter. Instructions for returning the equipment, including the location and any required forms, are communicated.
  4. Data Backup and Wipe: For electronic devices, employees are instructed on how to back up any personal or work-related data. The IT department then performs a factory reset to wipe the device clean of any sensitive information.
  5. Inspection and Documentation: Upon return, each item is inspected for damage or wear. The condition of the equipment is documented, and the employee signs a form acknowledging the return.
  6. Inventory Update: Returned items are logged in the inventory management system, noting their condition and availability for reassignment.
  7. Final Confirmation: The employee receives a confirmation of the equipment return, completing the process.

This procedure protects both the company's assets and the departing employee's interests, ensuring a clear and professional conclusion to their tenure or transition within the company.

Lost, Stolen, or Broken Equipment?

In the unfortunate event that company equipment issued to you is lost, stolen, or broken, it’s crucial to take immediate and responsible action to mitigate any potential security risks or disruptions to your work. Here’s what you should do:

  1. Report Immediately: Notify your manager or the IT department as soon as you discover that equipment is missing, stolen, or damaged. Prompt reporting is essential for quick action to secure company data and assess the situation.
  2. Detail the Incident: Provide a detailed account of the circumstances surrounding the loss, theft, or damage, including the last known location of the item(s) and any relevant details that could help in recovery efforts or in assessing the damage.
  3. Cooperate with Procedures: Follow any instructions given by the IT department or your manager, which may include filing a police report in the case of theft, assisting in remotely locking or wiping the device to protect sensitive information, or returning the damaged equipment for assessment and repair.
  4. Replacement Process: Be prepared to cooperate with the company’s procedures for replacing the lost, stolen, or broken equipment. This may involve filling out specific forms or providing additional information as needed.

Remember, the company understands that accidents and unforeseen events happen. The priority is to ensure the security of company data and minimize disruption to your work, not to place blame.


Have Questions?

In conclusion, the process of issuing, managing, and returning company equipment is integral to maintaining the operational efficiency and security of our organization. By adhering to the outlined procedures, we ensure that every employee has the tools they need to succeed in their roles while upholding our standards for asset management and data protection. Whether you're a new hire preparing for your first day, an existing team member navigating a role change, or departing the company, these guidelines are designed to support a seamless transition and safeguard our company's resources.

Should you have any questions about the equipment issuance process, how to access training resources, or the steps involved in returning company equipment, please do not hesitate to reach out to the head of the IT department.

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