7 things you need to know for collaborative equipment management on an online whiteboard

1. What is a security inventory?

An inventory is a list of the equipment and/or installations necessary for the smooth running of your organization.

It lists the number of items you have, their distribution in your office and beyond, and their technical characteristics, so that any action required for their use or maintenance over time can be taken by all those involved.

2. Why carry out an inventory and check the equipment?

The inventory is necessary to ensure the availability of the services offered to the players and users of the workspace. It is the first essential stage in the optimal deployment of maintenance and service works.

The regulations require this through the obligation to check the good condition of equipment that contributes to the smooth running of the site and the safety of people and property.

3. Who is responsible for inventorying and checking equipment?

Setting up periodic inspections is a regulatory obligation that involves different players at different levels of control:

• Firstly, the occupier of the office must carry out a visual inspection of the equipment.
• Next, competent maintenance technicians must carry out first-level checks.
• Lastly, for certain installations, these checks are carried out and/or completed by inspection bodies or manufacturers, whose aim is to ensure that the installations are in good working order, according to their original state of acceptance, and that they are safe for people.

The latter inspection must be the subject of a periodic audit. In the latter case, observations are highlighted and must be dealt with. These reports are subsequently requested by the relevant authorities (labor inspection, safety and accessibility commission, etc.).

4. What are the benefits of the Equipment Inventory and Maintenance template?

It is a fact: the inventory is organized by mobilizing and coordinating a large number of players. Usually, it is carried out using several inventory and planning tools, which need to be bridged and made compatible in order to process the data in the best possible conditions.

For example, the use of a computer-aided maintenance management tool, which is reserved for the initiated, requires a great deal of configuration. Its application is complex and time-consuming.

With Klaxoon's collaboration platform, all the players involved are invited to take part in the process from the outset, using a single tool and an adapted and adaptable framework: Board, Klaxoon's online whiteboard. The logistics of information are fully guaranteed at the same time and to the right extent for all the parties involved.

The performance of periodic inspections and the associated maintenance or use of these assets is significantly and sustainably improved. Time is also saved and redirected to more important tasks for the customers and end users of the workplace.

5. How do you run collaborative maintenance and equipment management with Klaxoon?

With Klaxoon's collaboration platform, you can inventory your equipment by creating a board containing the plans and technical documents needed to describe the equipment and physical spaces concerned.

Each category of equipment has its own space so that all those involved in the equipment to be inventoried and checked can work together.

Each piece of equipment is then tracked by creating its own QR code to link its physical and virtual location to the collaborative workspace, where information on its state of maintenance and availability can be updated in real time with the participation of all stakeholders.

You will find a detailed guide within the template, with step-by-step instructions on how to set it up and discover the features that will help you get the most out of it.

6. Why use the Equipment Inventory and Maintenance template?

Julien Legrand's testimony, as fire safety manager and founder of Securpartner:

As a fire safety manager of a 1st category public reception facility, checking that the verification work is done correctly and that the fire safety system is operational at all times is a real challenge. Trust is a key value. And with this template, we have the opportunity to reinforce and build collective trust by involving everyone.

• Proof of the quality of maintenance and inspection: "With Board, we have a more qualitative approach to our services. In fact, we can demonstrate to the customer in real time, by sending a photo or video, the condition of the equipment and its proper inspection."
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• Strengthening operational security: "We can focus on our expertise and involve all the building's occupants in maintaining the operational security arrangements.
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• Stop the proliferation of tools: As we know, the proliferation of tools for managing maintenance and periodic inspections mobilizes different actors. The operator ends up using several tools, which makes these operations time-consuming. Julien adds: "So now, with this template, we have the opportunity to centralize, manage autonomously and build an operator service.
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• Promise of innovation: "Digitizing the management of emergency equipment by involving all the occupants is part of this desire for innovation on the part of our customers.

7. You can try this template now!

Do you want to run collaborative maintenance and equipment management ? Try this template now to save time and improve the flow of information between the different parties involved. Board, the online whiteboard on Klaxoon's collaboration platform, makes your job easier.

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