Workplace Asset Management: A Modern Approach
Modern approaches to managing workplace assets in hybrid and flexible office environments—from hot desking equipment to collaborative spaces.
Workplace asset management has evolved significantly with the shift to hybrid and flexible working. Modern offices need to track shared equipment, support hot desking, manage collaborative spaces, and optimise utilisation in environments where occupancy varies daily. This guide explores contemporary approaches to managing workplace assets.
In This Guide
The Changing Workplace Landscape
Hybrid work has transformed how organisations use office space. Lower average occupancy but peak-day spikes, increased sharing of equipment, and more collaborative spaces require new approaches to asset management.
- Variable occupancy: 30-60% average, peaks at 80%+
- Shared equipment: More assets per desk ratio
- Collaborative focus: Meeting rooms and break-out spaces
- Hot desking: Assets not tied to individuals
- Employee experience: Quality over quantity
Key Asset Categories in Modern Workplaces
Modern workplaces contain diverse asset types that require different management approaches. Understanding these categories helps structure your asset management strategy.
- Workstation equipment: Monitors, docking stations, peripherals
- Collaboration technology: Video conferencing, displays, whiteboards
- Furniture: Desks, chairs, lockers, soft seating
- Shared equipment: Printers, scanners, projectors
- Wellbeing assets: Plants, artwork, amenities
Managing Shared and Bookable Assets
Shared assets require different management approaches than personally assigned equipment. Tracking must account for multiple users, booking systems, and more intensive wear from shared use.
- Implement booking systems for high-demand equipment
- Track usage patterns to optimise quantities
- Schedule more frequent cleaning and maintenance
- Enable easy issue reporting from any user
- Consider asset "ownership" for accountability
Optimising Workplace Asset Utilisation
With variable occupancy, understanding actual asset utilisation is crucial. Data-driven decisions prevent over-investment in underused assets while ensuring popular resources are available when needed.
- Track usage through bookings, sensors, or audits
- Identify underutilised assets for redeployment
- Right-size meeting room equipment based on use
- Balance quantity against quality for better ROI
- Plan for peak periods without over-provisioning
How Camio Supports Modern Workplace Management
Camio provides the visibility needed to manage modern workplace assets effectively. Track shared equipment, monitor utilisation, and enable easy issue reporting. Real-time dashboards show what's available across the workplace, supporting both facilities teams and employees.
Frequently Asked Questions
Common questions about workplace asset management
How do I track shared workplace equipment?
For shared equipment, implement QR code tracking that any user can scan to report issues or check status. Consider booking systems for high-demand items. Track usage patterns to optimise quantities and maintenance schedules.
What is the right asset-to-desk ratio for hybrid offices?
Ratios depend on your occupancy patterns and working styles. Typical ratios are 1:1.5 for monitors (some people bring laptops), 1:1 for chairs, and 1:10-20 for specialist equipment. Analyse your actual usage to optimise.
How do I manage assets in hot desking environments?
In hot desking, track assets by location rather than person. Provide personal lockers for items people want to keep. Ensure shared items (monitors, docking stations) are tracked and maintained consistently. Enable easy issue reporting from any user.
Related Resources
Continue your learning with these related guides and solutions.
Ready to take control of your assets?
Start tracking, managing, and optimising your assets with Camio.