How to: maintain your assets effectively?
28 March 2021 

How to: maintain your assets effectively?

Organizations often own hundreds of different assets. From elevators to energy installations, from a mop to a chiller and anything in between: as a Facility Manager you're probably in charge of all of it. Which means you also need to make sure it doesn't break down. Or if it does, you'll fix it. Needless to say, that it's incredibly important to have a solid overview of all of your assets and an even more solid maintenance plan to maintain them properly.

In this blog, we will focus on that first step: having an overview of all of your assets. Because if you don't, it can really cost you. And that's the last thing we want. So: where do you start if you need to know what assets you own? I have three magical words for you: Master Asset Registry. This is usually an Excel file that documents ALL information about ALL assets you own, including when maintenance is due. Do you already have one? Great! Did you check or update it recently? Or do you still need to set one up? We got you!


Where to start?

If you're starting from scratch, walk through the facility and write down all assets that you see and that you need to maintain. Sometimes, some of them are already documented in a Facility Management system for example so make sure to crosscheck that too. When you run a multi-site facility, make sure to have all teams aligned and collaborating to make sure you end up with 1 Master Asset Registry for all sites (create overview!).


What to include?

Then, what information do you need? There are a few categories that are usually included in the Master Asset Registry. The first one is its geography: where is the asset located? This is especially important if you run multi-site facility. You would include the country, city, building but also floor and room number to know exactly what asset you're referring to and where it's located.

Then you also include the information about the actual asset: category name, class or type name, status for example active or non-active, the manufacturer and the model number, etc. Last but not least you can also include special instructions such as specialized maintenance requirements as well as links to other documents that may keep track of maintenance or drawings for example. Include all information that you feel you need to know to maintain it.


For the fast learners:

If you really want to make your life easy, you can use asset tagging to make sure all assets have their own identical tag. Think of it as a vehicle with its identical license plate. Ideally you would store these asset tags digitally and link them with the items in your Master Asset Registry. How to set this up? With today's technology we would advise you to create QR codes for every asset, that you can scan. This will also allow you to put all kinds of information in this QR code that again, matches with the Master Asset Registry.


Want to learn more about how to manage your assets strategically and effectively? Drop us a line with your questions at or check out our training course here!

About the author
Yvet is leading the YES community together with her team. There are so many amazing Facility professionals in this community and so Yvet passes on all their cool stories, tips and tricks, and experiences to you.
Place comment

arrow_drop_up arrow_drop_down