Keeping track of all the devices your business uses—like laptops, smartphones, tablets, and printers—is essential for smooth daily operations. Without a clear system to manage these assets, it's easy to lose sight of what devices are in use, who is responsible for them, and whether they are properly maintained or secured. This can lead to unexpected downtime, data breaches, or compliance issues, especially as your business grows.
Why device management matters for Australian SMBs
When devices are unmanaged, you risk disruptions that affect staff productivity and customer trust. For example, if a laptop with sensitive customer data goes missing and you don't know whose it was, you may face privacy concerns under Australian data protection standards. Additionally, outdated or unpatched devices can become entry points for cyber attacks, potentially exposing your business to ransomware or data theft.
A typical scenario: How unmanaged devices cause headaches
Consider a 50-person Australian consulting firm that recently expanded. Without a central device tracking system, some employees had multiple devices, others had none, and IT staff struggled to keep software updated. One day, a staff member's laptop was stolen during travel, but because the device wasn't logged or encrypted, client data was at risk. The IT provider stepped in to implement a device management solution that included asset tagging, remote tracking, and regular security checks. This reduced future risks and improved response times when issues arose.
Practical steps to track and manage your company devices
- Ask your IT provider: Do you offer device inventory management? Can you track device locations, usage, and status remotely?
- Review service agreements: Ensure they include regular hardware audits and updates on device health and security.
- Maintain an internal asset register: Keep a simple spreadsheet or use software to log device details—serial numbers, assigned users, purchase dates, and warranty info.
- Implement device tagging: Physically label devices with unique IDs to make tracking easier.
- Enforce security policies: Require strong passwords, enable device encryption, and set up remote wipe capabilities in case of loss or theft.
- Schedule regular audits: Periodically verify that devices are accounted for, software is up to date, and security settings are intact.
- Train staff: Educate employees on the importance of reporting lost or malfunctioning devices promptly.
Managing your company's devices doesn't have to be complicated, but it does require a clear plan and consistent effort. Working with a trusted managed IT provider can help you implement effective tracking and security measures tailored to your business size and industry. If you're unsure where to start, consider reaching out to an IT advisor who understands the needs of Australian small and mid-sized businesses to guide you through the options and best practices.