What's in an asset number?

It is very tempting to get creative when deciding a system for numbering assets.  I have seen and even created some crackers in my time, “first two digits for location and second two for asset type” etc.  Here are a few things to consider when making up your mind:

• Who are the users of the system and will they need to know what the asset is from the code?  This largely depends on how your software works, so it’s worth checking what the users see when using the system.
• Are there established local names for the assets and equipment?  Can these be used?
• Does the software set alpha/numeric rules and field length?
• Does the software have reportable fields in the asset record for Location and Asset Type? You probably don’t need to include locations and asset types in the code if your system offers these fields in the asset details page AND you are able to draw on them in your reports.  It’s best to consider what information you need out of the system first.  Then, if there are existing reports in your system, make sure the fields are available for filtering data in the analysis. 
• If you are writing the reports yourself or getting someone to write them for you make sure you use the corresponding field identity as sometimes the field name in the data table and that shown on the user screens are different.
• If you are considering using actual names as the asset ID then think it through.  Boiler1, Boiler2, Boiler3, etc. works nicely, but HamworthyBoiler1 doesn’t because when searching for the asset you will need to type a lot of letters before you get to the unique bit.  Would your users necessarily know to type in “Hamworthy” to find a boiler?

The most important thing is to keep it simple.  I have been guilty of priding myself in creating a clever asset code and then wasting precious time trying to convince others of its virtue.  Some systems don’t let you change the asset number once it is saved so it is even more important to take the time to get it right the first time.

The same rules apply to other codes of course, for example for tasks, fault analysis, locations and so on.  However, the asset number is often very visible so needs to be appropriate.

Need more help?  Contact Debbie here: debbie@aporos.co.uk or go to www.aporos.co.uk

Where do you sow your seeds?

So, it’s now two weeks since I became self-employed and things are looking up.  Last week was all about sowing seeds and hopefully getting a few to germinate.  After a bank holiday weekend I woke on Tuesday feeling a little apprehensive.  I needed to check the seedlings but was almost too scared to look!  Then, taking a deep breath, I rolled up my sleeves and as the day rolled by I definitely had a few green shoots.  What was interesting though was where these came from.

These days social networking is applauded as the way to go to build a business and ignoring it would be at my peril.  So, with this in mind I made quite an effort, using the tools available to me, to get myself out there which worked quite well thanks to the support of my family and friends.  My blog from last week had 134 hits on my web site and another 35 hits on my Google page.   This was amazing, and completely surprised me.  In fact, I am pretty sure that in all the time I was in business from 2006 to 2009 my website didn’t get that many hits in total!  I was very excited by the end of last Friday that the social networking seemed to be working.

Well, in my opinion, that depends on how you measure “working”.  Sure, lots more people know about my business but how many people have contacted me as a result of this?  So far none!   What is working though is good old leg work.  I contacted many potential clients directly, making a huge effort to find out the right person to speak to.  This worked!  I have several leads in various stages of maturity at the moment, and the outlook is better than I could have hoped.  Now I am almost wary of contacting any more people for fear of being swamped.  Should I wait to see how things pan out over the next week or two or keep going?  Do I sow more seeds even though there is a risk I will run out of space to plant them if they grow?  I still don’t know the answer to that!

So back to social networking.  What next?  I will keep doing it, because it is in my plan.  I will, however, evaluate its effectiveness and see what it brings.  I had a conversation this week with someone who is very wary of social networks and he warned me about the possible negative impact it can have; the people who like to publicly moan (without letting you know first), the people who use it for bullying and the people who stalk!  There is a risk but I reckon that I can deal with it if it happens.  I am grateful for feedback, good or bad because it creates an opportunity for continual improvement and many of you reading this know this is my mantra.  In the meantime, I have yet to see any proof that social networking is more than an opportunity to show off.  Controversial, I know, but watch this space!