5 Tips for Onboarding New Staff with Barcode Asset Tracking Tools

If your business has made a significant investment in returnable assets - such as roll-off containers, gas cylinders, beer kegs, delivery pallets, or tools - your profitability depends on your ability to know where they are.

With beer keg theft a $33 million problem, and construction sites losing a $1 billion worth of tools each year - it's not difficult to see how important it is to put in place an asset tracking system.

These days, barcodes have largely replaced manual tracking methods such as spreadsheets and manual entries, and implementing barcode asset tracking software can revolutionize the way you manage your returnable assets.

Businesses who do take advantage of these systems rely on them to stay in business. But one of the challenges with any software deployment is to formalize and retain institutional  knowledge. Individuals may be trained to use the system, but once they leave the organization, that know-how may be lost. Or, you may be introducing the software into the organization for the first time. So how do you train your staff efficiently to ensure that there is no disruption to your asset tracking capabilities?

Let's take a look at 5 ways you can make training your staff on your asset tracking software system more effective.


5 Tips For Training New Staff on Barcode Asset Tracking Software

Introducing new technology brings with it a certain degree of disruption to your team. There's always a learning curve to deal with, and people new to using it are rarely effective from Day One. But there are several strategies you can implement to ensure employees feel more comfortable transition to a new asset tracking software.

1. Identify a Lead Who Will ‘Own’ The System

Knowledge sharing can be difficult within an organization. Usually, only a limited number of people know how to use a given system - those who have been specifically trained on how to use it and whose job function it is to know. But what happens when they leave? Or if they are ill? Is there anyone else within your company who knows how to use the software?

Assigning "ownership" of the system to a single lead individual can mitigate this problem. This person is the go-to administrator for any issues and would have a complete understanding of how it works. Not only can they help to resolve any problems and to provide support, but they can help new trainees to use the system. Ultimately, it will make a much smoother transition and help to ensure that your asset tracking is never unduly interrupted.

2. Provide Immersion Training

One of the best ways for people to learn new skills is through immersion training, and offering this type of learning environment to your asset tracking staff can greatly reduce the amount of time it takes for them to be comfortable with the system.

Ideally, you'll provide onsite training by the tracking software company that involves actual business scenarios. This is beneficial in two major ways. First, it allows the software experts themselves to provide direct instruction on the tool - individuals who are in a better position to offer best practice guidance. And second, by focusing on practical business cases rather than just operational theory, the students can better contextualize the processes involved and will, therefore, become more comfortable working with the system.

3. Create a Standard Operating Procedure

Standard operating procedures (SOPs) are an essential part of knowledge continuity in a business. An SOP is a written document that outlines the exact steps taken to complete a procedure or a process, and it can be invaluable for the new hire to be able to grasp the job process faster.

Unfortunately, while many businesses have compiled a library of standard operating procedures, they aren't always complete. That's why it's important that you include the operation of your asset tracking software system in your portfolio of SOPs.

Doing so will help to ensure the continuity of your asset tracking in case of staff turnover or prolonged absences, as other personnel will be able to refer to the SOP to be able to operate the system.

4. Post-Training Follow-Up

Instruction is only part of a successful training regiment. Following up with your staff after their training, while they are using the asset tracking system, can help you ensure that they are using it correctly.

It's important for several reasons. First, if there are substantial training-related challenges in using the system, it's a good opportunity to decide whether additional training is needed. Also, it will help you to determine the effectiveness of the training itself and gives you the opportunity to re-evaluate it and make modifications to the curriculum if necessary.

Finally, it lets you conduct performance assessments, and will let you know whether or not the staff responsible for using the asset tracking software are doing so in the most productive and efficient way possible.

5. Train The Trainer

When you are first implementing your system and training the team, a key best practice is to select a few super users to thoroughly learn the system while empowering them to train the rest of the staff.

This will reinforce the trainer's' knowledge of the system while positioning them to be internal resources to help with follow-on training and troubleshooting.

In the long run, you'll be better positioned to provide continuity of asset tracking tasks within your organization.


Introducing new asset tracking software into your organization can be challenging. New technology needs to be learned, new policies put into place, and along with it - new ways of doing things.

However, if you put these five tips to work, they'll go a long way toward making the transition a much more streamlined and efficient process.

TrackAbout offers asset tracking software systems designed to help you easily keep track of your returnable goods. We offer barcode scanning using smartphones or rugged handheld devices, a complete and dynamic database, and full integration with many business systems. Contact us for a live demo to see how TrackAbout can revolutionize your business.

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