So, you’ve found yourself in charge of retrieving a company issued laptop from an employee. Whether it’s due to the end of their employment, in need of an upgrade or any other reason, managing the return process is essential to ensuring a smooth transition of hardware. In this guide, we’ll walk through everything you need to know about retrieving hardware assets from your employees anywhere in the world.
Determining the Reason for the Return
Before initiating any sort of retrieval process, you must determine the reason you need the laptop back. Is the employee leaving the company? Is the device in need of maintenance or upgrading? Or is the hardware in need of immediate repair? Understanding why the laptop needs to be returned is crucial to handling the communication and shipping logistics of the process appropriately.
The Return Method
As an employer, you have multiple options for how an employee may return a piece of equipment. The easiest of which is the employee simply coming into your office and delivering the assets requested to your IT team. While this may be the case for some employees, those who are in remote positions must have the correct communication to ensure that your hardware is returned in good condition and in a timely manner.
Communication with Your Employee
Clear communication is key when it comes to retrieving company assets from an employee. If the employee is still working for your company, reaching out to let them know that they will need to return their laptop can be done in advance. This allows them time to prepare themselves and for your IT team to send them reminders. All communication about returning their laptop should include clear instructions on how they should proceed. This could be the address they need to drop off the hardware, or when to expect a shipping label and box for their items as well as how to pack their package appropriately.
In the case of a terminated employee, the same rules apply. But in addition to those clear instructions, a deadline for the return as well as an offer of assistance in the process should also be included in that communication. This should help ensure the timely return of your assets in good condition.
Preparing for the Return
Before your employee returns the laptop, your IT team should ensure that it is prepared for retrieval. If the asset is likely to contain sensitive company material or data, your IT team should be prepared to remove access to that data remotely if necessary. If this laptop or other device is simply being repaired or replaced and the employee is still working for your company, then reminding them to back up any of their necessary data should also be included in their communication. This will ensure that your IT team is not removing any vital information that cannot be retrieved afterward during a repair or replacement.
Additionally, remind the employee to return all accessories that were provided with the laptop, such as chargers, cables, and peripherals. This will help avoid any delays or complications during the return process, and allow your IT team to have an accurate list of all peripherals the employee has.
Coordinating the Return
This is where the retrieval process gets tricky, especially for remote employees. When an on-site employee is ready to return a laptop, you should simply schedule a time and location to meet them at a time that is convenient for everyone. When an employee is remote, your IT team is suddenly thrust into the role of mail carrier!
If the laptop is being shipped back to your company, providing the employee with a prepaid shipping label and instructions on how to package the laptop securely for transit is a must. You should also be prepared to track your shipment to monitor its progress and ensure a safe delivery.
Multiply, Your Partner in Laptop Returns
Retrieving a company laptop from an employee doesn’t have to be a stressful experience. If the idea of managing shipping, tracking packages, and constantly communicating instructions and requests for returns to employees doesn’t sound like a great use of your IT team’s time, contact Multiply Technology today! We are ready to be your laptop return partner, and will ensure all of your hardware retrieval needs are met.
