This guide will walk you through the process of requesting, assigning, and managing company devices, ensuring a smooth and organized workflow for all team members- new and existing. From ordering laptops and iPhones to tracking device usage and ownership, you’ll find everything you need to know here. We’ll also cover the steps for filling out the necessary Hardware Contracts, uploading them to Personio, and keeping our device inventory accurate and up-to-date through the Device Management Excel board. Let's make sure all employees are equipped with the right tools, whether they're in the office or working remotely! 💪🏼
When a new employee joins (once their contract is signed) or existing employee wants to switch their device, HR (@Purva ) submits a hardware request through the Asana Hardware Request Board by filling out the Request Form.
The form asks for important details like employee position, what hardware is needed, and start date. In the "Special Needs" section, extra requests like a desktop, mouse, keyboard etc can be added if necessary. Specifying the member position helps us choose the right laptop model – for example, Graphic Designers might need a MacBook Pro with higher capacity instead of a MacBook Air.
☝🏼 Important to note: Before submitting any new request, it’s a good idea to quickly check the Device Management board where we keep track of all the current employee devices. This helps us see if any changes or device handovers are happening within the team. For example, if someone is leaving the company before the new hire starts, we might be able to reuse their hardware, like laptops, instead of ordering new ones.
‼️ It's important to do this in advance so we have enough time to order the equipment and make sure everything's ready when a new employee joins.
⚓️ Employees based in HH: We have a good equipment set up at the office including desktops, mouse and keyboard therefore following equipment
Necessary devices: Laptop
Additional devices (if requested for specific roles): iPhone/iPad (including eSim)
Special requests: Camera
🏡 Employees working Remotely: We want to provide a proper set up for the employees based remotely which would help them work better.
Necessary devices: Laptop
Remote set up (optional): Desktop, Mouse, Keyboard