Mastering IT Asset Management: The Power of Automation in a Hybrid World 

The management of IT assets has become more complex in recent years, mainly due to the rise of cloud-based infrastructure and the proliferation of mobile devices.   

If you’ve been in IT long enough, you remember when IT teams were primarily responsible for overseeing on-premises hardware and software. Now, they must manage a more dynamic, hybrid environment where assets exist physically and virtually. Cloud services, while offering scalability and flexibility, introduce new challenges such as: 

• Tracking usage 

• Managing licenses 

• Ensuring security across multiple platforms 

At the same time, the surge in mobile devices used by remote workers complicates asset visibility and increases security risks, as these devices operate outside traditional network boundaries.  

And what are the results of all of this?  

To put it simply, businesses are tasked with managing an ever-expanding range of assets. This makes manual processes inefficient and increases the need for automated IT asset management solutions that can keep pace with the constant yet exciting changes. 

 This will only increase as technology continues to evolve. According to a 2023 report by Gartner, global spending on IT assets is expected to exceed $4.5 trillion in 2024. So, how do you make it more streamlined for your organization while cutting down costs and man-hours? Let’s explore that in detail.

Why IT Asset Management is Important for Your Organization 

IT Asset Management (ITAM) is the process of tracking, managing, and optimizing an organization's IT assets throughout their lifecycle. IT assets can be classified into three main categories: 

• Hardware: Physical devices like servers, computers, laptops, mobile phones, routers, and printers. ITAM helps track the location, status, and usage of these assets, ensuring they are properly maintained, replaced, or disposed of when they become obsolete. 

• Software: This includes operating systems, applications, and other programs used within an organization. ITAM ensures that companies remain compliant with software licensing agreements, track usage, and avoid unnecessary spending on unused licenses.  

• Digital Assets: With the rise of cloud-based services, digital assets have expanded to include cloud infrastructure, SaaS subscriptions, virtual machines, and data stored in various cloud environments. Managing these digital assets has become crucial to optimizing performance and cost. 

Without a robust ITAM system, businesses often struggle with a variety of issues, including: 

• Wasted Spend 

• Compliance Risks 

• Security Vulnerabilities 

• Inefficient Operations 

These can all be mitigated, automated, and streamlined with the right processes and tools.  

 The Role of Automation in ITAM 

Automation in IT Asset Management allows your organization to continuously track and manage its IT assets in real-time, offering a level of visibility and control that is difficult to achieve through manual processes. Companies that use automated ITAM solutions use tools like: 

• Asset discovery software 

• Configuration management databases (CMDBs) 

• Automated workflows 

Tools like these are used to ensure that assets (whether physical or digital) are correctly logged, monitored, and maintained throughout their lifecycle.  

All of this real-time tracking enables IT teams to instantly know the status, location, and condition of all assets, leading to better resource allocation, timely updates, and improved compliance with industry standards. By automating the collection and analysis of asset data, businesses can focus on more strategic initiatives instead of spending time on manual administrative tasks. 

Benefits of Automation in ITAM 

Reduced Human Error 

• One of the most significant benefits of automation is the drastic reduction in human error. You’re bound to make mistakes when it comes to data entry, whether misreporting asset details, losing track of devices, or failing to update asset statuses. These errors can lead to compliance issues, security risks, and increased operational costs. 

• Automated ITAM solutions, on the other hand, can scan an organization's network and automatically capture details about every connected asset. This eliminates the risk of missing or incorrectly entered data. For example, asset discovery tools can automatically detect when new hardware or software is added to the network, ensuring that the inventory is always up to date without relying on employees to log these changes manually. 

Faster Processes 

• Automated License Renewals: With the complexity of managing multiple software licenses, it's easy to miss renewal deadlines or overlook unused licenses. Automation allows businesses to set up alerts or automate license renewals well before they expire. This prevents software outages or lapses in compliance and ensures that the company is always operating with up-to-date licenses.  

• Real-Time Monitoring: Automated systems continuously monitor asset performance, usage, and compliance in real-time. For example, if a server shows signs of failure, the system can automatically generate an alert, prompting preemptive action, such as scheduling maintenance or redistributing workloads. This prevents downtime and ensures that IT teams can address issues before they escalate. 

Improved Efficiency and Productivity 

• With automation handling routine tasks like asset tracking, reporting, and updates, IT staff can focus on more strategic tasks like optimizing infrastructure, planning future IT investments, or improving system performance. This boost in productivity not only saves time but also translates into cost savings, as fewer resources are needed for everyday asset management tasks. 

• Automated workflows can be set up to handle everything from provisioning new devices for employees to decommissioning old hardware. For instance, when a new employee joins, the system can automatically trigger the provisioning of a new laptop, set up the required software licenses, and assign the necessary permissions—all without manual intervention. 

Best Practices for Implementing Automated ITAM 

Implementing an automated ITAM solution can dramatically improve your organization’s ability to track, manage, and optimize IT assets. Following a set of best practices during implementation is the trick to actually making it work for your organization. These practices ensure that the system is tailored to your specific needs, is properly integrated into your existing operations, and remains effective over time. 

Assess Your Current Asset Management Process 

Before implementing an automated solution, it's essential to evaluate your existing IT asset management processes. Conduct a full audit of your hardware, software, cloud services, and other digital assets. Identify what assets are in use, where they are located, who is responsible for them, and how they are currently managed. 

 Look for inefficiencies, security risks, or areas where manual management has led to mistakes or lost assets. For example, are there underutilized software licenses, outdated hardware that’s still being maintained, or assets that are no longer in compliance with regulations? Understanding these gaps will guide you in selecting the right automation tools and processes. 

Choose the Right Automation Tools for Your Needs 

 As your organization grows, so will your IT assets. Choose a solution that can scale with your needs, handling not only your current number of assets but also the potential increase in volume. Look for platforms that can manage hardware, software, cloud services, and mobile devices all in one. 

Depending on your organizational needs, look for automation tools that offer features like real-time asset discovery, automated license renewals, patch management, lifecycle tracking, and compliance reporting. Some companies may prioritize robust reporting and analytics, while others may need strong integration capabilities with other systems, like IT service management (ITSM) platforms.  

Train Your IT Staff and Stakeholders 

Automation can significantly ease the burden on IT staff, but the team must be well-versed in the new system to make the most of it. Offer training that covers the entire ITAM lifecycle, from asset discovery and tracking to automated reporting and compliance monitoring. 

It's also crucial to get buy-in from other departments and stakeholders who will interact with the ITAM system. For instance, procurement teams may need to understand how asset purchases are tracked, and compliance officers may need insight into the automated reporting features. Providing cross-departmental training ensures that all relevant parties are comfortable using the system. 

Monitor and Optimize Regularly 

Even with automation, you’ll need to regularly monitor your assets to ensure everything is functioning smoothly. Automated systems can alert you to issues like underused licenses, hardware performance degradation, or non-compliance, but you’ll still need to have processes in place to respond to these alerts in a timely manner. 

One of the biggest advantages of automated ITAM systems is the wealth of data they provide. Use this data to analyze trends, such as the performance of specific assets, recurring security vulnerabilities, or overspending in certain areas. This will help you make informed decisions on optimizing your IT infrastructure, whether that means phasing out older equipment or negotiating better software contracts.  

Bringing [IT] All Together 

Anyone who has ever been in the IT profession knows how demanding and ever-changing it is. Tools and processes that automate anything that has to do with IT are any IT manager’s and CTO’s best friend. Take a moment to see how platforms like vCom Solutions can automate your asset management and so much more.  

If you like what you see, we would love to have a conversation with you about how we can make your IT lifecycle management easier for everyone involved.