What is the Role of an IT Asset Manager & Why is it Important?

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In the simplest form, IT Asset Managers are tasked with managing all IT assets within an organisation including software, hardware, digital assets, and cloud services.

IT managers are also primarily responsible for the deployment and operational functions of an IT Asset Management (ITAM), which is a system deployed throughout the workplace to managing the use of a business’s IT assets. This can include the strategic management of all IT assets, as well as day to day management of workflow tasks.

In this guide, we’ll cover:

The Workflow Tasks of an IT Asset Manager

Typical workflow tasks of an IT Asset Manager

The tasks and responsibilities of an IT asset manager can vary depending on the industry. However, these tasks can essentially be broken down into four key groups:

1. Planning and Procurement

  • Forecast and produce procurement strategies for IT assets across an organisation.
  • Effectively plan development and upgrades procedures for software, hardware and other IT equipment.

2. Project management

  • Valuable project management on a range of company-wide asset and technology projects.
  • Oversee the implementation and on-boarding of new software and hardware solutions.
  • Oversee and regulate the management of contracts and licences in relation to IT assets. Including negotiation, contract renewals and vendor management.

3. Technical support

  • Working with third-party suppliers on software and hardware provision, troubleshooting, updates and improvements.
  • Collaborate with other teams and departments to co-ordinate utilisation of IT asset management tools.
  • Support others in the asset team with the day to day admin and processing of assets.
  • Effective management of security tools and all, if any, security protocols.

4. IT Asset Management

  • Solely responsible for the management of assets and inventory, and maintenance scheduling and repairs.
  • Presenting key asset management data and reports to managers and teams outside of the organisation.
  • Development and execution of asset management policies, procedures and processes. Including identification, accountability maintenance and location of assets.
  • Forecast and budgeting management, as well as financial asset planning.
  • Effectively managing asset life cycles to improve quality control of assets, including software, hardware and cloud technologies.

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By analysing the roles and tasks of an IT Asset Manager, it is clear that they need to possess a variety of different skills to succeed.

And, as IT assets and technology develop, an IT Asset Manager needs to keep their knowledge and skills up to date.

Therefore, by ensuring that a manager is working with the right asset management software and tools, their job can be considerably easier.

4 ways an IT Asset Manager contributes to a business

  1. An IT Asset Manager Should Understand the Industry That They’re Operating in

    IT Asset Managers will be aware of specific circumstances and requirements that relate to the organisation they work in. Whether that’s the need for a certain maintenance report or the particular way an asset needs to be stored.

    Or, simply, just the appropriate way of working within the industry.

    A good IT Asset Manager can make these processes a lot more manageable for any business.

    Their insider knowledge can help to map out systems and plan the utilisation of asset management software.

    They can also understand the intricacies of who needs what type of access to which systems, and how software and hardware solutions will be used by teams. This also helps an organisation to develop its ITAM policies and procedures.

  2. A Manager Can Engage and Communicate with Relevant Stakeholders

    If you’ve ever been involved in an IT project being driven by someone without relevant IT knowledge, then you’ll understand the importance of having an experienced head leading on projects.

    An even worse scenario is having projects without a leading personal, which can quickly become infuriating and unproductive.

    As part of their role, an IT Asset Manager can take the leading role in relevant projects and work with different teams and stakeholders across the organisation.

    This can include leading IT support teams, purchasing and procurement, change management, and maintenance teams.

    It can also be an effective solution to have managers acting as the link between external suppliers and an organisation. This would allow for consistent messages that are delivered in a way that makes sense to all stakeholders involved in the project.

  3. They Should Understand the Complexity of Software Licensing

    Although a small part of an IT asset manager’s role, having subsequent knowledge of licensing laws can prove vital for both security and development.

    If a third-party supplier, as opposed to an in-house manager, doesn’t handle an organisation’s licences, it can quickly become a complex issue.

    However, an IT Asset Manager can ensure that the appropriate proof of software licences is available and that it is built into future contracts.

    An IT asset manager should Understand the Complexity of Software Licensing

  4. IT Asset Managers can Plan and Carry out Company Audits

    An effective IT management tool can make auditing and reports considerably easier. However, you’ll still need human involvement to make sure that everything goes to plan.

    This is where a qualified IT asset manager can be of assistance.

    Whilst they may not be able to predict exactly when a surprise audit is going to take place, they can put the steps in place to prepare.

    They can also plan repetitive tasks in advice, and run practice audits to familiarise everyone with the process ahead of time. This allows any issues to be mitigated in the event of the real thing.