Creating an effective employee equipment return policy may seem like a daunting task, but don’t worry – it’s not the next great American novel! Here’s a quick guide on how to write a simple and successful policy to help ensure your IT assets are returned:
1. Define Scope and Purpose
Start by outlining the purpose of the policy. Explain that it applies to all company-owned equipment, including laptops, phones, and other devices provided to employees.
2. List the Responsibilities
Clearly state the employee’s responsibilities regarding the care and return of equipment. This should include keeping the equipment in good condition and returning it promptly upon termination or when requested.
3. Set a Return Timeline
Specify the timeline within which the equipment must be returned after an employee’s last working day. If you are partnering with an IT Asset Retrieval specialist, let them know when they expect to receive their return kit.
4. Detail the Return Process
Outline the steps for returning equipment, including who to contact, where to return the items, instructions and requirements for packing, shipping and tracking the equipment. Also, include information on how shipping costs will be covered.
If you are working with an IT Asset Retrieval company, let the employee know they will receive an easy-to-use return kit from a third party. These return kits will include quality boxes and packaging materials, return shipping labels, detailed instructions and even tape.
5. Address Consequences
Explain the potential consequences of failing to return equipment, such as financial deductions from final paychecks or legal action. This helps underscore the importance of compliance.
6. Review and Update Regularly
Mention that the policy will be reviewed periodically to stay current with company needs and technology changes. Regular updates ensure the policy remains relevant.
By clearly defining these elements, your employee equipment return policy will help safeguard company assets and streamline the offboarding process.
Comments