Preparing Equipment And Making An Equipment Policy

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One equipment policy will relate to specific pieces of equipment. You’ll also want to create company policies that are broader and offer general guidelines on using company equipment, appropriate behavior, and what is expected of the employees. This provides a layer of protection for the employer if there’s ever a problem.

Whether your company uses equipment onsite or they take equipment home or offsite to do the job, the best policy is to have a policy. Your equipment is an important part of your business and needs to be handled with care and used appropriately. The best way to ensure this happens is to prepare the equipment for use and to create an equipment policy for each piece, so it’s used correctly.

Key Takeaways

• Your business equipment is an investment that you want to protect and keep in working order as long as possible.

• Ensure your equipment is safe and working correctly by assigning one person or a team of people to learn how to properly run and maintain each piece.

• There are two types of equipment policies; one deals with all business equipment and what’s expected of employees, and the other deals with specific pieces of equipment, their use, and maintenance.

The Importance of Business Equipment

It doesn’t matter if your business equipment is as simple as a laptop or as complicated as an entire factory floor filled with precision tools; keeping your equipment in top working condition is a necessary part of your livelihood. The better maintained your equipment is and the better trained the operators are, the longer its lifespan will be.

How to Prepare Equipment for Business

When a new piece of equipment is brought into your business, it’s important that someone be in charge of learning how to properly use and maintain the equipment. This might be you, or it might be someone else in the business.

While the equipment should come with a manual, there are other considerations that go beyond the written data provided by the manufacturer or salesperson. All equipment needs to be installed correctly and must meet health and safety requirements.

This might mean researching local and regional laws to ensure you’re compliant. You may also want to look into the Occupational Safety and Health Administration standards for compliance.

Beyond that, it’s key that the person in charge is given enough time to thoroughly understand how to operate and maintain that piece of equipment. Have them take notes or add to the operational guidelines so they or others can easily understand what needs to be done.

Why Should I Prepare Business Equipment?

There are some legal requirements for businesses in regard to health and safety, which is a key reason to prepare your business equipment. Morally and ethically, you’ll also want to ensure that your employees and even outsiders are safe from harm when they are near your equipment.

Having faulty equipment or not using equipment correctly goes beyond your company doors and can create bad products. This can be disastrous and ruin the reputation of your entire business. It’s in everyone’s best interest to have properly prepared business equipment.

What Is an Equipment Policy?

There are two approaches to equipment policies. The first is a very general equipment policy, and it is issued to all employees and requires a signature to acknowledge that they understand the policy.

This policy lets them know that all company property is owned by the company and that they are responsible for keeping it in working order or reporting any loss, damage, or problems with use. This protects the company and theoretically protects the equipment.

The other equipment policy approach applies to specific pieces of equipment and goes into detail about how to use and maintain that specific machine.

General Company Equipment Policies

Not all companies will have policies for specific pieces of equipment, and if they do, those policies are unique to that machine and how it will be used. On the other hand, all companies should have an overall policy that details what is expected of employees who use company property and equipment.

These policies have some key components that should be covered so the employee knows what’s expected of them and understands the company’s stand on certain behavior. Consider adding these sections to your equipment policy.

• List of items owned by the company

• The company’s rights to inspect, confiscate, and withdraw the equipment at any time

• Information on where and when the equipment can be used by employees

• What the equipment will be used for, i.e., for business and not personal use

• Information on unauthorized use, damage to equipment, theft, and sharing of company property (physical and intellectual)

• Unacceptable use of the internet and security information

• Employee responsibilities

• What will happen in the event of any violations

• Information on additional literature to support company policies and equipment use

Specific Equipment Policies

If your company has key pieces of equipment, there should be a specific policy in writing for each piece that explains proper care and maintenance. Having employees check off that they have read the policy is a great idea. It’s also a good idea to keep a regular maintenance log or checklist.

Your equipment policy will depend on the piece of equipment and needs to be customized, so it provides safety guidelines for employees and protection for the company if the guidelines are not followed.

Preparing Equipment and Making an Equipment Policy FAQ

1. Do I have to supply business equipment to independent contractors?

   No, if you supply equipment to independent contractors, they legally become employees, which requires a different tax status. This is an important distinction when it comes to taxes. If someone needs to use your equipment to do the job properly, then they are no longer an independent contractor.

2. If I only provide my employees with laptops, do I need an equipment policy?

   Yes, you’ll need a general equipment policy for all office equipment, especially computers, to protect your company and others. It’s business best practice to outline what type of use is allowed for company equipment and what is not allowed. This can become critical in the future, especially if you have a person on staff who is behaving illegally or stealing.

3. How often do employees need to check in on equipment policies?

   How often you have employees review equipment policies depends on the equipment and the policy. A general statement of what is expected in regard to all equipment in the company needs to be reviewed only once and usually at hire.

   Specific equipment policies may need more frequent check-ins and updated notes. This depends on the equipment and the employee’s connection to that piece of equipment.

References

1. Equipment Policies – OSHA

Author

Kristin Kizer

Kristin Kizer is an award-winning writer, television and documentary producer, and content specialist who has worked on a wide variety of written, broadcast, and electronic publications. A former writer/producer for The Discovery Channel, she is now a freelance writer and delighted to be sharing her talents and time with the wonderful Zippia audience.