Focus Keyword: IT asset management for startups | Reading Time: 10 minutes
You started a company. You hired some people. Now you need to get them laptops.
It sounds simple. But somehow, keeping track of who has what equipment becomes a mess. Laptops go missing. Nobody knows which devices need to be replaced. When someone leaves, their equipment disappears into a black hole.
You search for solutions and find enterprise IT asset management software. But those tools are built for companies with thousands of employees and dedicated IT departments. They are expensive, complicated, and way more than you need.
If you are a startup looking for simple device management without enterprise complexity, Rayda is built for companies like yours. No minimum commitments. No complicated setup. We handle laptops for your team wherever they are. Book a demo to see how easy it can be. If you want to learn how to think about device management as you grow, keep reading.
This guide is for you. We will show you how to set up simple, effective device tracking for your startup without the enterprise complexity or price tag.
Table of Contents
Why Startups Struggle with IT Asset Management
Startups have unique challenges when it comes to managing equipment. Understanding these challenges is the first step to solving them.
You Probably Do Not Have a Dedicated IT Person
At most startups, there is no IT department. Device management falls to whoever has time. Maybe it is the office manager. Maybe it is the founder. Maybe it is the first employee who happened to know how to set up a laptop.
This person has other responsibilities. Managing equipment is a side task they squeeze in between their real job. Things slip through the cracks.
You Are Growing Fast and Things Change Constantly
Startups hire quickly. One month you have 10 employees. Three months later you have 30. Each new hire needs equipment. The system that worked for 10 people breaks down at 30.
People also leave. Sometimes unexpectedly. When there is no system in place, equipment retrieval becomes chaotic. Laptops get lost in the shuffle.
Your Team is Probably Remote or Hybrid
Most startups today have at least some remote employees. Many are fully remote. This makes device management harder.
You cannot just hand someone a laptop on their first day. You need to ship it to them. When they leave, you need to get it back from wherever they are. If you have employees in different countries, the complexity multiplies.
Budget is Tight and Every Dollar Matters
Startups watch every expense. Spending thousands on enterprise IT asset management software is not realistic. But losing track of equipment costs money too.
A single lost laptop is over a thousand dollars gone. Multiply that by a few employees who left without returning equipment, and suddenly the cost of poor tracking adds up fast.
The Spreadsheet Has Become Unmanageable
Almost every startup starts with a spreadsheet. It works fine at first. Then the spreadsheet gets outdated. Nobody remembers to update it. Different people make conflicting changes. Eventually, nobody trusts the data.
You look at your device spreadsheet and have no idea if it reflects reality. That laptop listed for John? John left six months ago. Did you get it back? The spreadsheet does not say.
What Startups Actually Need for Device Management
Enterprise IT asset management tools have hundreds of features. Startups need maybe ten of them. Here is what actually matters.
Know Who Has What Equipment
This is the foundation. You need to know which employee has which laptop. You need to know what condition it is in. You need this information to be accurate and up to date.
It sounds basic, but many startups cannot answer the question: How many laptops do we have and who has them?
Get Devices to New Hires Quickly
When you hire someone, they need equipment on day one. A new employee sitting at home without a laptop is wasted salary. The faster you can get them set up, the faster they can contribute.
For remote startups, this means having a reliable way to ship configured laptops anywhere your employees are.
Get Devices Back When Employees Leave
This is where most startups fail. An employee resigns. You are busy with the transition. Their last day comes. Somehow the laptop conversation never happens. Now they are gone and the laptop is still with them.
You need a system that automatically triggers equipment retrieval when someone leaves. Not something that depends on you remembering.
Basic Security and Remote Wipe Capability
Company data lives on employee laptops. If a device is lost, stolen, or not returned, you need to protect that data. At minimum, you need the ability to remotely wipe a device.
For startups handling customer data or working toward compliance certifications, this is not optional. It is essential.
Something Simple That Does Not Require Training
Enterprise tools require weeks of training and dedicated administrators. Startups need something anyone can use. The office manager, the founder, or whoever is handling equipment this week should be able to figure it out without a manual.
If it is too complicated, people will not use it. Then you are back to the chaos spreadsheet.
Common IT Asset Management Mistakes Startups Make
We have seen these mistakes over and over. Avoid them and you will be ahead of most startups.
Mistake 1: No System at All
Some startups just wing it. They buy laptops when needed and figure it out as they go. This works until it does not. Then suddenly you realize three laptops are missing and nobody knows where they went.
Better approach: Set up a basic tracking system from day one, even if it is just you and your co-founder. It is much easier to maintain a system than to create one after things are already chaotic.
Mistake 2: Buying Enterprise Software Too Early
The opposite mistake is over-engineering. A 20-person startup does not need ServiceNow or IBM Maximo. These tools are built for companies with thousands of devices and dedicated IT teams.
You will spend months implementing features you do not need. You will pay enterprise prices. And the complexity will slow you down instead of helping.
Better approach: Start with tools designed for your size. You can always upgrade later when you actually need enterprise features.
Mistake 3: Letting Employees Use Personal Devices
Some startups let employees use their own laptops to save money. This creates serious problems. You cannot control security on personal devices. You cannot ensure they meet your requirements. You have no way to wipe company data if someone leaves badly.
The cost savings are not worth the security and management headaches.
Better approach: Provide company-owned devices. If budget is tight, consider leasing or device-as-a-service options that spread the cost over time.
Mistake 4: Ignoring Equipment Retrieval Until It Is Too Late
Retrieval is an afterthought at most startups. The conversation happens, if at all, on someone’s last day. By then the employee is mentally checked out and equipment return is the last thing on anyone’s mind.
Better approach: Build retrieval into your offboarding process from the start. Include it in your employment agreements. Make it clear from day one that equipment must be returned.
Mistake 5: Not Tracking Device Age and Condition
Startups focus on who has what but forget to track when devices were purchased and what condition they are in. Then suddenly laptops start failing and you are scrambling to replace them.
Better approach: Track purchase dates and plan for a three-year replacement cycle. Budget for replacements before devices start failing.
How to Build a Simple Device Tracking System for Your Startup
Here is a practical guide to setting up device management at your startup, depending on your size and situation.
Stage 1: Under 20 Employees
At this size, you can keep things simple. But you still need a system.
What you need: A simple tracking spreadsheet or database, a consistent process for ordering and shipping devices, basic mobile device management for security, and clear communication about equipment expectations.
Tools to consider: Google Sheets or Airtable for tracking, a basic MDM like JumpCloud or Microsoft Intune, and a consistent process documented somewhere your team can find it.
Time investment: A few hours to set up, then maybe 30 minutes per week to maintain.
Stage 2: 20 to 50 Employees
The spreadsheet is getting harder to manage. You need something more robust, but still simple.
What you need: A dedicated device tracking tool, integration with your HR system so devices are assigned when people are hired, automated reminders for equipment retrieval when people leave, and better reporting to track device status and upcoming replacements.
Tools to consider: Purpose-built device management platforms designed for growing companies. These are simpler than enterprise tools but more capable than spreadsheets.
Time investment: A few days to set up and migrate data, then a few hours per week to manage.
Stage 3: 50 to 200 Employees
You are growing up. Device management needs more attention, but you still do not want enterprise complexity.
What you need: Full lifecycle management from procurement to disposal, strong integration with HR and IT systems, automated workflows for onboarding and offboarding, compliance reporting if you are pursuing certifications, and possibly someone who spends significant time on device management.
Tools to consider: Full-service device lifecycle management platforms that handle procurement, deployment, tracking, retrieval, and disposal. Consider outsourcing the logistics entirely so your team can focus on other work.
Time investment: If you outsource to a good provider, they handle most of the work. Your time goes to oversight rather than execution.
Essential Processes Every Startup Needs
Whatever tools you use, you need these processes documented and followed consistently.
New Hire Equipment Process
When someone is hired, what happens? Document the steps:
1. HR notifies whoever manages equipment (or this triggers automatically)
2. Device is ordered or allocated from inventory
3. Device is configured with company software and security settings
4. Device is shipped to employee with tracking information
5. Device is recorded in your tracking system, assigned to the employee
6. Employee confirms receipt
The goal is to have the laptop arrive before or on the employee’s start date. Plan for at least one week lead time, more for international hires.
Employee Departure Equipment Process
When someone leaves, what happens? This is where most startups fail, so be extra clear:
1. HR notifies whoever manages equipment as soon as departure is confirmed
2. Equipment retrieval is scheduled before the last day
3. Shipping materials are sent to the employee or pickup is arranged
4. Employee ships equipment back or hands it off
5. Equipment is received and condition is verified
6. Device is wiped and either redeployed or retired
7. Tracking system is updated
Include consequences for not returning equipment in your employment agreements. This gives you leverage if someone tries to keep the laptop.
Quarterly Equipment Audit
Once per quarter, verify your records match reality:
– Does every current employee have assigned equipment in your system?
– Is every device in your system assigned to a current employee?
– Which devices are approaching their replacement date?
– Are there any devices that need repair or replacement now?
This takes an hour or two per quarter and catches problems before they become expensive.
Security Basics for Startup Device Management
Even early-stage startups need basic security. Here is the minimum.
Use Mobile Device Management Software
Mobile device management (MDM) software lets you manage and secure devices remotely. It is essential for any company with remote employees.
With MDM, you can enforce security policies like password requirements, push software updates to all devices, see which devices are enrolled and their status, and remotely wipe a device if it is lost or stolen.
Good options for startups include JumpCloud, Microsoft Intune, Kandji (for Apple devices), and Mosyle. Most have reasonable pricing for smaller companies.
Require Full Disk Encryption
Every laptop should have full disk encryption enabled. This means if someone steals the physical device, they cannot read the data on it.
Mac devices use FileVault. Windows devices use BitLocker. Your MDM can enforce that encryption is enabled and verify compliance.
Enable Remote Wipe from Day One
Before any device goes out the door, make sure you can wipe it remotely. Test this capability. Document the process for when and how to initiate a wipe.
You will need this if a device is lost, if a device is stolen, if an employee leaves and does not return the equipment, or if you need to repurpose a device for a new employee.
Create a Simple Device Policy
Write down your expectations for employees. Keep it simple. Cover topics like: the device belongs to the company, it must be returned when employment ends, employees should report loss or theft immediately, personal use is permitted but do not install unauthorized software, and the company can wipe the device at any time.
Have employees acknowledge this policy when they receive equipment.
Compliance Considerations for Growing Startups
As you grow, you may need compliance certifications to win customers. Device management is part of that.
SOC 2 and Device Management
SOC 2 is a common certification for B2B startups, especially in SaaS. It requires you to demonstrate security controls, including controls over devices.
For SOC 2, you need to show that you track what devices have access to company systems, devices are encrypted, you can remove access when employees leave, and you have a process for lost or stolen devices.
Good device management practices make SOC 2 audits much easier.
ISO 27001 Requirements
ISO 27001 is an international security standard. It has specific requirements for asset management, including an inventory of all assets, clear ownership for each asset, acceptable use policies, and secure disposal procedures.
If ISO 27001 is on your roadmap, build your device management with these requirements in mind from the start.
Enterprise Customer Requirements
As you sell to larger customers, they will ask about your security practices. Can you answer questions like: How do you track devices with access to customer data? What happens to data when an employee leaves? How quickly can you revoke access?
Good device management gives you clear answers to these questions, which helps you close enterprise deals.
When to Outsource Device Management
At some point, it may make sense to hand off device management to a specialized provider. Here is when to consider it.
Signs You Should Outsource
Consider outsourcing if device management is taking too much time from people who should be doing other work, you are hiring in multiple countries and international logistics are complicated, you keep losing devices when employees leave, your team is frustrated with the current process, or you are approaching compliance audits and need to tighten up your practices.
Benefits of Outsourcing Device Lifecycle Management
A good device lifecycle management provider handles procurement so you do not have to shop for devices, configuration so devices arrive ready to use, shipping including international logistics, tracking with a proper system instead of spreadsheets, retrieval when employees leave, and disposal at end of life.
You pay a predictable monthly fee and your team focuses on building the business instead of chasing laptops.
What to Look for in a Provider
If you decide to outsource, look for pricing that works for startups, not just enterprise minimums. Look for global coverage if you have international employees. Look for fast deployment times because your new hires should not wait weeks. Look for strong retrieval processes since this is where most value is created. And look for integration with tools you already use, like your HR system and MDM.
Getting Device Management Right as You Grow
Device management is not exciting. Nobody starts a company because they love tracking laptops. But getting it wrong costs money, creates security risks, and wastes your team’s time.
The good news is that it does not have to be complicated. Start simple. Know who has what equipment. Have a process for getting devices to new hires and back from departing employees. Keep basic security in place.
As you grow, upgrade your tools and processes. What works for 20 employees will not work for 100. But you do not need to solve for 100 employees today. Solve for where you are now and plan to evolve.
The startups that get this right spend less money on lost equipment, onboard new hires faster, pass compliance audits without scrambling, and free their teams to focus on what actually matters: building the product and growing the business.
Your employees deserve equipment that works. Your company deserves systems that scale. Simple, effective device management makes both possible.
Need Device Management That Grows with Your Startup?
Rayda helps startups and growing companies deploy, track, and recover devices across 170+ countries. No enterprise complexity. No minimum commitments. Just simple device lifecycle management that scales with you.
Book a demo to see how we can simplify your device management.
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Related Topics: device management startups, simple asset tracking, startup IT equipment, device tracking small business, laptop management startup, equipment tracking growing companies, IT asset tracking for small teams, startup device security
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