For distributed teams, managing IT assets doesn’t end once a laptop leaves the office. It's only just begun. One of the most common headaches for IT teams is retrieving devices from remote employees after offboarding, role changes, or lease expirations. Missed returns can lead to lost equipment, security risks, and inflated replacement costs.
The good news? With the right approach, you can dramatically increase laptop retrieval rates while keeping the process smooth and professional. Here’s how.
Retrieval success often starts before the device even leaves the office. Clearly communicate policies around device return during onboarding, contracts, and offboarding checklists. Ensure employees know:
Setting expectations upfront removes ambiguity and establishes accountability.
Complex or confusing return procedures are one of the biggest barriers to successful retrieval. Make it as simple as possible:
The easier you make it, the higher your compliance rate will be.
Human memory is fallible, especially for employees who are busy or geographically distant. Implement automated reminders:
Automation reduces the manual work for your IT team while keeping employees on track.
This option isn't for everyone. Your company's property is your company's property. You shouldn't have to incentivize people. However, a little motivation goes a long way. Consider small incentives for returning devices on time such as gift cardss.
Maintaining a clear view of device movement helps identify patterns and gaps. Track:
Analyzing this data allows you to refine your processes and address problem areas proactively.
Sounds like a lot of work? Well, it can be. Especially when your team has other high value priorities. Managing device retrieval at scale—especially for remote, hybrid, or distributed teams—can be challenging. Partnering with a company that handles the full IT lifecycle, including returns, repairs, and secure data wiping, ensures devices are recovered efficiently and securely without burdening your internal IT team.
In Summary
Increasing your device retrieval rates requires building clear policies, simplifying logistics, and automating follow-ups. By combining these best practices with the right lifecycle management partner, IT teams can reduce losses, secure company data, and keep operations running smoothly—no matter where employees are located.
