Unmanageable hardware and software inventories lead to rising costs, compliance problems and slow IT services. Without structured IT asset management (ITAM) your IT operations remain inefficient and expensive.
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What is IT asset management?
IT asset management (ITAM) is much more than just recording hardware and software. It is the strategic process that ensures that all IT resources - from physical devices to software licenses and cloud services - are managed efficiently, securely and cost-effectively. Effective ITAM enables companies to maintain an overview of their IT landscape, meet compliance requirements and make informed decisions about IT investments.
Why IT asset management is indispensable
1. organizational chaos and inefficiency
- Duplicate purchases due to missing stock overview
- Missed license renewals with risk of fines
- Non-transparent allocation of resourcesthat slows down team performance
2. risks without ITAM
- Cost driversUp to 30 % of the IT budget is wasted due to unused or orphaned assets (Gartner).
- Compliance violationsInaccurate license management can lead to expensive audits and penalties (BSA study).
- Employee frustrationUnreliable systems reduce trust in the IT department.
Consequences of poor ITAM practice
- Cost explosion due to uncontrolled license and hardware renewals
- Vendor lock-inDependence on providers who dictate unfavorable contract conditions
- Obstacles to growth: Strategic decisions are hardly possible without a clear asset overview
Current challenges in IT asset management - and how to master them
1. shadow IT: the invisible danger
Shadow IT refers to the use of IT systems, applications or services without the approval of the IT department. This is often done out of a desire to work more efficiently or to quickly access required tools. However, these unofficial solutions can pose considerable security risks as they do not comply with company-wide security standards and are not monitored (Gartner Shadow IT).
Solution approach: Implement a central IT asset management system that records all tools and services used. Encourage open communication between the IT department and employees. Use of Cloud Access Security Broker (CASB) solutions can help to identify and control unauthorized applications (Microsoft CASB Info).
2. multi-cloud and hybrid infrastructures: mastering complexity
The simultaneous use of multiple cloud services and the combination of cloud and on-premises solutions significantly increase the complexity of IT management. Different platforms, interfaces and security standards make it difficult to manage and monitor IT assets (IDC Multi-Cloud Report).
Solution approach: Rely on integrated ITAM and IT service management (ITSM) solutions. Automated discovery tools help to manage all assets centrally. A consolidated configuration management database (CMDB) provides an overview of all IT resources (ServiceNow CMDB Guide).
3. mobile devices and BYOD: flexibility vs. security
The increasing use of mobile devices and the introduction of Bring Your Own Device (BYOD) programs increase flexibility, but also pose new challenges for ITAM (Statista BYOD figures).
Solution approach: Implement Mobile Device Management (MDM) solutions that enable centralized management and security of all mobile devices (VMware MDM Overview).
4. software license management: compliance and cost control
Managing software licenses is complex and error-prone. Over- or under-licensing can lead to costs or legal problems (Flexera Report).
Solution approach: Use software asset management (SAM) tools. Carry out regular audits and negotiate flexible license models.
5. security risks due to outdated or unknown assets
Unupdated or unknown IT assets can represent significant security vulnerabilities. Attackers often exploit vulnerabilities in outdated systems (ENISA report on vulnerabilities).
Solution approach: Perform regular network scans, integrate ITAM with security solutions and patch all systems regularly.
How to master your IT asset management
Step 1: Understanding ITAM frameworks
- ITIL 4Combines IT service management with ITAM and defines best practices.
- ISO 19770: Specifically designed for software asset management to ensure compliance and cost efficiency.
Step 2: Use the right tools
- Jira Service ManagementFully integrated platform for ITAM and ITSM.
- Freshservice: Beginner-friendly solution with seamless ticket and asset linking. TipTry free trials to find the best fit for your business.
Step 3: Create a complete asset database
- HardwareServers, notebooks, network components
- SoftwareLicenses, subscriptions, SaaS services
- ServicesCloud services, maintenance contracts
Step 4: Implement life cycle management
- Procurement: Requirements analysis, supplier comparison, use of volume licenses
- UtilizationRegular monitoring to avoid under- and over-utilization
- DecommissioningSafe disposal and recycling of obsolete assets
Step 5: Keep data up to date and integrate
- Regular updating of all asset data
- Seamless integration with ITSM systems for standardized information and fewer errors
Step 6: Training and communication
- Employee training on ITAM processes
- Transparent communicationCreate awareness and promote compliance
ITAM as a strategic strength
In a digitalized world IT asset management is a strategic necessity. With clear processes, suitable tools and continuous data maintenance, you can turn ITAM into a growth engine.
