7 tips for introducing sharing assets in your organization

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For futureproof business development, we need to find ways to organize our systems in a way that is financially as well as environmentally and socially sustainable, and sharing assets sounds like a logical thing to do.

But where to get started?

At FLOOW2 we understand that you already have a job – and you rightly assume that introducing a radically innovative way of managing capacity is going to take time. But wouldn’t it be a shame if your organization wouldn’t get future proof because your daily schedule got in the way?

To help you save time finding out about the details, we evaluated experiences from the early adopters who already reaped the benefits of introducing sharing assets in their organizations.

1. Create a Project Group

Don’t manage this project by yourself! You are starting a revolution and are about to take on the challenge of creating a mindshift within your organization. On top of your own workload you are going to run into obstacles, resistance and everything else that comes with driving change. Find fellow-warriors you can join forces with, who also see the bigger picture and can help you prepare the organization. If you choose your team strategically, you’ll be able to efficiently check off items of the list.

2. Get support from the board of directors

This part is essential to the success of your process. Your superiors have to see the bigger picture and the relevance of creating a future proof organization. Whether their motivation is financial, sustainability, or perhaps culture change, they will have to be in it for the long run, make resources (you!) available and have the patience to stick with it if success doesn’t happen overnight.

3. Involve colleagues from other departments

Make sure to collaborate with other colleagues and departments that will feel the effects of this radical change. No one likes to be presented with a done deal and not being able to provide their own input, particularly if it is turning everything they have always believed in upside down.

  • HR: Let them know that thanks to sharing assets, you will be able to better manage internal talent and skills, as well as internally match admin jobs with people who are temporarily unable to perform their normal tasks due to injury.
  • Finance: Share with them that they will be able to reduce expenditure and depreciation by making better use of already purchased capacity.
  • Procurement: Let them gradually get used to the idea that sharing assets becomes an essential part of the procurement process. For procurement professionals, sharing assets translates into two ‘golden rules': “only procure when no other option is available”, and “if procuring is unavoidable, make sure suppliers are willing to cooperate in optimizing usage of your acquired assets by supporting and facilitating sharing”.
  • Technicians: They are the ones servicing and very often tracking equipment. When items change department or facility, this has consequences for their procedures. By involving them in an early stage you make it easier to tackle the practical obstacles that come with equipment moving around.
  • Facility management: Facility managers can now optimize usage of the facilities they manage by making its capacity transparent within the organization, or even to partner organizations. They can not only save money, for the first time in history facility managers can now actually generate money for their organizations by renting out what they manage. Talk to them about this amazing benefits!
  • Communication department: To inform all layers of your organization, it’s essential involve your communication team from the beginning. Good communication can help you with driving the change in mindset. By sharing stories, ideas, good examples and results you can get people to understand the concept and the logic of it. It is also very important to make a long-term communication plan as well, ensuring enthusiasm and interest in sharing assets for years to come.

4. Make inventory of (temporarily) available capacity

Most effective are brainstorming sessions in which you introduce your colleagues to the topic and your vision, assure them all practical obstacles like insurance, safety, administration will be covered, and just start fantasizing about the opportunities. Before you know it, you will be telling each other what stock or equipment should be shared, or even what particular skill could be put on the marketplace.

5. Make demand transparent

Nothing is a better trigger for sharing assets than a request from a colleague! We tend to forget the valuable items we have standing idle, until someone actually asks for it.

6. Share successes!

By sharing successes, you can retain attention, enthusiasm and commitment. Collaborate with your communication department to ensure maximum coverage.

7. Embed sharing assets in the organizational culture

And last, but certainly not least: embed sharing assets in the organizational culture. You can, for example, have it mentioned in KPIs, make it part of order procedure, and make it part of other day to day business activities.

Every organization is unique

Keep in mind that these are most definitely not golden rules that are applicable to every organization. Your organization will most definitely be different and as unique as they come, but you can use this checklist to get everything ready for a smooth introduction. And remember not to worry if things aren’t going the way you planned. You are about to change the mindset of many people within your organization, and that’s an achievement on its own.

 

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Written by Laury Zwart on 20-03-17

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