asset warehousing
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asset warehousing *
a case study on enabling end to end x-boarding
the problem
As Electric AI scaled its IT support services to accommodate a diverse client base, managing and deploying devices became an increasingly complex logistical challenge. Lacking a centralized asset management and warehousing solution, the hardware team had to rely on a mix of third-party applications to facilitate device deployment. This fragmented approach led to delays in onboarding and contributed to client frustration. Without a structured lifecycle management process, it was difficult to monitor and maintain the health of each device throughout its various deployment phases.
With the company’s frequent client onboarding, the need for a scalable, adaptable solution became evident. Many clients requested options to manage their own inventory or outsource it entirely to Electric AI as part of their IT support package. However, the lack of a unified system made it challenging to ensure data security, maintain regulatory compliance, and manage hardware allocation efficiently—each essential for building client trust and driving operational effectiveness.
Seeing the impact of these inefficiencies, Electric AI recognized the need to invest in a comprehensive asset management and warehousing solution. This would enable streamlined device deployment, enhance inventory accuracy, and elevate the client experience.
the proof of concept
To keep our approach lean, we decided to develop this feature as a trial to assess whether asset management was a viable market opportunity for Electric AI. While we identified several business gaps, we weren’t sure there was sufficient demand to support a full investment.
We began our analysis by consulting with the hardware and device security teams to understand how they managed applications for Electric AI’s internal processes and to gauge the complexity and scale of similar requirements for external clients. This helped us establish a baseline and scope for an MLP (minimum lovable product), focusing on essential features to test market interest without a full-scale commitment.
With a foundational understanding in place, we created initial wireframes for the pages and workflows that would support this functionality. Over two sprints, we developed the feature and opened it up for internal testing and feedback.
Feedback from internal testing revealed a critical insight: while we had a robust system for tracking devices once assigned to employees, our current approach lacked the tools to monitor device status and condition throughout the entire lifecycle. Processes that occurred before and after device assignment were often overlooked, highlighting a significant gap in the device lifecycle that needed to be addressed for an end-to-end solution. This insight underscored the need for additional device-centric tools to provide a comprehensive asset management experience.
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fast learnings
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⏱️ fast learnings ⠀ ⠀
During internal testing, we discovered that asset management requirements varied significantly depending on the asset type. While our MVP remained intentionally lean and broadly applicable, we found that security-focused users expected more detailed tracking and security features for devices like laptops, tablets, and phones compared to hardware peripherals. Meeting this expectation would require building specialized tools and interfaces to capture the necessary history, actions, and behaviors for each device type. Recognizing this need, we saw an opportunity to collaborate with an adjacent product team, allowing us to whiteboard a vertical slice for these more sophisticated requirements.
Additionally, we uncovered specific needs for asset management tools in warehouse settings, which differed from those of smaller businesses with limited in-house IT setups. Warehouse teams needed granular tracking and efficient handling processes, while smaller businesses often prioritized ease of use over extensive functionality.
In IT security, various compliance policies and regulations are crucial, creating a potential business opportunity for Electric to streamline compliance for small businesses. Many of these clients prioritize security and privacy but lack the resources to manage the process comprehensively. These findings, coupled with strong positive feedback, reinforced our belief that there was substantial value in pursuing asset management as a fully developed offering for Electric.
the next iteration
In response to user feedback, we outlined a series of "fast follows" to quickly expand the feature set and better support various business cases. High on our list of priorities was enhancing device tracking capabilities, including lock and wipe functionality for secure offboarding. Recognizing the warehousing team’s needs, we prioritized features like image and file support to streamline their workflow, while also addressing requirements for small businesses managing their own device storage.
Additionally, we extended these features to support storefront conversions, enabling clients to seamlessly replace or update their device fleet. This created multiple entry points into the IT Hub ecosystem, catering to varied user needs. By allowing demand and feedback to drive our roadmap, we built an experience that resonated with users, effectively meeting their needs and achieving strong adoption.