Keywords: hardware asset returns, IT asset return process, employee offboarding hardware checklist, ServiceNow asset management, enterprise IT returns, asset return software, remote employee equipment return, corporate offboarding, HR and IT collaboration
Companies are reworking how they handle asset returns, thanks to the rise of remote and widely spread teams. What used to be a manual, disjointed process is now being revamped into something faster, smarter, and far more efficient. The reason? Old-school methods do not scale. IT departments and HR teams are overwhelmed with manual tasks, missing hardware, and disorganized records.
But that’s all changing.
Forward-thinking organizations are implementing more advanced return systems that centralize workflows, minimize losses, and streamline the communication loop between HR, IT, and logistics. It’s not just about collecting laptops anymore—it’s about having a complete offboarding plan that closes the book on assets, access, and accountability.
Here’s what you need to know.
Why Traditional Asset Returns Are Breaking Down
Let’s be honest: returning hardware after an employee leaves has always been a bit of a headache. Whether it’s lost chargers, damaged devices, or long delays, the result is the same—IT teams scramble to track down missing gear while HR chases checklists that never seem to stay up to date.
In many organizations, asset return is often an afterthought. It typically becomes entangled in email threads, spreadsheets, and outdated templates. This approach may work when only ten employees are leaving each year. However, when onboarding and offboarding at scale—especially with remote staff—it becomes unmanageable.
The typical process might look like this:
- HR notifies IT that someone is leaving.
- IT attempts to determine which equipment was assigned.
- An email is sent requesting a return.
- The employee might (or might not) send everything back.
- Someone has to log the return manually—assuming it ever shows up.
It’s inefficient, error-prone, and expensive. More importantly, it opens the door to serious risks, such as lost data, security exposure, and wasted expenditure on unreturned assets.
More innovative Systems Are Closing the Loop.
Increasingly, companies are transitioning to platforms like ServiceNow to streamline their IT asset return processes. But even that can’t fix everything. There’s still the logistics piece—the part where equipment needs to be boxed, shipped, received, inspected, and logged.
That’s where things often fall apart.
That’s also why guides like this complete offboarding and asset return system are getting much attention now. They don’t just talk about what tools to use—they break down how to build a full-circle return system that works at scale, whether you’ve got 50 people or 5,000.
The best part? It’s not about reinventing the wheel. It’s about tightening the handoff between the platforms you already use and the physical return steps you can’t ignore.
What a Better Asset Return System Looks Like
A modern asset return system does more than generate a shipping label. It connects departments, automates tasks, and tracks everything in one place—from initial HR notification to the final hardware check-in.
Here’s what companies are doing differently:
- Syncing HR and IT from the Start
When offboarding begins, HR alerts IT, not through email but through an integrated system. ServiceNow, for example, can trigger workflows that automatically notify teams, generate return tasks, and start collecting data in real time. - Assigning Equipment to Real People (and Tracking It All)
Companies are becoming more savvy about assigning and tracking hardware, rather than simply issuing laptops into a black hole. Each device is linked to an employee record. That way, when someone leaves, there’s no guessing what they’ve got or where it is. - Automating the Return Process
Return kits are automatically generated, complete with shipping labels, packaging instructions, and even QR codes for scanning upon receipt. Some companies partner with logistics tools that plug into ServiceNow and update asset records when the box is checked. - Using Real-Time Dashboards
No more wondering if the hardware has been returned. Real-time dashboards show what’s been returned, what’s missing, and what’s overdue. That visibility matters. It reduces follow-ups, enhances reporting, and saves a significant amount of time. - Refurbishing or Retiring Assets on a Schedule
Once hardware is returned, it’s not the end of the line. The best systems include a built-in plan for inspection, data wipe, refurbishment, and reissue or retirement. This keeps the cycle going and avoids wasted inventory.
What This Means for Remote and Hybrid Teams
Remote work flipped the script. These days, businesses are sending laptops, monitors, phones, and gear to employees scattered across the country. The challenge isn’t just getting them out—it’s getting them back quickly and securely.
That’s why systems that support the return of remote employee equipment are in high demand.
Better return processes also give remote teams peace of mind. They get clear instructions, prepaid labels, and simple drop-off options. On the company side, a clear audit trail tracks every step of the way.
There’s also a cost factor. Unreturned equipment can cost hundreds or thousands per person. Multiply that by a growing remote team, and the losses add up fast. A smarter return system turns that leak into a closed loop.
Offboarding Isn’t Just HR’s Problem Anymore
In a modern enterprise, offboarding is a shared responsibility. IT, HR, security, and operations must all work together to ensure the exit process is complete and compliant. That includes access deprovisioning, asset recovery, and data security.
Which companies are winning right now? They’re the ones bringing those teams together through systems that eliminate silos. Instead of HR checking a form and IT chasing gear, they’re all working from the same playbook—automated, trackable, and repeatable.
And it’s paying off.
Fewer lost assets. Faster returns. Stronger compliance. Better reporting.
Thinking Ahead: The ROI of Doing It Right
Companies often overlook asset returns when calculating their return on investment (ROI). But the numbers speak for themselves. Let’s say you issue laptops at $1,200 a pop. If just 10% of employees go missing or unrecovered, and you offboard 100 employees a year, that’s a minimum of $12,000 in losses.
That doesn’t include the soft costs: time spent following up, manual entry, delays in reassigning gear, or potential security issues. When you run the math, it becomes clear that investing in a better return system isn’t just a nice-to-have—it’s a cost-saving must.
Final Takeaway: It’s Time to Rethink Asset Returns
If your company still manages asset returns through spreadsheets and emails, it’s time for a reality check. Everything has shifted, including the tools built to keep up with it.
Modern asset return systems are already being adopted by companies that understand the value of clean exits, accurate tracking, and secure handoffs. With platforms like ServiceNow and purpose-built guides that illustrate how to connect the dots, there has never been a better moment to build something smarter.
The complete offboarding cycle—from HR notification to final asset reconciliation—can now be managed smoothly, thoroughly, and with significantly reduced risk.
Want to see how companies are getting it done? Check out the complete guide here: Simplifying ServiceNow Hardware Asset Returns: A Complete Offboarding & Refresh Guide