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Building an Asset Management System from Scratch with Notion

Overview

Accurate asset management is essential for both operational efficiency and strategic IT planning. In this project, I created a custom asset management system in Notion to replace ad-hoc tracking methods. The initiative required not only building a scalable system but also physically sorting and classifying equipment from a backlog of unorganized inventory.

Problem

The organization lacked a structured way to track IT assets. As a result:

  • Equipment was scattered and poorly documented.
  • Antiquated hardware was mixed with usable devices, making it difficult to allocate resources effectively.
  • IT staff wasted time searching for equipment or duplicating purchases.
  • There was no reliable baseline for budgeting or lifecycle planning.

Solution

I led the design and implementation of a Notion-based asset management system:

  • Inventory Audit: Sorted through unorganized piles of hardware, identifying usable vs. obsolete equipment.
  • Classification System: Created categories for laptops, servers, networking gear, peripherals, and retired assets.
  • Database Design: Built a structured database in Notion with fields for serial numbers, status, location, and lifecycle stage.
  • Process Integration: Developed check-in/out workflows and guidelines for maintaining accurate records.
  • Documentation: Wrote clear SOPs to ensure long-term adoption and accountability.

Results

  • Established the first centralized inventory system, enabling accurate asset tracking.
  • Reduced hardware search time by 90% through organized classification.
  • Prevented unnecessary purchases by clearly identifying usable equipment.
  • Provided a foundation for lifecycle management and future budgeting.

Reflection

This project combined hands-on problem solving with process design. By bringing order to chaos and implementing a lightweight but powerful tool in Notion, I delivered a system that not only solved immediate inefficiencies but also set the stage for smarter IT planning and cost control.