Pro Tips: device management

With a need to create more from less, technology spend is under pressure. Our Pro Tips series is about the little wins that add up.

Most businesses think they have a handle on device management, but a closer look can reveal exceptions, unmanaged devices and outdated records clogging up systems and reporting.

Proper device management controls and processes can be overlooked, but they’re quietly causing major headaches — from compliance blind spots to wasted software spend.

If you don’t know who’s got what and you can’t see it all in one place, you’re not in control. This is an area ripe for improvement, and we can help you understand how.

The reality behind the dashboard

Your business probably has more devices than you realise — some without clear ownership and none of them visible in your reports. 

You can’t secure or manage what you don’t know exists. And yet in many businesses:

• Devices are not linked to users.
• Assets can go missing without the business realising.
• Obsolete records  — clutter from past hires, forgotten laptops, or trial systems.

Reports don’t always show the full picture and the reality that you really need to see. 

That’s a risk and it's costing you time and money. But the good news is, you can do something about it.

Why it matters

• Security and compliance risks: If your device and user records aren’t clean, how can you prove compliance — or respond quickly in the event of a breach?
• Wasted money: You pay for device licenses and physical assets - Every ghost device and orphaned object could be costing additional money in license renewals. Loss of physical assets incurs costs. Likewise, if you don’t have devices under management, removing software which is no longer required is an additional burden.
• Wasted time: Teams often repeat work because they can’t see or access the data that already exists elsewhere — if only they could find it. Better visibility means less duplication and fewer delays.

The fix: Do the basics. Do them well. 

We recommend the following approach:

• Define policies, procedures and use cases. How long do you retain stale objects? What process is followed when a device is unaccounted for? How do you map users' devices? What are your supported use cases and scenarios.
• Block any unwanted use cases / scenarios. For example, if you no longer support on-prem AD joined devices, then revoke permissions.
• Ensure you have checks and balances, you will likely have multiple data sources holding information on your devices. Consolidate and cross-reference this information to identify any gaps.
• Automate cleanup and correction activities, but review the results for any unexpected outcomes or trends.
• From there, using tools like Power BI, you can pull all your IT data into one place — clear dashboards that give decision-makers access to what they need, when they need it. No more second-guessing. No more reinventing the wheel every time they need a report.

Helping you do more than just comply

Getting identity and device management right isn’t just an IT housekeeping task — it’s a business advantage. You’ll move faster, make better decisions and reduce risk without even trying. 

And you can achieve that by working with an IT team that acts like a partner — not just a ticket-taker.

We don’t just “do IT”. We help you understand it, own it and use it to drive your business forward.

At prosource.it, we have 25 years of experience supporting businesses through technological change. If you would like to discuss best practices to improve your estate management, please get in touch.