{"id":9818,"date":"2025-03-25T08:58:29","date_gmt":"2025-03-25T14:58:29","guid":{"rendered":"https:\/\/limblecmms.com\/?p=9056"},"modified":"2025-05-30T12:58:29","modified_gmt":"2025-05-30T18:58:29","slug":"policy","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/policy\/","title":{"rendered":"What is An Asset Management Policy?"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<span style=\"font-weight: 400;\">Let&#8217;s be honest. Written policies can sometimes feel useless.\u00a0 But if written and executed well, an asset management policy can bring clarity and efficiency to your organization.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\"> Assets are resources owned and used by a company to generate a positive economic benefit.\u00a0<\/span><span id=\"AssetManagementPolicy\"><\/span><span style=\"font-weight: 400;\">As a business owner, it is important to know which assets you own, their location, and their value. Your shareholders would also like to know that company assets are being efficiently used and maintained.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A good asset management policy helps create the structure for how they are handled. Let\u2019s see how.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Why do you need an asset management policy?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">An asset management policy is an overarching, high-level document that helps businesses meet their governance, quality, and strategic needs.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It dictates how a business maintains the integrity and availability of all assets <\/span><b>by outlining the company&#8217;s requirements for asset ownership, categorization, acceptable use, and ongoing maintenance<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In a large organization, the hierarchy of documents begins with the organization&#8217;s strategic plan, which prompts the development of an asset management policy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Beneath the policy sits an <a href=\"https:\/\/limblecmms.com\/blog\/asset-management-strategy\/\" target=\"_blank\" rel=\"noopener\">asset management strategy<\/a>. Beneath the strategy, you can find a\u00a0<\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-policy\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">general maintenance policy<\/span><\/a><span style=\"font-weight: 400;\"> and <a href=\"https:\/\/limblecmms.com\/blog\/asset-management-plan\/\" target=\"_blank\" rel=\"noopener\">asset management plans<\/a>, with the final documents being operational strategies and plans.<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Hiearchy-of-asset-management-documents_CI.webp\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-9058 size-full\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Hiearchy-of-asset-management-documents_CI.webp\" alt=\"The hierarchy of asset management documents\" width=\"2083\" height=\"1602\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">However, small to medium-sized organizations often combine the asset management policy, strategy, and plan into one document. It is this level of asset management policy we will be discussing here.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The document assists all employees by:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Emphasizing corporate objectives.<\/b><span style=\"font-weight: 400;\"> Asset management policies open with a statement from top management that explains why asset management is important, and how it supports the business in achieving its goals.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Providing guiding principles for <a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/asset-tracking\/\">asset tracking<\/a> and control.<\/b><span style=\"font-weight: 400;\"> Guidelines in the policy explain the process of recording assets and clarifying how to acquire, manage, maintain, value, and dispose of them. At any stage in an <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/asset-lifecycle-management\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">asset&#8217;s lifecycle<\/span><\/a><span style=\"font-weight: 400;\">, employees can seek clarity from the policy on the behaviors and methods they should use in particular circumstances \u2014 from procurement to asset management, to disposal.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Helping you manage budgets and asset-related expenditures.<\/b><span style=\"font-weight: 400;\"> The entire lifecycle costs of an asset require capture, not just the purchase price. The policy will outline how to treat maintenance, modification, operational use, <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/equipment-depreciation\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">depreciation<\/span><\/a><span style=\"font-weight: 400;\">, financing, and end-of-life asset costs. Adhering to a standard process will help you plan a budget for capital projects and calculate returns on investment (ROI).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Assigning roles and responsibilities. <\/b><span style=\"font-weight: 400;\">With clearly defined roles and responsibilities, everyone will know who to approach for additional information or requests regarding asset inventory, allocation, purchase, disposal, or maintenance.<\/span><span id=\"IncludedAssetPolicy\"><\/span><\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=&#8221;middle&#8221; kd_background_image_position=&#8221;vc_row-bg-position-bottom&#8221; css=&#8221;.vc_custom_1682370923807{margin-bottom: 40px !important;padding-top: 60px !important;padding-bottom: 40px !important;background: #dde4e8 url(https:\/\/limblecmms.com\/wp-content\/uploads\/cta-laired-hex-4.webp?id=9077) !important;background-position: center !important;background-repeat: no-repeat !important;background-size: cover !important;border-radius: 0px !important;}&#8221; css_tablet_landscape=&#8221;.vc_custom_1682370923807{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682370923807{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682370923808{padding-bottom: 80px !important;}&#8221;][vc_column][vc_row_inner content_placement=&#8221;middle&#8221; gap=&#8221;15&#8243; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner width=&#8221;2\/3&#8243;]<header class=\"kd-section-title col-lg-12 text-left  subtitle-below-title kd-animated fadeIn   vc_custom_1682371032328\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">Standard Operating Procedure (SOP)<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">Create your own routine maintenance SOP with this customizable template.<\/h6><\/header>[\/vc_column_inner][vc_column_inner width=&#8221;1\/3&#8243;][vc_raw_html]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[\/vc_raw_html][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<\/p>\n<h2><span style=\"font-weight: 400;\">What should be included in an asset management policy?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you wish to be aligned or certificated against <\/span><a href=\"https:\/\/www.iso.org\/standard\/55089.html\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">ISO 55001<\/span><\/a><span style=\"font-weight: 400;\">, the global standard for Asset Management, the standard itself will be your guide. It will tell you which items are \u201cmust-have\u201d and recommend those that are \u201cnice-to-have\u201d.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But maybe you do not care about the certification. You can still use the aforementioned ISO standard as a guide simply because an asset management policy is good to have.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Keep the document brief and direct readers to separate documents such as asset lists or management plans.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Remember, <\/span><b>too much information in one document makes it unwieldy and unlikely to be read<\/b><span style=\"font-weight: 400;\">!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can structure this document in many different ways. We recommend you start with an introductory section and then outline the policy itself.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Introductory section<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The paragraphs in the introductory section serve to clarify commonly used terms and describe the scope and purpose of the policy.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">1) A quick overview<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">The overview section briefly explains what asset management is and why it&#8217;s important. Keep the section short. Its sole purpose is to introduce readers to the concept of asset management. You&#8217;ve probably overdone it if it&#8217;s more than two paragraphs.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">2) The purpose of the policy<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">In this section, you&#8217;re explaining what the policy plans to achieve. Explain that the policy&#8217;s purpose is to provide guidelines and procedures for the efficient and effective management of organizational assets.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-9059 size-full\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-purpose.jpg\" alt=\"An example of an asset management policy Purpose section.\" width=\"679\" height=\"241\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Purpose section. Source: <\/span><\/i><a href=\"https:\/\/www.cityofsydney.nsw.gov.au\/-\/media\/corporate\/files\/publications\/policies\/asset-management-policy.pdf?download=true\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">City Of Sydney<\/span><\/i><\/a><\/p>\n<h4><span style=\"font-weight: 400;\">3) The scope of the policy<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">When you write the scope section, you refer to the people, departments, or businesses for which the policy applies. In most companies, this section comprises one line of text that states that the policy applies to all company employees.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-9060 size-full aligncenter\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-scope.jpg\" alt=\"An example of an asset management policy Scope section.\" width=\"884\" height=\"470\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Scope section. Source: <\/span><\/i><a href=\"https:\/\/www.dundee.ac.uk\/corporate-information\/asset-management-policy\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">University of Dundee<\/span><\/i><\/a><\/p>\n<p><span style=\"font-weight: 400;\">This section can sometimes be called <\/span><i><span style=\"font-weight: 400;\">Applicability<\/span><\/i><span style=\"font-weight: 400;\"> rather than <\/span><i><span style=\"font-weight: 400;\">Scope<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">4) Definitions<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Always have a definitions section, as not everyone who reads your policy will understand all the terms you use. Make sure someone who knows those definitions by heart double-checks this section for accuracy.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-9061 size-full\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-definitions.jpg\" alt=\"An example of an asset management policy Definitions section.\" width=\"529\" height=\"635\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Definitions section. Source: <\/span><\/i><a href=\"https:\/\/www.charlessturt.sa.gov.au\/__data\/assets\/pdf_file\/0021\/162426\/Asset-Management-Policy-September-2022.pdf\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">City of Charles Sturt<\/span><\/i><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Clarify terms like assets, tangible, intangible, disposal, and write-off. In this section, you should explain any term that might be open to ambiguity or misunderstanding.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">The asset management policy itself\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This section is the real meat of the document. All preceding sections have simply prepared the reader for the information you will present here. In the policy section, you will explain the following:<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">5) A section about responsibilities<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Clarify who holds accountability for all the different phases of the asset lifecycle. Asset owner, purchase orders, disposal, write-off, maintenance, and modification are all positions that will require decision-making, so be sure to identify who is responsible.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Where possible, use a role description instead of a person\u2019s name to avoid having to amend the policy document every time someone is promoted or leaves the company.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9062\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-responsibilities.jpg\" alt=\"An example of an asset management policy Roles and Responsibilities section.\" width=\"599\" height=\"494\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Responsibilities. Source: <\/span><\/i><a href=\"https:\/\/assetservices.com\/Documents\/AssetServices_FixedAssetPolicyAndProcedure_Sample.pdf\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">Asset Services<\/span><\/i><\/a><\/p>\n<h4><span style=\"font-weight: 400;\">6) Asset categorization and identification<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">In this paragraph, clarify what counts as an asset, with most companies only capitalizing items over a certain monetary threshold. If you have asset tags or asset sub-categories, this is the place to explain how that categorization works within your asset management system.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some companies also use this section to explain <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/equipment-depreciation\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">asset lives and depreciation rules<\/span><\/a><span style=\"font-weight: 400;\">, although that information may be better suited as a preamble to your fixed asset register.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">7) Asset disposal procedures<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">This section usually comprises the largest of all the paragraphs. Lay out everything one needs to know about asset disposal. Identify the forms to complete and the procedure to follow.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Touch upon nuances as well \u2014 where to include serial numbers, the effective dates in question, etc. Be sure to address any regulatory issues, who to involve, and the disposal method.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9063\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-disposal-procedure.jpg\" alt=\"An example of an asset management policy Disposals section.\" width=\"636\" height=\"170\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Disposals section. Source: <\/span><\/i><a href=\"https:\/\/www.nyu.edu\/content\/dam\/nyu\/compliance\/documents\/AssetManualDec2011.pdf\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">New York University<\/span><\/i><\/a><\/p>\n<p><span style=\"font-weight: 400;\">For example, some companies use auctions to dispose of their assets, even nominating the auction house employees are required to use. Be sure to address how to treat scrap or salvage funds, the process for trade-ins, and how to organize and manage tenders.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">8) Asset transfer procedures<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">If your business operates in several geographic locations or has multiple departments, identify the correct process to follow before transferring an asset and who to inform that the transfer has occurred. There will be clear budgetary and financial implications.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9064\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-transfer-procedures.jpg\" alt=\"An example of an asset management policy Transfers section.\" width=\"590\" height=\"288\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Transfers section. Source: <\/span><\/i><a href=\"https:\/\/assetservices.com\/Documents\/AssetServices_FixedAssetPolicyAndProcedure_Sample.pdf\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">Asset Services<\/span><\/i><\/a><\/p>\n<h4><span style=\"font-weight: 400;\">9) Asset repair or replacement guidelines<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">This paragraph advises how to decide on whether to repair or replace physical assets. Some policies use the repair cost \u2014 as a percentage of the asset&#8217;s capital cost \u2014 as a threshold between repairing and replacing. Others use complex calculations and decision trees.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Most organizations will want their facility or maintenance manager to make the final call. If it is a really expensive asset, and requires risk assessment, the maintenance director and other top management roles are likely to be involved in the decision process.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">10) General asset maintenance guidelines<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">The maintenance paragraph outlines the management&#8217;s position on <\/span><a href=\"https:\/\/limblecmms.com\/blog\/asset-maintenance\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">asset maintenance<\/span><\/a><span style=\"font-weight: 400;\">, its intent, and the guidelines to follow for asset control.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Many organizations will have already <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-policy\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">written maintenance policy documents<\/span><\/a><span style=\"font-weight: 400;\"> for their physical inventory, and they can just point to those for more info.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">11) What to do in cases of theft and loss<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Here is where you clarify the steps to be initiated when someone suspects criminal activity. Define who is responsible for deciding whether to involve the police and contact the insurance.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">12) Asset write-off procedures<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Most companies have strict processes in place for asset write-off. Record those here.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Include forms to be used, the sequence of decisions and approvals, and those responsible for updating the asset register. Checklists can be really helpful here.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">13) Document status<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Formalize your new asset management policy by ensuring a member of the senior management team signs the policy, with the document version controlled, showing the issue date.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9065\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Asset-management-policy-document-status-1.jpg\" alt=\"An example of an asset management policy Document Status section.\" width=\"672\" height=\"414\" \/><span id=\"8Steps\"><\/span><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of an asset management policy Document Status section. Source: <\/span><\/i><a href=\"https:\/\/www.cityofsydney.nsw.gov.au\/-\/media\/corporate\/files\/publications\/policies\/asset-management-policy.pdf?download=true\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">City Of Sydney<\/span><\/i><\/a><\/p>\n<p><span style=\"font-weight: 400;\">When it is all said and done, feel free to add the policy to your company\u2019s quality system.\u00a0<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<\/p>\n<h2><span style=\"font-weight: 400;\">How to write an asset management policy in 8 steps<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">How a business writes an asset management policy is as important as the items it includes, with the drafting process requiring the agreement and commitment of senior managers to be effective.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Steps-for-writing-an-asset-management-policy_CI-scaled.webp\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9066\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Steps-for-writing-an-asset-management-policy_CI-scaled.webp\" alt=\"Steps for writing and implementing an asset management policy.\" width=\"1379\" height=\"2560\" \/><\/a><\/p>\n<h3><span style=\"font-weight: 400;\">Step 1: Identify a senior management sponsor<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The sponsor role is not a figurehead position. The selected person must be fully aware of the contents of the policy and the decisions and discussions taken to arrive at the final draft. They must also fully endorse and defend it.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 2: Institute a working group<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The asset management policy document represents the principles and guidelines from senior management, whether the policy document regards safety, asset management, or human resources.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, the working group that develops the document has to include senior managers who reach a consensus on the document&#8217;s contents. Be sure to represent the finance and operations departments, and allow sufficient time for the group to discuss everything and reach an agreement.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 3: Agree on the document structure and what to include<\/span><\/h3>\n<p><b>The test of a good policy is whether it gets read and understood.<\/b><span style=\"font-weight: 400;\"> Keep the structure simple, and don&#8217;t write a book. Avoid jargon and use plain language.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If it has a clear structure, is easy to read, covers all the necessary points, and can be understood, then you&#8217;ve succeeded in writing a good policy.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 4: Draft up a skeleton outline for the policy<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you have an existing quality system, align the structure, outline, and design of the asset management policy with those quality system documents. It is a simple way to help employees get familiar with and understand the document.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you have a company style guide, apply it to this template. Nominate a writer to ensure a consistent tone and manage version control.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 5: Circulate the outline for review<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">By circulating the initial outline of the policy to all departments and senior management, you are providing an opportunity for comments and consultations. You may gain interesting perspectives calling for additions or modifications while gaining a degree of buy-in to the process and the final document.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 6: Seek expert advice<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There may be financial or regulatory actions your organization must meet regarding records, disposals, notifications, or tax. Be sure your asset management policy aligns with and includes these provisions. Seek expert advice to be sure your policy complies with all relevant legislature.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 7: Write the policy and circulate the draft document<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once complete, be sure there are no lingering issues or concerns from relevant managers. When ready to issue the document, have it signed by the CEO as the official version.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 8: Distribute the document<\/span><\/h3>\n<p><span id=\"PolicyExamples\"><\/span><span style=\"font-weight: 400;\">Issue the document to each manager and ensure copies are centrally available to allow staff members to seek guidance. Ensure each person signs that they have received and read the policy. Hopefully, you will have a digital version which all stakeholders can access through their laptops at their workstations or through a mobile device.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Last but not least, maintain a register of the location of all approved copies to ensure the removal\/replacement of old copies when issuing amendments.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Examples of asset management policies<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The asset management policies you will find online are generally from government agencies, colleges, and local councils, as they are all required to publish such documents. Privately owned businesses have no such requirement, making examples hard to find.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Yet, the contents will not differ greatly, with the organization&#8217;s size, sophistication, and geographical spread having the most impact on the policy contents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some examples from organizations of varying sizes and industries to assist in drafting a document that meets your specific context. Some are simple one-page policies, while others go in more depth.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Simple one-pagers<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">These examples are admirably terse, although some border on mission statements:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/assets.publishing.service.gov.uk\/government\/uploads\/system\/uploads\/attachment_data\/file\/860290\/Asset_Management_Policy_document.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Highways England, 2020<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.graham.co.uk\/media\/policies\/Asset-Management-Policy-Statement-2022.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Graham Asset Management, 2022<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.anglianwater.co.uk\/siteassets\/household\/about-us\/asset-management-policy.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Anglian Water, 2021<\/span><\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You might find a few more pages will better guide your employees by directing them to applicable references.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Multi-page examples<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The asset management policy examples listed below perfectly illustrate how there isn\u2019t one form, style, or scope you need to follow. However, they also show that there is a logical order in which sections should be covered:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.dundee.ac.uk\/corporate-information\/asset-management-policy\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">University of Dundee, 2018<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.charlessturt.sa.gov.au\/__data\/assets\/pdf_file\/0021\/162426\/Asset-Management-Policy-September-2022.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">City of Charles Sturt, 2022<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/assetservices.com\/Documents\/AssetServices_FixedAssetPolicyAndProcedure_Sample.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Asset Services, 2015<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.american.edu\/policies\/information-technology\/upload\/it-asset-management-policy-web-2.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">American University, 2021<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.cityofsydney.nsw.gov.au\/-\/media\/corporate\/files\/publications\/policies\/asset-management-policy.pdf?download=true\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">City of Sydney, 2022<\/span><\/a><span id=\"ProtectInvestment\"><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.nyu.edu\/content\/dam\/nyu\/compliance\/documents\/AssetManualDec2011.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">New York University<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/octo.dc.gov\/publication\/asset-management-policy\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Office of the Chief Technology Officer, DC.Gov, 2021<\/span><\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These examples indicate the norm in asset management policies. Reviewing them will guide you on the style and content appropriate to your organization.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Protect your capital investments<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Capital assets form a considerable part of an organization&#8217;s value.\u00a0 It is vital to track them and ensure they are correctly managed, maintained, and disposed of. The asset management policy broadcasts the principles that management believes should be applied for handling its capital assets.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Writing an asset management policy may not be the most exciting thing you can do with your day. However, paired with a proactive maintenance strategy, it can help you reduce loss, mitigate regulatory exposure, and ensure you maximize the value of your capital investments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Learn how Limble CMMS can help you keep your assets in their best working order. <\/span><a href=\"https:\/\/limblecmms.com\/demo-request\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Request a software demo<\/span><\/a><span style=\"font-weight: 400;\">, or <\/span><a href=\"\/get-started\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">start a free trial<\/span><\/a><span style=\"font-weight: 400;\">.<\/span>[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]Let&#8217;s be honest. Written policies can sometimes feel useless.\u00a0 [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":29403,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[3],"tags":[],"class_list":["post-9818","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-maintenance"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7.1 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Asset Management Policy: How to Build One From Scratch<\/title>\n<meta name=\"description\" content=\"Learn what to include in your asset management policy and how to write a document that is actually useful. 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