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Employee equipment responsibility form template.

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An Employee Equipment Responsibility Form is a crucial document that workers sign to acknowledge the receipt and their duty of care toward company-issued equipment. This form is extremely important due to the high cost and specialized nature of equipment involved, such as heavy machinery, power tools, safety gear, and vehicles. It serves as a legal record that can help manage inventory, reduce equipment misuse or neglect, and enforce accountability, ensuring that all tools and machinery are in good working condition for safe and effective use.

Use this digital employee equipment responsibility form template whenever you need to distribute equipment that needs an audit trail.

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This employee equipment responsibility form template was generated with dashpivot.

Properly documenting employee equipment responsibility is crucial to ensure equipment is handled correctly, employees take ownership of equipment under their care and building an audit trail to keep track of what's being used by who.

• Access, fill in and sign off on employee equipment responsibility forms on any device: mobile, tablet or computer
• Store your equipment responsibility forms online, where they are organised, secure and searchable
• Download, print or send your forms as perfectly formatted PDF documents with your logo and colour scheme.
• Ensure everyone is always working off the same latest version of the template.
• Customise the employee equipment responsibility form template with an easy drag-and-drop builder.

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Manage company assets better by tracking employee equipment responsibility

Employee Equipment Responsibility Forms are vital in industries where the proper management and use of equipment are critical to safety and productivity.

These forms establish clear accountability by documenting:

• the equipment each employee receives
• its condition
• the specific responsibilities for its maintenance and care

This ensures that all tools, machinery, and safety gear are kept in good working order, reducing the risk of workplace accidents and equipment failures.

Employee Equipment Responsibility forms are also used to help companies track their valuable assets, deter negligence and theft, and provide a legal foundation to recover costs for damages or loss.

By formalising the use and care of equipment, these forms also support operational efficiency and promote a culture of responsibility and safety among employees.

Ensure your signed employee equipment responsibility forms are at hand whenever you need them by storing them in the cloud (you can do this automatically in Dashpivot), saving them as a PDF or printing them and filing them.

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Employee Equipment Agreement Template

Used 5,084 times

This Employee Equipment Agreement Template is a collection of rules made by the business to ensure that staff members take good care of corporate property when using it away from the office.

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Created by:

​ [Sender.FirstName] [Sender.LastName] ​ [Sender.Company] ​

Prepared for:

​ [Employee.FirstName] [Employee.LastName]

​ [Employee.Company] ​

​ [Document.CreatedDate] ​

Employee Information

Name: [Employee.LastName] [Employee.FirstName]

Address: [Employee.StreetAddress] , [Employee.City] , [Employee.State] , [Employee.PostalCode] , [Employee.Country]

Date Hired: (Day) (Month) (Year)

Designation: [Employee.Title] ​

Employee ID: (Employee ID Number)

Department/Division: (Department/Division)

Immediate Supervisor: [Supervisor.LastName] [Supervisor.FirstName]

Equipment Information

Item: (equipment type)

Item Quantity: (# of equipment requested)

Item Status: (New or Used)

Model Number: (model #)

Serial Number: (serial #)

Item Description: (item description)

This Employee Equipment Agreement is a set of guidelines created by the employer for employees in properly handling company-owned equipment for work completed outside of office premises, e.g., work from home or out into the field.

The purpose of this Agreement is to keep the use of company-owned assets such as, but not limited to, laptops, mobile phones, computers, and peripherals solely for the delivery of quality work to and for [Sender.Company] . This Agreement requires employees to abide by the organization’s rules while working outside the office. As the asset custodian, the employee is accountable and responsible for the equipment assigned to him/her.

Definition of Terms

Company-owned assets.

Refers to the provided material asset, in this case, equipment, such as but not limited to laptops, mobile phones, and computers, along with peripherals, given to the employees solely for the delivery of quality work to the Company and for the Company.

Asset Custodian

Refers to any device being connected to the equipment such as keyboard, mouse, microphone, camera, pen tablet, joystick, projector, scanner, monitor, printer, speakers, internal and external hard drives, CD and DVD drives, RAM and ROM, and flash memory drives.

Peripherals

Employee responsibilities.

This Employee Equipment Agreement states below all the responsibilities the asset custodian or employee must adhere to the implementing rule of [Sender.Company] :

Download and Install authenticator

The IT office will require the employee to download and install an authenticator application prescribed by the Company to ensure security in accessing company-related networks, domains, and internal folders for strict monitoring.

Secure a gate pass

By securing a gate pass, the asset custodian should prepare the justified request letter, employee ID, clearance from the IT office and permit specifying all equipment, including its serial number for inventory purposes and references, that will be brought out by the employee. Failure to submit these necessary files may result in the refusal of a request for a gate pass.

The employee is expected to use these company-owned assets such as, but not limited to, laptops, mobiles, and computers, along with their peripherals exclusively for delivering quality assignments for [Sender.Company] .

The employee is strictly prohibited from installing or executing any suspicious programs or malicious applications not prescribed by the Company.

It is expected for the employee to properly power down the equipment when not in use.

The asset custodian is expected to display great accountability and responsibility to the company-owned asset provided to him/her, any failure of compliance that may arise in this issue will subject the employee to an equivalent compensation of the equipment’s actual price, along with its charges.

The employee is strictly prohibited from engaging in malicious and illegal activities involving any of the company-owned equipment.

​ [Sender.Company] acknowledges the importance of the employee’s life rather than the equipment, should such unforeseen circumstances may happen, such as natural disasters and crimes such as hold-up or mugging, the employee will be issued a request for investigation and be required to submit a written explanation or incident report within three to five (3-5) business days. The Company will provide a new set of equipment to the employee after three (3) business days resting period.

The employee is encouraged to report via anonymous incident report should there be any suspicious activities made by his/her other colleagues that involve the company-owned equipment.

In the event of resignation, retirement, or contract termination, the employee shall return all the equipment accountable under his/her name in its best state. Failure to comply with this clause will incur additional costs from the employee and will be the cause of delay in clearing the employee's accountability. This cost will be charged to the employee's final pay or a one-time payment as agreed once clearance has been issued. The cost per equipment is listed below for reference:

Failure to comply with these guidelines stated in this Agreement will subject the employee to the listed sanctions below depending on the intensity of their unlawful act:

Disciplinary action;

If it incurs any damages, payment for the asset along with its company charges;

Suspension of the employee for at least 10 business days without pay; or

Termination of contract

I hereby acknowledge that I have read and understood all the terms stated in this Agreement. I have affixed my signature hereinafter as my commitment to the conditions and responsibilities.

​ [Employee.FirstName] [Employee.LastName] ​

​ [EmployerRepresentative.FirstName] [EmployerRepresentative.LastName] ​

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Employee Equipment Agreement

Create an employee equipment agreement in seconds. Works great on any device. Android and iOS compatible. Easy to customize and share. Get instant notifications.

• Human Resources
• Employee Records

An employee equipment agreement is a contract that outlines the terms and conditions for employee use of company-provided equipment. The agreement establishes the responsibilities, liabilities, and use restrictions of both parties to ensure that equipment is secure and accounted for.

Stay on top of company equipment loans with this free Employee Equipment Agreement template from Jotform Sign . Our ready-made template allows you to quickly gather information such as employee name, position, division and/or department — as well as the borrowed equipment identifying information. Share your form via email and get notified as soon as it’s been filled out and signed.

Customizing this Employee Equipment Agreement template couldn’t be easier. Using Jotform’s intuitive builder, simply drag and drop to add or change text boxes, upload your company’s branding, change fonts and colors, add additional signature fields, include images of the loaned equipment, and much more. Once both parties have signed and completed the form, you’ll receive a finalized PDF document ready to download, share, or print for your records. Never lose track of company equipment again with this customizable Employee Equipment Agreement. If you want to take your signing process online, create an e-sign document with Jotform Sign.

1) What is the purpose of an employee equipment agreement?

The purpose of an employee equipment agreement is to establish standards for the use of a company’s equipment by employees and contractors. The document protects both parties from liability in the event of accidents, termination of employment, or other unforeseen circumstances.

2) What are the benefits of using an employee equipment agreement?

The pros of using an employee equipment agreement far outweigh the cons. These agreements ensure that equipment is returned to companies in good condition. They state that employees will be held financially responsible for equipment that is damaged or lost and that failure to return equipment will be considered theft. Employee equipment agreements can also protect employees through clauses that explicitly state they won’t be held responsible for stolen equipment.

3) How can I customize an employee equipment agreement template?

You can easily customize your Employee Equipment Agreement template with Jotform’s intuitive drag-and-drop form builder. Rearrange form fields, add signature fields, change fonts and colors, drop in your logo, and more — all in a few clicks. Plus, you can establish an automated signing order to keep things moving when you have multiple signers.

4) What information should be included in an employee equipment agreement?

Your employee equipment agreement should include identifying information about the employee (name, phone number, address, etc.) and the equipment (serial number, make and model, etc.). You should also include a section that states the terms and conditions for use of the equipment. Finally, don’t forget to add signature boxes for employees and managers.

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Equipment Assignment Agreement Template - Simplify Equipment Assignments & Ensure Clarity

Are you in need of an Equipment Assignment Agreement to clearly outline the terms and conditions of equipment transfer? Look no further! At BizzLibrary.com, we provide a comprehensive Equipment Assignment Agreement template in PDF format for you to download and customize according to your business needs.

What is an Equipment Assignment Agreement?

An Equipment Assignment Agreement is a contract that sets forth the terms and conditions under which equipment is assigned or transferred from one party to another. It ensures that both parties understand their rights and obligations regarding the use, maintenance, and return of the equipment involved.

Why Do You Need an Equipment Assignment Agreement?

Having an Equipment Assignment Agreement in place is crucial for several reasons:

• Clarifies Ownership and Responsibility: The agreement clearly establishes who owns the equipment and who will be responsible for its maintenance, repairs, and insurance during the assignment period.
• Defines Rights and Permissions: It outlines the scope of usage and any restrictions on the equipment to avoid any misuse or unauthorized transfer.
• Protects Both Parties: The agreement protects the assignor by ensuring that they retain ownership rights and can specify conditions for the return of the equipment. It also safeguards the assignee by outlining the condition of the equipment at the time of assignment and protecting them against any claims arising from pre-existing damage.
• Clearly Specifies Assignment Duration: The agreement establishes a fixed duration for the assignment, ensuring that the assignee understands the period within which they can use and possess the equipment.
• Safeguards Against Liabilities: By including indemnification and hold harmless clauses, the agreement protects both parties from liabilities arising from third-party claims or damages related to the assigned equipment.

Download our Equipment Assignment Agreement Template

Visit BizzLibrary.com today to access our professionally-drafted Equipment Assignment Agreement template in PDF format. It provides a solid foundation for your equipment transfer process, ensuring clear communication and protection for all parties involved.

Download our template now, and customize it to meet your specific requirements. At BizzLibrary.com, we empower businesses by providing them with the necessary legal templates to simplify complex processes and protect their interests. Get your Equipment Assignment Agreement template now and ensure a smooth and secure equipment transfer!

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Equipment Assignment Agreement

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Employee Equipment Agreement Form

A form template to document the agreement between an employer and an employee regarding the provision and use of company equipment.

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About Employee Equipment Agreement Form Template

The Employee Equipment Agreement Form is an essential tool for businesses to establish clear guidelines and expectations regarding the provision and use of company equipment. This form allows employers to document the agreement between the company and the employee, ensuring that both parties are aware of their rights and responsibilities.

By using this template, employers can streamline the process of providing equipment to employees while mitigating any potential disputes or misunderstandings. It helps create a transparent and professional relationship between the employer and the employee, fostering accountability and trust.

Employee Equipment Agreement Form Questions

The questions included in this form template have been carefully selected to cover the key aspects of the employee equipment agreement. Let’s delve into the rationale behind each question:

Employee Name: This question ensures that the form is personalized and identifies the employee.

Employee ID: The employee ID helps in accurately identifying the employee and linking the agreement to their records.

Department: This question captures the department in which the employee belongs, providing additional context.

Description of Equipment Provided: Employees are required to provide a detailed description of the equipment they have received. This ensures clarity and prevents any confusion regarding the specific items provided.

I acknowledge that I have received the equipment mentioned above: This question requires a simple yes or no response, confirming whether the employee has received the specified equipment.

The equipment provided is in good working condition: This likert scale question assesses the employee’s perception of the equipment’s condition, allowing the employer to identify any potential issues.

I understand the proper use and care of the equipment: This likert scale question evaluates the employee’s understanding of the responsibilities associated with using and maintaining the equipment.

Additional Comments: This open-ended question provides an opportunity for employees to provide any additional comments or feedback related to the equipment or the agreement.

By customizing this template, employers can adapt the questions to their specific needs and industry requirements. It is important to tailor the questions to ensure they align with company policies and address any unique considerations.

Utilizing the Employee Equipment Agreement Form offers numerous benefits, including improved communication, reduced equipment misuse, and enhanced employee accountability. By establishing clear expectations and documenting the agreement, both employers and employees can focus on their respective roles and responsibilities, fostering a productive work environment.

Frequently asked questions

Can i customize the questions in the employee equipment agreement form.

Yes, you can customize the questions to suit the specific needs and policies of your organization. Simply edit the form template and modify the questions as required.

Is it necessary to include the employee's ID in the form?

Including the employee's ID helps in accurately identifying the employee and maintaining proper records. It ensures that the agreement is linked to the correct individual.

Can I add more sections or elements to the form?

Absolutely! You can add more sections or elements to the form to capture additional information or address specific requirements. Simply edit the template and include the desired elements.

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Employee Equipment Agreement Form Template

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The template you're accessing is a Form Template, but can be adapted for this use case with some slight adjustments.

As the backbone of a company, HR departments need to ensure that employees have the right tools while safeguarding the company's assets. ClickUp's Employee Equipment Agreement Form Template facilitates this by simplifying the process of documenting and establishing terms for equipment use.

With this template, HR teams can:

• Clearly outline equipment terms and conditions for employees
• Safeguard company assets by ensuring compliance with policies
• Securely store and access all equipment agreements in one place

Ensure seamless equipment management and compliance within your organization with ClickUp's versatile template today!

Employee Equipment Agreement Form Template Benefits

Here are the benefits of using the Employee Equipment Agreement Form Template:

• Safeguarding company assets by clearly outlining terms of equipment use
• Ensuring compliance with company policies and procedures regarding equipment usage
• Providing a documented record of equipment provided to each employee
• Streamlining the process of assigning and tracking company equipment for HR teams

Main Elements of Form Template For Employee Equipment Agreement

To streamline the process of managing employee equipment agreements, ClickUp’s Employee Equipment Agreement Form template offers:

• Custom Statuses: Track the progress of equipment agreements with statuses like In Progress, New Request, Denied, and Granted to easily manage requests and approvals
• Custom Fields: Capture essential details with fields like Purpose, Line Manager, Employee Email, User Role, and Department to ensure accurate documentation and easy access to employee information
• Custom Views: Access different perspectives with views such as User List, Request Status, New Requests, and New User Request Form to efficiently monitor requests, review statuses, and manage new equipment agreements
• Project Management: Enhance workflow efficiency with features like recurring tasks, Automations, and Calendar view to automate reminders, streamline processes, and visualize deadlines for equipment agreements.

How To Use This Employee Equipment Agreement Form Template

Crafting an Employee Equipment Agreement Form is crucial for ensuring that your team has the tools they need to succeed. By leveraging ClickUp's powerful features, you can streamline this process and set your employees up for success. Follow these steps to efficiently use the Employee Equipment Agreement Form Template:

1. Identify Required Equipment

Begin by listing all the equipment that your employees will need to effectively perform their roles. This may include laptops, monitors, smartphones, or any other tools specific to your organization.

Utilize Custom Fields in ClickUp to categorize and list the required equipment for each employee, ensuring no essential items are overlooked.

2. Define Terms and Conditions

Clearly outline the terms and conditions of equipment use, including responsibilities for care, maintenance, and return. Be sure to include any policies regarding loss, damage, or theft of equipment.

Use a Doc in ClickUp to draft detailed terms and conditions that employees must agree to when signing the equipment agreement.

3. Assign Equipment to Employees

Once the terms are defined, assign specific equipment to each employee based on their role and requirements. Ensure that both parties understand and agree to the assigned equipment list.

Utilize the Table view in ClickUp to create a visual representation of assigned equipment for each employee, making it easy to track and manage allocations.

4. Employee Acknowledgment and Signature

Require employees to acknowledge receipt of the assigned equipment and agree to the terms and conditions outlined in the agreement. Signatures from both the employee and a designated representative should be obtained.

Set up Automations in ClickUp to send reminders to employees for acknowledging and signing the equipment agreement, ensuring timely completion.

5. Regular Equipment Audits

Establish a schedule for conducting regular equipment audits to ensure that all assigned items are in good condition and accounted for. This helps prevent loss, misuse, or unauthorized sharing of equipment.

Utilize Workload view in ClickUp to assign and track equipment audit tasks, ensuring that audits are conducted consistently and efficiently.

By following these steps and leveraging ClickUp's features, you can effectively manage employee equipment agreements, promote accountability, and ensure that your team has the tools they need to excel in their roles.

Get Started with ClickUp’s Employee Equipment Agreement Form Template

HR departments can streamline the process of managing employee equipment agreements with the ClickUp Employee Equipment Agreement Form Template. This template helps ensure that all employees have the necessary equipment to perform their roles effectively while maintaining compliance with company policies.

To get started:

Add the Employee Equipment Agreement Form Template to your Workspace in ClickUp and specify the designated Space.

Invite relevant team members or guests to collaborate on equipment agreements.

Utilize the template's features to create a seamless process:

• Use custom fields like Purpose, Line Manager, Employee Email, User Role, and Department to capture essential information.
• Organize requests into four statuses: In Progress, New Request, Denied, Granted, to track progress.
• Utilize views like User List, Request Status, New Requests, New User Request Form, and Getting Started Guide for efficient management.
• Update statuses as requests move through the process to keep stakeholders informed.
• Monitor and analyze requests to ensure timely equipment provisioning and compliance.

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Agreement to Return and Care for Company Equipment

I acknowledge that while I am working for [Company Name], I will take proper care of all company equipment that I am entrusted with. I further understand that upon termination, I will return all [Company Name] property and that the property will be returned in proper working order. I understand I may be held financially responsible for lost or damaged property. This agreement includes, but is not limited to, laptops, cell phones and other equipment. I understand that failure to return equipment will be considered theft and may lead to criminal prosecution by Company. _____________________________ Employee Name (Please Print) _____________________________ Employee Signature

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How to Prioritize With the MoSCoW Method

Do you need help prioritizing tasks when managing a project? There’s an acronym for that! It’s called the MoSCow method and it’s a great technique to help with prioritization.

What Is the MoSCoW Method?

The MoSCoW method is a technique that helps organizations prioritize what should be done first in a project. It is done in four steps that follow the acronym MoSCoW, which stands for must have, should have, could have and will not have. It’s used by anyone who needs to prioritize their work and is especially useful in project management.

The MoSCoW method can help when project planning. ProjectManager is award-winning project management software that can take the results of your MoSCow method and organize them into a project plan. Our powerful Gantt charts organize tasks, link all four task dependencies to avoid delays and can set a baseline to capture the project plan and compare it to the actual progress to ensure you stay on schedule. Get started with ProjectManager today for free.

MoSCoW Prioritization Categories

Managing a project is often about managing what you will – and won’t! – get done in the given project timeline . When there are no priorities set, projects can quickly become free-for-alls, with the loudest voices in the room getting their work prioritized over others, often not for the benefit of the project or the organization.

But there’s a different approach. It’s called the MoSCoW method for defining and managing requirements and tasks in a project . Here is a list to clarify what those requirements are:

Must-Have Requirements (M)

Another way to refer to this is as the minimum usable subset (MUS) or what the project must deliver. In other words, the project must deliver these on the target date for the project to remain on track. No delay is acceptable. It is either going to take the project off track, it’s unsafe or even illegal not to have this done by the time given in the project’s business case .

A way to understand if you’re dealing with a MUS is by asking yourself, “What happens if this isn’t met?” If the answer is, “The project fails ,” then you have a MUS. Any workaround that can be devised to continue with the project and not jeopardize its success, means this isn’t a MUS.

Should-Have Requirements (S)

This type of requirement is almost as important as a MUS, but it’s not vital to the success of the project. In other words, the project doesn’t depend on this requirement. You might not want to leave it out, as it could have a great impact on the project, but in the end, it can be done without causing any irreparable harm. Again, leaving out this requirement means a lot of work⁠ (finding a solution, changing stakeholders’ expectations, maybe experiencing some inefficiency⁠), but the project can go on.

Could-Have Requirements (C)

The difference between a should-have requirement and a could-have requirement is simply by figuring out the degree of pain that would be caused by not meeting it. That is, how will it impact the business value of the project, how many people would be affected, etc. Therefore, a could-have requirement is something you’d like but is less important than a should-have requirement. There will be an impact if it’s left out of the project, but less than the impact of a should-have requirement.

What We Will Not Have This Time (W)

Here is where you can collect those requirements that are not feasible for a specific release. Maybe next time, but the project remains strong without them. This is a great way to avoid project scope creep . Once initiatives are placed in the not-have-time category, teams know that they’re not a priority for this go-around and can place them on the back burner and out of their mind. This allows them to focus more sharply on those requirements that are important to the project.

What Is the MoSCoW Method Used For?

The MoSCow method can be of use to anyone who has work and needs to prioritize that work to know what’s essential and what can be ignored. It’s mostly used in product development, software development and project management. In project management that helps determine which tasks, requirements, products and user stories (in agile projects) the team needs to prioritize.

How to Implement the MoSCoW Method in 3 Steps

The MoSCoW method is a valuable tool, but only if you know how to use it. Here are three steps that will help you use the MoSCoW method when prioritizing your project.

1. Gather Project Requirements

Start by identifying all project requirements . Just make a giant list and be as thorough as possible. You don’t want to leave out anything that might prove essential to the project.

2. Prioritize Project Requirements

Now go through that list and attach a letter to each, according to the MoSCoW method of M for must-have, S for should have, C could have and W for what you won’t have. This allows you to prioritize the work and know what can be put aside to focus on what’s important.

3. Track the Completion of Project Deliverables

Now that you’ve classified your requirements, you can carry out the work in a timely manner. Tracking that work ensures that you don’t miss any deadlines and that all high-priority requirements will be met.

Benefits of the MoSCoW Method

The clear benefit of using the MoSCoW method is that it provides a means to prioritize work and know what is essential to the project and what can be ignored if time and cost prevent one from completing every requirement. But there are more advantages of the MoSCoW method, some of which we list below.

Helps Ensure Stakeholder Satisfaction

Stakeholders have a vested interest in the project and the project should satisfy their expectations . The MoSCoW method helps manage stakeholders by getting them to all agree on the prioritization of requirements and, therefore, helps to resolve any conflicts that might arise over the execution of those requirements.

It’s Easy to Understand and Implement

Using the MoSCoW method identifies the priority of project requirements. This information can then be disseminated to the project team so it’s clear to everyone what must be done. Now the team understands what’s prioritized and can implement those requirements first.

Helps Teams Cut Unnecessary Costs

The MoSCoW method allows everyone on the project team to know what they have to get done first, which increases revenue by decreasing operational costs, improving productivity and increasing customer satisfaction.

Moscow Method Example

Leadership guru Susanne Madsen leads this training video on how to use the MoSCoW Method to prioritize your requirements in a project.

How ProjectManager Helps You Prioritize

ProjectManager is online project management software that can make sure your requirements are being met throughout the life cycle of the project. Because our software gives you real-time data, you’re able to meet your priorities.

Our real-time dashboard shows real-time data that is displayed over six different project metrics. These numbers are crunched and illustrated in colorful, easy-to-read graphs and charts that keep project managers keenly assessed on the progress of their priorities.

Workflow is also visualized with kanban boards that keep teams focused on their priorities. Online Gantt charts can link dependencies and teams can collaborate at the task level, adding comments, documents and images.

There’s so much more that ProjectManager offers. To get a full picture of what we can do to help you better manage your next project, try our free 30-day trial today.

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