Service excellence in action: Building a better approach to technical equipment management

23 Mar 2026

The Humanities Technical Operations team created a unified single system to support all technical areas, improving consistency, streamlining processes and ensuring better use of resources and an improved user experience across the Faculty as a result. John Moore, Head of Technical Operations, explains more.

Situation

Following the technical review of Humanities, it became clear that there was no fully coordinated approach to procuring, storing and loaning equipment across the four Schools. In response, we looked at existing practices and explored options for a single system that could support all technical areas and the wider Faculty.

This work led to the development of a more unified single system, centred around a dedicated hub where colleagues, students and other users can borrow and return equipment. By moving to a shared system and central facility, we have improved consistency, streamlining processes and ensuring better use of resources across the Faculty.

Action

We launched the Central Humanities Equipment Facility (CHEF) located in the basement of Humanities Bridgeford Street. This dedicated space serves as a central hub for borrowing and returning mobile assets used across teaching, research and a variety of Humanities activities. It is designed to support both on-campus and field-based work, storing a wide range of equipment, including digital and multimedia equipment, photography, specialist surveying, coring, and geotechnical instruments.

These resources also support seminars, interviews and events, offering a single location for colleagues and students to access high-quality equipment when they need it. The technical team can also offer training on the use of borrowed equipment.

A key part of this development is the introduction of MyTurn, a new mobile asset management and lending system adopted across all technical teams in the Faculty. With nearly 2,000 items already logged, MyTurn enables users to browse available equipment online, make advance bookings and track assets efficiently.

The system automatically monitors loans, sends reminders for overdue items and provides detailed usage data to help reduce equipment losses and administrative workload. By offering a consistent and flexible process, it enhances the user experience while supporting better utilisation and sharing of equipment across the Faculty.

The new store is staffed regularly to support checkouts and returns, ensuring smooth operation and reliable access to essential resources. The Humanities Bridgeford Street building is fully wheelchair accessible, equipped with a lift and three main staircases, and the technical team has installed a hearing loop to further enhance accessibility.

Result

Through the combination of a centralised facility and the MyTurn system, we have created a more efficient, user‑friendly and sustainable approach to managing shared equipment, in turn reducing duplication, increasing usage and providing long‑term value for colleagues and students alike.

The central facility offers a single, convenient location where colleagues, students and other stakeholders can borrow and return equipment essential to their day‑to‑day activities.

The MyTurn mobile asset management system has delivered a range of significant benefits, including:

• Reduced equipment losses: comprehensive loan records and automated overdue reminders help ensure items are returned promptly and remain accounted for.
• Greater consistency and flexibility: a unified process for managing equipment loans increases consistency across the Faculty Technical Operations team while enabling more colleagues to support the lending process.
• As users to access manuals and training materials.
• Improved user experience: a single, user-friendly system with search tools and built-in documentation offers a more reliable and intuitive experience.
• Lower email workload: users can independently search for equipment, check availability and make reservations, reducing the need for time-consuming email exchanges.
• Higher equipment utilisation: better visibility of available assets leads to increased use of existing equipment and improved value.
• Less duplication and more collaboration: a centralised inventory helps prevent unnecessary purchases and encourages greater sharing of resources.

The equipment store has been fully operational since the start of the new year and work is ongoing to upload additional items into the MyTurn mobile asset system. We are continuing to refine the platform, making improvements to ensure the system runs smoothly and supports users effectively.

The response so far has been overwhelmingly positive. Feedback from colleagues, students and other stakeholders has been excellent and is helping to guide the next stages of development as we expand and enhance the service.

Want to find out more?

Email John Moore for further information about the Humanities Technical Operations team’s joined-up approach to equipment.

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