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TV2 operations supported by Trail

Trail was introduced at TV2 to manage the production technology and camera equipment. The goal was to efficiently oversee the entire life cycle of assets, from acquisition to disposal.

“We were in need of a tool to support us in managing production technology assets more efficiently,” says Jon Eirik Olsen, production manager, TV2 Oslo.

Efficient equipment management

One of the reasons for implementing Trail at TV2 was to increase efficiency in equipment management. Trail was seen as means to reduce manual administration and improve control over the condition and usage of assets. An additional expected outcome was the reduction in the risk of asset misuse.

“Even though lost or stolen items was not a significant problem, Trail was introduced also to reduce that risk going forward,” comments Olsen.

Documentation and planning support

TV2 recognized the importance of storing equipment documentation and manuals in Trail for future reference. Trail also offered a flexible planning tool for systematic maintenance and repairs. Equipment usage reports were seen as essential for evaluating TV2’s future investment needs.

Self-service storage capability

One of the more important features Trail provided to TV2 was its self-service storage capability. This feature was designed to allow photographers to take responsibility for booking, collecting, and returning camera equipment themselves. For this self-service functionality to succeed, a simple user interface was required for both mobile and browser users.

“We wanted our staff to operate the equipment independently, and Trail provided us with the right tools. Our photojournalists are in and out of the office all day, so we introduced the Trail mobile app as their primary tool for self-service operations. They can now organise their camera equipment needs for their next assignment from anywhere, and they have an easy workflow for reporting damages or maintenance needs using the Trail QR code,” says Olsen.

Implementation

Trail and TV2 collaborated on a six-month implementation project to ensure TV2 could develop and roll out internal processes for better asset management alongside the system's deployment. During this time, the Trail team further refined the Trail Asset Management system to meet TV2’s specific needs.

“The implementation was a joint effort and included several training sessions, resulting in a lot of learning—not just about the system, but also about our processes,” states Olsen.

Achieved benefits:

• Improved transparency to all equipment information

• Self-service enabled for equipment bookings

• Improved control over equipment usage

• Ability to collect and return equipment through the mobile interface

• Reduced number of lost items

• Time saved in managing equipment more efficiently

• More control over equipment maintenance

• Improved visibility to equipment in personal use

Rescue services supported by Trail

Rescue services for Central Finland use Trail to manage their rescue equipment. Trail provides a reliable system to log maintenance activities and ensure the usability of critical equipment and vehicles used in rescue missions.

Trail supports the management of rescue service equipment by providing reliable and timely information, which is crucial for supporting rescue operations. In rescue services, the most important factor is ensuring that all equipment dispatched on missions is properly maintained and available.

Defect reports are used in the field whenever equipment fails during a mission. These reports utilise equipment information such as location, purchase price, maintenance history, user and maintenance manuals, and remaining lifetime, all of which are included in the defect report.

Trail enables the systematic management of preventive maintenance activities for rescue services. The equipment used in rescue missions must be maintained frequently and cannot fail during use. Maintenance notifications play a critical role in ensuring the serviceability of all rescue equipment. Trail also facilitates smooth information flow and data visibility for everyone who needs it.

Achieved benefits:

• Equipment continuously in good serviceable condition

• Ensured user safety in all operations

• Full transparency into equipment status

• Increased efficiency in equipment-related operations

• Mobile access to information in the field

• Improved usability of the equipment management system

Sustainable equipment management in Göteborgs Operan

”The benefits of equipment sharing are so obvious for the environment and for the economy. Now, the users have the possibility to borrow, rent, and share equipment that they can’t afford or do not have by themselves.” Håkan Jönsson, Facility Manager and Member of the Board, Göteborgs Operan

Håkan Jönsson, the Facility Manager at Göteborgs Operan, plays a crucial role in ensuring the smooth operation of this renowned Swedish opera house. His responsibilities include overseeing maintenance and services, logistics, and warehousing, as well as managing the complex stage machinery. In his role, he leads a team of around 30 professionals, from electronic engineers to cleaners.

The biggest challenge was the lack of control over the equipment

Before implementing Trail as their equipment management solution, Göteborgs Operan faced numerous challenges in managing their equipment. Håkan's team struggled with locating equipment, determining its usability, monitoring status, and tracking quantities. These challenges not only hampered operational efficiency but also made it difficult to deliver seamless services to their audience.

Trail Equipment Management provided an effective solution to these challenges. The decision to adopt Trail was strongly influenced by positive feedback from the Finnish National Opera and Ballet, which had already experienced significant benefits from the platform.

At Göteborgs Operan, Trail is central to their equipment management strategy. It helps maintain order across a vast inventory, simplifying the process of ordering and placing equipment both on-site and in storage. Additionally, Trail enables efficient equipment sharing among multiple theaters, including Göteborgs Operan, Göteborgs Stadsteater, and Folkteatern Göteborg. This collaboration not only streamlines logistics but also promotes sustainability and cost-effectiveness.

Sharing equipment boosts both the environment and the economy

The Trail Sharing functionality is highly valuable to Håkan and his team. They believe that equipment sharing offers numerous benefits, not only for their organisation but also for the environment, local economy, and broader community. By sharing resources, theaters can reduce their carbon footprint and ease the financial burden of purchasing expensive equipment. It also democratises access to high-quality equipment, ensuring that even smaller theaters and groups have the tools they need to deliver exceptional performances.

In addition to the tangible benefits of Trail's equipment management capabilities, Håkan highlights the exceptional customer-supplier relationship they've built with the Trail team. They have found Trail to be receptive to their ideas and responsive to their needs, making the system’s implementation and ongoing improvements a collaborative and rewarding experience.

In summary, Trail Equipment Management has elevated equipment management at Göteborgs Operan, providing a streamlined solution that enhances efficiency, promotes equipment sharing, and supports sustainability. With Trail, Håkan and his team can focus on what truly matters — delivering outstanding performances while ensuring that equipment is in the right place when needed.

Achieved benefits:

• Ability to maintain order and control over a vast array of items

• Simplified process of ordering and placing equipment in the correct locations on-site or in storage

• Improved logistics between venues

• Facilitate efficient sharing of equipment among partners

Martela & Trail Systems: Partnership of two Finnish companies with responsible values

Martela is a Finnish family business founded in 1945. Martela designs and manufactures user-driven workplaces and learning environments. Martela’s design and specialist services cover the entire lifecycle of a workplace.

Trail Systems supports the management of acquired equipment through a cloud-based asset management service. The data in Trail system is built on identifier labels attached to the equipment. Through labels, Trail digitalizes all fixed assets and centralizes all asset information throughout the lifecycle.

Martela and Trail Systems signed a partnership in 2018 to respond to the demand of equipment management services from the equipment supplier. Work is going through a transformation and so are working environments, and with that, the importance of equipment management is rising. Both Martela and Trail Systems are highly user-oriented and customer-centric service providers. Sustainability is also a common factor for both parties in this partnership.

Sustainable and cost-effective asset management

Together as partners, Trail and Martela, offer customers comprehensive equipment management service for work environments. Customers gain the ability to utilize equipment data in planning and decision-making. Most importantly customers gain the ability to make sustainable equipment investments based on proven need, and with that also the ability to control costs. A sustainable asset management culture can be built only when data-based decisions can be made regarding combinations of new and reused equipment.

Working well together

The partnership between Martela and Trail Systems is based on mutual appreciation, open communication, and added value for the end customer. There is a solid base to build the partnership on.

Effective solution for tracking equipment reservations

Pop & Jazz Conservatory is one of the most revered music schools specialising in rhythm music in Europe.

In many conservatories and music schools, students and staff frequently use the institution's equipment. The Pop & Jazz Conservatoire in Finland is no exception. They offer music education to people of all ages, and students frequently borrow a significant amount of equipment.

For Ossi Pelttari at the Pop & Jazz Conservatoire, managing equipment reservations had become a burden. “It was difficult to keep track of who was using what and whether everything had been returned,” Pelttari explains. Paper lists and Excel sheets did not provide adequate control, and equipment loss was a significant problem.

“We knew that our partner school, Metropolia University of Applied Sciences, was using the Trail equipment management system for their equipment and reservations, and they were very satisfied with it. So, we decided to explore Trail as well,” Pelttari continues. “We have labeled our equipment with Trail asset tags and now have an effective system for managing it.”

“Trail allows us to easily make reservations and scan equipment out on those reservations, giving us better control over our assets,” states Pelttari. “Now that we use Trail, we have a clearer understanding of which equipment people currently have. Equipment loss has decreased, and we spend less time searching for equipment and reservation information. Of course, the system’s benefits depend on how actively people use it,” Pelttari continues. “Trail also provides the Pop & Jazz Conservatoire with better control over equipment maintenance. People now have an easy way to report defects,” Pelttari adds. “And we finally have a clear view of what we actually have and where everything is.”

Achieved benefits:

• An improved process for equipment reservations

• Decreased equipment loss

• An intuitive system and efficiency with having all information available in Trail

• A comprehensive view of all equipment and its lifecycle

• An easy method for reporting defects allows faster repair times