Why companies are treading water when it comes to handovers – and what it costs
“The package has been delivered. Somewhere. At some point. Somehow.”
If this sentence is not meant ironically in your company, you have a problem.
The silent inefficiency of everyday office life
Many companies are now focusing on modern workplace concepts, investing in collaboration tools, agile meeting formats and digital workflows. However, there is one area where things are often still at a standstill – or at best improvised: the physical handover process.
Whether IT equipment, internal mail, keys, contracts or confidential documents:
The last mile within the company is often a black box.
And as long as nothing gets lost, it’s not noticeable. Right?
“We do it manually – it works.”
We know these statements from countless conversations with companies:
- “Our mailroom knows who gets what.”
- “We have a list in Excel – that’s enough.”
- “The colleague at reception has that in mind.”
- “We don’t need a high-tech solution – we talk to each other.”
Sound familiar?
Then you belong to the majority.
But what initially seems pragmatic turns out on closer inspection to be a source of:
- Loss of time
- Uncertainty
- Frustration
- and last but not least: costs
Typical problems – and what they really mean
“Nobody knows who got what.”
A parcel arrives, is passed on, lands on a desk, is taken away.
But who actually received it? When? And was it complete?
Consequences: Disputes, lost objects, misunderstandings – or in the worst case: data protection breaches
Examples:
“The post office can barely keep up.”
Keeping a receipt book, sending e-mails, printing handover reports, having them signed, scanning, filing…
All this for a single parcel?
“It was just lying there.”
Confidential contracts, devices with sensitive data or keys are left open at reception or on desks.
“Mrs. Müller is on vacation.”
Parcels or devices are left lying around because the people responsible are not available. Substitution rules? Not a chance.
“We don’t have smart lockers – the issue doesn’t affect us.”
A widespread misconception. Track & Trace has nothing to do with lockers per se – but with the way companies organize, document and automate physical handovers.
Track & Trace is more than just a tracking link
In logistics and e-commerce, “Track & Trace” has long been standard.
In the corporate context, however, there is often no systematic solution for internal handovers – especially for:
- the transfer of equipment
- the delivery of documents
- the internal house mail
- the key management
- the handover to changing employees or service providers
Yet this is precisely the area where high values, sensitive information and time-criticality come together.
Why Track & Trace is underestimated –
5 typical errors in thinking
Mindset
“We don’t need that.”
What’s behind it
As long as nothing happens, it is not noticeable.
Mindset
“That’s only for large companies.”
What’s behind it
Wrong – even small teams lose time every day due to invisible handovers.
Mindset
“It’s expensive and complicated.”
What’s behind it
Modern solutions can be introduced in just a few days – even without hardware.
Mindset
“We have Outlook/Excel/ticket systems.”
What’s behind it
But no secure, auditable handover documentation.
Mindset
“Locker = Track & Trace”
What’s behind it
Mistake: Track & Trace starts with the process, not with the piece of furniture.
What modern track & trace solutions need to achieve
A modern solution for handover documentation must be able to do more than just “sign through slips of paper” or “file a package”.
It must enable:
- Recording of object, sender, recipient, time
- Digital acknowledgement (PIN, scan, app, signature)
- Notification systems (incl. escalation in the event of non-collection)
- Substitute regulations and role control
- Search and filter functions for all transfers
- GDPR and ISO-compliant logging
- without media discontinuity
- without complex training
- without expensive hardware investments
NetLocker – Track & Trace, even without Locker
The NetLocker platform was developed precisely for this challenge.
Originally known as locker software for hybrid work environments, NetLocker can now also be used completely without locker hardware.
Because the core of NetLocker is not the locker.
It’s the process.
With NetLocker, handovers:
- in the mailroom,
- at the IT counter,
- at the reception
- or directly between employees
easily recorded, documented and tracked digitally.
Typical application scenarios – without Smart Locker
IT
Laptop handover with digital acknowledgement via app
Reception
Parcel acceptance and forwarding to employees incl. notification
Facility Management
Handover of keys or tools with traceability
HR / Onboarding
Issue of starter packs to new employees incl. process protocol
Central services
Internal house mail with handover documentation & substitute regulation
