Guide to Labeling Outdoor Equipment

Labeling outdoor equipment goes beyond a practical necessity.

It’s an asset management game-changer, helping you track down a piece of equipment or keep it safe from thieves.

Whether you’re tagging power tools, scaffolding, or propane tanks, the right label should be able to withstand weather, resist wear, and ensure easy tracking.

This guide is here to give you an overview of your options, simplifying the process of choosing the right label type to ensure long-lasting results.

By the end of this article, you’ll not only understand why you should protect your equipment using labels but also how to do it right.

So let’s get into it!

Why You Should Label Your Outdoor Equipment

Labeling your outdoor equipment prevents loss, counters theft, and boosts efficiency.

But what exactly counts as outdoor equipment?

Well, it typically includes smaller tools, accessories, or structures that are used on-site, such as:

• hand and power tools,
• wheelbarrows,
• scaffolding,
• generators, and
• safety gear.

These tools are distinct from machinery based on their size and portability, as well as use in smaller-scale, often manual tasks.

Outdoor equipment also has a lower price tag attached to it, which is why it’s easier to see it as less of a security or tagging priority.

Compared to heavy machinery, having smaller pieces of equipment stolen likely won’t have such an immediate financial and operational impact.

The big losses also get the most media attention, making it easier to believe thieves won’t go for your outdoor equipment.

However, this couldn’t be further from the truth.

According to BauWatch’s 2024 report, most construction crime is carried out by opportunists who see an opening, grab what they can, and leave as quickly as possible.

In contrast, only 15% of incidents are linked to organized crime.

Outdoor equipment is a prime target for thieves because it’s easier to access and carry than machinery, and it can still fetch a handsome price.

The verdict is clear:

Construction businesses need a comprehensive asset tagging system, and asset labels are a big part of mitigating theft and loss risks.

Labels send a clear message to the would-be thieves that their theft won’t go unnoticed and that law enforcement will be onto them very quickly.

Plus, labels are a proven theft deterrent.

How so?

Because higher-quality options are either impossible to remove or leave markings, which lowers the stolen equipment’s resale value.

Of course, the labels offer additional benefits outside heightened security and easier recovery.

Many businesses struggle to keep track of their outdoor equipment or even differentiate it when they own multiple tools of the same make.

This increases the risk of lost or misplaced tools and inadequate maintenance, creating lingering inefficiency concerns.

And sometimes, you can be aware of these problems without knowing why they happen or how often.

Scott Jennings, former construction company owner turned consultant, explains that asset tracking systems dispel all these doubts.

However, these systems and their key components do much more than that—they let you act.

Labels ensure accurate, real-time tracking and simplify access to critical information for every single asset.

This, in turn, streamlines maintenance and operational workflows.

For example, a quick scan of the label lets you pinpoint an asset’s exact location, access its maintenance records, and tell you who’s been using it.

Isn’t that so easy?

The only possible conclusion to draw from all this is that labels are indispensable for construction companies today.

Nevertheless, using them requires forethought and an excellent understanding of different options, which is exactly what we’ll be zooming in on next.

Types of Labels to Consider

Asset tags come in many shapes and sizes.

This leaves businesses to wonder which type of labels they should think about and what would be the ultimate pick long-term.

In the following sections, we’ll take a closer look at some of the options worth considering—barcode and QR code labels, as well as RFID tags.

Barcode Labels

Barcode labels are instantly recognizable, cost-effective solutions for scanning and managing inventory, making them a practical choice for outdoor equipment tracking.

Barcodes are made up of a series of black and white lines that store basic information, such as location and inventory number.

There are different types of barcode labels, and both the barcoding and scanning process are very straightforward and cost-effective.

With solutions like GoCodes, you can tailor your barcode tracking systems to field use by:

• leveraging our cloud-based software
• ordering durable, weather-resistant labels, and
• using an in-app scanner, compatible with smartphones and tablets.

All of this streamlines asset management by allowing you to drop scanners and even use your existing barcode labels and ID numbers.

Construction companies that opt for barcode tracking can easily track equipment that’s frequently transported between job sites.

However, keep in mind that the amount of data you can store and access is fairly limited, especially when you compare barcode and QR code tracking.

Simply put, barcodes are a tried-and-true solution for outdoor equipment, but if you need access to more advanced tracking abilities, you should look into alternatives.

QR Code Labels

QR codes are the go-to option for accessing any sort of information stored online, but they’re also the staple of cutting-edge asset tracking software.

It’s no surprise, then, that QR code trackers are the most popular GoCodes label options.

They’re easy to generate and scan with any device, and their flexible size can seamlessly fit a wide range of construction equipment used both indoors and outdoors.

And don’t be fooled by the code’s size—even the smallest QR codes can hold a lot more data than barcode labels.

Besides the asset’s name, serial number, ID, and location, you can include and quickly update:

• Maintenance history
• Life cycle estimates
• Purchase date and value
• Insurance, warranties, and manuals
• Full custodial trail

Getting started with QR codes is easy, although there is more of a learning curve compared to barcodes.

What makes them highly suitable for outdoor equipment is the fact that you can choose between a wide variety of rugged materials to create high-quality labels.

This will ensure that labels stay on no matter the harsh conditions outside.

Plus, the GoCodes QR codes allow you to assign service tasks, and they support geospatial asset tracking.

And if you’re using a GPS-enabled device to scan QR codes at regular intervals you can get near real-time visibility into your tagged assets even without robust GPS trackers.

The only potential obstacle here is an inconsistent internet connection or lack of offline mode.

In most cases, however, you can say goodbye to chasing your equipment across multiple jobsites!

To sum up, QR codes provide superior data storage abilities and ease of use that will streamline any construction company’s outdoor asset tracking.

RFID Tags

RFID tags are another valuable alternative for labeling outdoor equipment.  

Introducing and integrating RFID or Radio Frequency Identification technology with your existing systems takes effort and resources due to the hardware and infrastructure that it requires, but the benefits are worth it.

Namely, RFID readers have a superior range compared to all asset trackers—except for BLE beacons—enabling you to scan multiple tags simultaneously, even when they’re out of line of sight.

This speeds up asset check-ins, check-outs, and audits significantly, and is particularly useful when managing a large inventory of tools, machinery, or parts stored outdoors.

Real-time tracking is another advantage.

Namely, active RFID tags can provide real-time location data for all outdoor equipment, including high-value machinery that frequently moves between job sites.

Still, there is a reason why these tags are frequently applied to warehouse navigation, rather than deployed across larger job sites.

Environmental factors, as well as the presence of water sources and large metal structures, can seriously impact the accuracy of readings.

There are ways to avoid these interferences, enabling RFID technology to work well on or within metal surfaces, but this carries additional costs.

There is a case to be made for both QR code and RFID asset management systems, as both have their advantages and shortcomings.

Ultimately, the choice will depend on your unique needs, budget, and other considerations.

Material Considerations for Durable Labels

When choosing labels for your outdoor equipment, you also need to figure in material considerations.

As we’ve already established, asset labels will deliver a high ROI to any construction business, but this is only true if you’ve made an optimal choice of label materials.

Before you set out to order custom labels, there are three key things you need to keep in mind, as outlined below.

Heat, cold, UV light, moisture—given the equipment’s outdoor use, your asset tags are bound to experience different, often extreme weather conditions.

For example, when it comes to water and fading resistance, labels made of synthetic materials such as polyester perform reasonably well.

However, longer exposure to higher temperatures is sure to affect the adhesive and cause them to deteriorate at a quicker rate.

Extra lamination or a specific type of protective coating can increase their durability, but it’s still not advisable to keep these labels out in the open for a prolonged time.

The same goes for more durable, impact-resistant polycarbonate labels.

The labels made from this material are resistant to moisture, corrosive chemicals, abrasion, heat, and flames.

Since they balance cost, durability, and resistance to environmental factors, they’re considered an excellent choice when your equipment won’t stay outside for longer.

In the end, metal is your safest bet when it comes to fully resisting outdoor conditions.

And if you’re not sure how much of a difference it can make, here’s how metal tags compare to polycarbonate at a glance:

Material	Metal	Polycarbonate Plastic
Durability	Extremely high despite weather conditions	Moderate, with risk of UV degradation, cracking, or peeling
Lifespan	Up to several decades, with minimal maintenance	Usually five years, but less so in harsh outdoor environments
Security	Can be fully tamper-resistant	Easy to remove or damage
Attachment Options	Adhesive, industrial epoxy, welding	Adhesive
Cost	Higher initial investment, but a longer lifespan	Low initial cost, but shorter lifespan in outdoor use

Although polycarbonate labels can be used in light outdoor environments, it’s clear that metal is the superior option for outdoor equipment and heavy-duty tools.

Still, there are some notable differences between anodized metal foil labels and solid metal tags.

The information on the anodized aluminum tag is acid-etched into the metal surface in a way that resists solvents, chemicals, abrasions, and corrosion.

These tags are both durable and very flexible, making them suitable for various shapes and sizes of equipment.

Nevertheless, they are relatively easy to remove and offer limited theft protection.

On the other hand, solid metal tag labels can last for decades, and keep your asset safe from thieves.

These labels are very hard to remove or damage, and the engraving will stay readable for the longest time.

Nevertheless, their permanence makes them a less-than-ideal choice for those who need to frequently update their labels.

In conclusion, the label’s performance will greatly depend on the initial choice of material, so be sure to give it a proper thought!

Best Practices for Label Placement

Finally, once you’ve settled on your choice of label type and material, and ordered your labels, you need to make sure you apply them successfully.

Aiming for longevity and overall effectiveness means you’ll need to pay attention to a couple of things.

For starters, the area where you’ll be affixing your label or tag needs to be clean, dry, and smooth.

Although this seems like a common sense practice, its importance cannot be overstated.

After all, neglecting equipment’s surface can cause label failure way ahead of time.

Thorough preparation also means the removal of any rust, grease, or loose paint to ensure full durability.

However, it’s not enough to pay attention to the surface of the equipment, especially so if you’re using labels with adhesive backing.

Namely, the adhesive side of the label needs to remain clean, too, because even a light touch can drastically reduce its effectiveness.

Next up, labels need to be placed intuitively to allow easy access and speedy check-in and check-out.

At the same time, this visibility needs to be balanced with other considerations like weather exposure and equipment functionality.

For instance, leaf blowers are designed to function outdoors and are often exposed to weather, dirt, and other elements.

Placing the label near the blower’s base is a decidedly bad choice due to decreased visibility and exposure to debris.

Choosing a spot on top of the device could be justified due to audits and similar processes, but this would automatically mean more exposure to water and ice.

As such, the front mid-section is the next best alternative, as shown below.

As a bonus, this area is flat, which minimizes the chances of abrasions or frequent rubbing against other materials.

Finally, it should also be noted that in this case, the label shouldn’t be positioned on or immediately next to the vents because the high airflow in these areas could jeopardize adhesion.

There are rules to labeling your outdoor equipment, but if you follow them consistently, you’ll maximize the labels’ benefits and prevent any wear and tear ahead of time.

Conclusion

Finding the best possible tracking and labeling solution for your equipment is never easy.  

There are many types of tags you can choose from, but the key is to take the time to understand your needs.

Once you do, you’ll be in a better position to consider all options.

Of course, a user-friendly system offering different tagging options makes the whole process that much faster and easier.

So, keep the best practices and main benefits in mind.

And if you get stuck along the way, be sure to return to this guide or reach out to us—we’ll be there to assist you every step of the way!