6 tips for managing school supplies over the summer

Posted on July 3 2023

Reading time: 4 minutes

Managing school stocks is essential for all educational institutions. In summer, when schools are closed, it is important to take advantage of this period to optimize inventory management. Here are six practical tips to improve management.

Summer school inventory management

Improve school inventory management during the summer vacations

1. Carry out an inventory audit

The first step to improving school inventory management during the summer is to create a inventory audit. This involves checking the quantity and condition of all materials in stock :

  • Computer equipment
  • Audiovisual equipment
  • School supplies, textbooks
  • Sports equipment
  • Any other school material requiring follow-up…

This helps identify errors, discrepancies or missing items, and optimizes storage space.

2. Store in a safe place

Make sure inventory is stored securely. This means that equipment should not be accessible to just anyone, and ideally should be stored in a locked area, safe from theft or damage.

Damp or poorly stored areas can cause irreparable damage, resulting in financial loss, as well as loss of productivity. Having available and functional equipment is essential to the smooth running of the school year.

3. Analyze school inventory movements

The summer period is a good time to take stock of the various equipment movements. Ask yourself the following questions:

  1. Who has access to the stock?
  2. Who needs equipment?
  3. How much is needed to meet expectations?
  4. Do I have enough stock?
  5. Are there any deadlines for orders?
  6. How do you get the right equipment to the right people?

Year-round inventory tracking enables you to keep an eye on inventory levels, and ensure that there are no discrepancies between physical stock and inventory records. It can also help you detect irregularities early, resolve problems proactively and maintain inventory accuracy.

The use of an automated school materials inventory management system can greatly facilitate this task. These systems enable real-time tracking, providing up-to-date information on equipment location, quantity and condition. This means that even if you’re not physically present in the school, you can still get an accurate overview of the inventory.

Finally, it enables you to respond quickly to previous questions, by analyzing the past, to better anticipate future requests.

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4. Eliminate obsolete and unnecessary school stock

A crucial aspect of effective school equipment inventory management is the proactive elimination of old, obsolete and unnecessary stock. This inventory “clean-up” process helps free up valuable storage space, which can be better utilized for new equipment and needed supplies.

During the summer vacations, take the time to sort through the inventory, identifying items that have outlived their useful life or are damaged so you can plan their recycling. This way, you start the new school year with an inventory that’s more organized, efficient and adapted to your school’s current needs.

5. Perform periodic reviews for optimal inventory management

School inventory management is not a one-off task that can be ticked off and forgotten. It’s a perpetual activity that requires regular attention and review to ensure maximum accuracy and efficiency.

These periodic revisions are fundamental for several reasons. Firstly, they guarantee the accuracy of the inventory. Errors can creep in when recording material / inventory or their movements.

Secondly, these periodic reviews enable you to assess the condition of the school equipment in stock. In this way, you can identify and study inventory trends by tracking changes in stock levels over time, in order to detect which materials/stocks are regularly in demand, or conversely those that are less used.

Last but not least, you can also detect important anomalies such as out-of-stock situations or overstocking. This data will enable you to optimize future orders, reduce costs with higher-volume orders, and at the same time improve your inventory management.

6. Use school equipment inventory management software

The use of school supplies inventory management software can bring real added value and facilitate your inventory management process. These solutions, like Hector, provide centralized access to inventory information, simplify tracking via technologies like barcodes, and improve planning through data analysis.

What’s more, they promote better coordination between different departments within the school, helping to prevent problems with availability, material utilization, under-stocking (or over-stocking), but also freeing up time to concentrate on other important tasks.

Optimize your school inventory management process now

In short, effective school inventory management during the summer is essential to ensure the continuity and efficiency of school operations throughout the year. In this respect, Hector, the school inventory management software, is an essential ally.

This innovative tool streamlines inventory management processes, delivering unprecedented accuracy and efficiency. By integrating Hector into your materials management strategy, you’ll be ready for an organized, efficient and hassle-free back-to-school experience.

Try Hector now !