The last weeks of school are busy, and it is tempting to box everything up and deal with it in August. But the end of the year is the best time to take stock. You know exactly what you used, what ran out and what never left the shelf, and that knowledge fades over the summer. A few hours of inventory now makes next year’s ordering faster, cheaper and more accurate.
Why Inventory Now Instead of in August
In June, you remember which units went through supplies fastest, which tools broke and which purchases did not earn their place. By August, those details blur, and it is easy to reorder the same things in the same amounts. Doing the inventory before you leave also lets you use any remaining budget wisely and gives you time to place orders before the back-to-school rush, when delivery times stretch.
Step One: Sort Everything Into Categories
Start by pulling supplies off shelves and out of bins, one area at a time. Sort them into clear groups:
- Keep and store: items in good condition that you will use again.
- Refill or repair: caddies missing pieces, tools that need a new blade or battery, and furniture that needs tightening.
- Donate or share: items you no longer need that a colleague might use.
- Recycle or discard: dried markers, broken crayons, worn-out folders and anything past repair.
Work quickly. The goal is a clear picture, not a perfect count of every paper clip.
Step Two: Count What Matters
You do not need to count everything. Focus on the consumables that drive most of your spending: pencils, erasers, glue sticks, markers, crayons, dry-erase markers, notebooks, construction paper and laminating pouches. Count what is left, then compare it to what you started with in the fall if you have that number.
A simple table with five columns makes this easy:
- Item name
- Quantity at the start of the year, if known
- Quantity left now
- Quantity used
- Whether you ran out, and when
The “when” column matters most. If glue sticks ran out in February, you either need more than you bought or a better system for keeping them capped.
Step Three: Check Durable Equipment
Walk through your durable items: pencil sharpeners, laminators, paper trimmers, document cameras, sound systems, furniture and storage. Note anything that is broken, wobbly, missing parts or nearing the end of its life. Test electronics before you pack them away so you are not surprised in August.
Clean equipment before storing it. Empty pencil sharpener shavings drawers, run a cleaning sheet through the laminator, wipe down tables and cushions, and lock paper trimmer blades. Coil cords and label each one with the device it belongs to.
Step Four: Build Next Year’s Restock List
Use your counts to build a restock list with three parts:
- Must reorder: consumables you ran out of or are nearly out of.
- Replace: durable items that are broken or worn.
- Consider adding: new items that would have helped this year, based on what you noticed.
Estimate quantities from what you actually used this year, adjusted for any change in class size or grade level. If you ran out of something, increase the amount; if you have a large surplus, skip it or order less.
Share your list with grade-level colleagues. Combining orders for common items can lower costs, and a colleague may have extras of exactly what you need.
Step Five: Store Supplies So They Survive the Summer
How you store supplies over the summer affects what you find in August. Keep markers and glue sticks capped and stored flat or tip-down in a cool place. Store paper flat so it does not curl. Label every bin clearly on at least two sides with the contents and the date you packed it.
If your room will be cleaned or used over the summer, cover shelves or move bins into a cabinet. Take home or lock away anything personal or valuable.
Step Six: Place Orders at the Right Time
If you have remaining budget, check whether it must be spent before the fiscal year ends. Some schools allow orders in late spring for delivery over the summer; others require you to wait until the new budget opens. Either way, ordering early helps you avoid the late-summer rush. Larger items like furniture and carts may ship by freight and take longer, so check delivery times on our shipping page before you plan around a date.
Close the Year With a Clear Plan
A good inventory turns the last days of school into a head start on the next year. Sort, count the consumables that matter, check your equipment, build a restock list from real usage and store everything carefully. When you walk back into your room in August, you will know exactly what you have, what is coming and what is still needed.