Equipment Back-to-School Checklist

The start of a new academic year brings excitement and challenges for school asset managers. Managing and tracking school assets is crucial, from AV equipment to lab supplies. With back-to-school season here, now’s the perfect time to organize your inventory and ensure everything is in top shape. In this guide, we’ll cover key asset management strategies for schools, including how to track, update, and optimize your inventory. Get ready to kick off a seamless and productive academic year!

Step 1: Evaluate Equipment Needs and Update Your Asset List

Every academic year brings new needs. Identify essential equipment that will meet your school’s unique demands, from advanced AV setups in lecture halls to specialized lab gear. Start with a comprehensive inventory of your high-value assets to ensure all essential items are accounted for. Clear out outdated equipment to make space for what’s new and relevant. Decluttering will simplify your inventory management and reduce storage and maintenance costs.

Step 2: Update Equipment and Student Assignment Records

As the new school year starts, keeping both equipment and student assignment records accurate is essential. Automated inventory management software can simplify this process by enabling quick updates and reducing the chances of error. Digital records enhance accountability, facilitate inspections or audits, and support a reliable asset management system.

Step 3: Label Equipment for Quick and Easy Asset Tracking

Labeling equipment is one of the easiest ways to keep track of inventory. Durable labels for AV and lab equipment prevent losses and support quick identification. When paired with inventory management software, labeled assets can be scanned with a smartphone, making tracking easy and efficient. Efficient labeling saves time during checkouts and enables smooth transfers between departments.

Step 4: Automate Inventory Management for Maximum Efficiency

Automated inventory management systems are game-changers in asset management, particularly in educational settings where resources are used across departments. Automation helps you eliminate manual data entry and provides real-time visibility into asset status, simplifying both inventory tracking and management.

Step 5: Optimize Equipment Utilization Across Departments

Encourage departments to share resources when possible, reducing unnecessary duplicate purchases and maximizing equipment usage. A booking system can help prevent scheduling conflicts and streamline access to shared assets, ultimately improving equipment utilization and reducing waste.

Step 6: Implement a Maintenance Schedule for Asset Longevity

Regular maintenance helps avoid unexpected breakdowns, extending the lifespan of your school’s assets. Set up a maintenance calendar with manufacturer recommendations, tracking activities and outcomes. This proactive approach minimizes downtime and supports a smooth-running academic year.

Conclusion

Effective asset management is key to a successful academic year. By following these best practices—evaluating needs, updating records, automating processes, and more—you’ll streamline operations and maximize the value of your school’s assets. Ready to kick off a well-organized year? Schedule a demo of Cheqroom to explore asset management solutions tailored to your institution’s unique needs.