5 Tips to Set Your Asset Management Program Up for Success Next School Year

Throughout the school year, school technology departments work nonstop to ensure that teachers and students have the devices they need for teaching and learning.

But aside from all the work that goes into collecting, cleaning, servicing, and updating those devices over the summer, it’s also the perfect time to pull back and evaluate your asset management strategy as a whole. Just as students can lose momentum over the summer without continued learning, your program can experience the same thing. Luckily, summer gives you the breathing room to fix what’s broken and double down on what works.

1. Update Your Policies and Procedures

Summer offers a strategic opportunity to review your inventory management processes. What tripped you up last year? What made things sing? Start with a small group — your core inventory team — to help brainstorm what’s solid and what needs a good shake-up.

There may be changes to local, state, or federal laws that sneak in and shift your footing. Ask your campuses for feedback about current tasks. Ultimately, your processes should fit cleanly with day-to-day roles and responsibilities. Look for opportunities to increase efficiency. Automate wherever you can to promote job satisfaction and process adoption. Nobody should have to chase serial numbers with a clipboard.

2. Discuss New Initiatives Coming to the District

New district initiatives or purchases with special funding may impact how you manage assets and devices — and may come with additional accountability standards. Translation: more work, more scrutiny.

So ask now, before the back-to-school activity ramps up:

• How will the devices get to your district?
• How will you tag the devices?
• Will you distribute devices directly to students and staff?
• Will you record the assignment of accessories (case, charging cable, etc.)?
• Will you require insurance or charge for malicious damage?
• Will the student be able to transfer campuses with the device?
• Will you collect the devices at the end of the school year?

3. Talk to Your Vendors

This is a great time for a good summer recap with your vendors. Call them. Discuss what worked, what didn’t, and how to plan for the upcoming year.

Ask them to help you with:

• Tagging and deployment
• Providing an electronic list of asset details (tag number, serial number, make, model, memory, warranty)
• Warranty and repair
• Pick-up and disposal

Ideally, this isn’t your first real conversation with them. But if it is, start now.

4. Plan Your Trainings Early

Ongoing staff training is key to a successful asset management program. Summer gives you time to plan for the upcoming school year. Figure out the rhythm. How often? What’s essential? What do folks keep forgetting year after year? Consider organizing sessions by new vs. returning employees, or by grade level, so examples feel relevant.

These trainings also let you reinforce the district’s vision and goals. Don’t just train — rally. Make the vision feel real, not just a slide deck. Bring your team together and decide how to use data to motivate staff. If no one knows their tasks are being tracked, progress may stall. Set realistic goals, track them, and celebrate milestones. A little confetti goes a long way.

5. Come Up with a Plan for Your Transitioned Inventory

Devices often wind up in unexpected places. Renovations, 1:1 rollouts, staff turnover, deep cleaning, or changes in room use can all lead to misplaced items or outdated records.

Your system should know who has what, where, and why. Walk through your buildings, locate missing inventory, and return everything to its correct place before the school year begins.

Looking for a smarter way to manage all of this?

Frontline’s Asset Management solution was built for K-12 teams who are tired of chasing cables and spreadsheets. It helps you track every device from delivery to retirement, tie assets to funding sources, reduce loss, and make the most of your team’s time. Summer planning just got a whole lot easier. Learn more about Frontline Asset Management.

 

Ryan Estes

Ryan is a Customer Marketing Manager for the global award-winning Content Team at Frontline Education. He spends his time writing, podcasting, and talking to leaders in K-12 education