Make Summer Count: 10 Smart Moves for Managing Textbook Inventory 

Summer isn’t a vacation season for school operations teams. It’s a sprint. And for those managing textbook inventory, those precious weeks are crucial. The decisions you make now will ripple through the first months of school, shaping how smoothly students settle in, how easily teachers access what they need, and how well your district runs. 

The best inventory teams treat summer like a launchpad, not a breather. They know that the work they do now — the organizing, the clearing out, the double-checking — buys time, trust, and breathing room when the real chaos of back-to-school hits. 

If you’re looking to make the most of this window, focus on the essentials. Tighten up processes, strengthen relationships, and plan for the inevitable curveballs. 

Here are 10 ways to make this sprint season count. 

1. Build Strong Relationships Across Campuses 

No one likes getting blindsided a week before school starts. The more you talk with curriculum directors, literacy coaches, technology teams, and building administrators now, the more heads-up you’ll get when programs change, new grade levels shift, or specialized instructional materials are needed. Block time each month to check in, even if nothing seems urgent. Those “small talk” moments pay off when bigger challenges show up. 

2. Give Schools Enough Time to Complete Inventory 

Imagine rushing a hundred teachers to inventory thousands of books two days before summer break. It’s not pretty (or accurate). Some districts try to give schools four to six weeks – you’ll have to determine what’s possible for you. Be sure to send clear instructions and check in along the way. Schools under less pressure report better inventory results, saving you money and last-minute chaos when ordering for the fall. 

3. Label Every Box Clearly Before Pickup 

An unlabeled box is a mystery you don’t have time to solve. Require every box to list the school name, room number, contents, and contact person. Make it foolproof by providing simple templates and examples. Consider spot-checking at pickup so you don’t end up guessing what came from where later. 

4. Expect and Plan for Staff Turnover 

Your best textbook manager might retire or transfer this summer. Create quick-start guides, host short training webinars, and build “how-to” playbooks so new staff can hit the ground running. A little prep now keeps new hires from feeling lost — and keeps your instructional materials program from unraveling. 

5. Clear Out Obsolete Materials Early 

Holding on to outdated textbooks “just in case” clogs up storage space and leads to confusion. Launch a spring cleaning campaign. Give clear deadlines and instructions for removing old materials. Make it easy for schools to comply by arranging centralized pickups or providing recycling options. 

6. Sort Through Returns (Don’t Just Toss Them) 

When you skip sorting, you risk throwing out valuable materials — and spending money to replace them. Set up a basic triage system: usable, salvageable, and recycle. Even one saved class set or novel collection can make a big difference for a school that’s short on supplies. 

7. Pad New Orders to Cover Enrollment Surprises 

Projected enrollment numbers are guesses, not guarantees. Budget an extra 5-10% in every order to account for unexpected students or new classrooms. It’s faster, cheaper, and less stressful to have a few extras on hand than to scramble for emergency shipments in September. 

8. Empower Schools to Manage Their Own Inventory 

Nobody knows a building’s materials better than the people inside it. Equip trusted staff with inventory system access and basic training. When schools track their own materials, they report losses sooner, spot shortages faster, and help keep inventory accurate across the district. 

9. Leverage Technology for Tracking and Payments 

If your inventory system talks to your finance system, everyone wins. Set up workflows where materials receipts trigger payment approvals automatically. You’ll get faster reimbursements, happier vendors, and fewer headaches chasing down missing paperwork. Plus, you’ll always know what’s been delivered and where. 

10. Stay Proactive — Not Reactive 

The schools that stay ahead win the race. Build your calendar backwards from the first day of school. Communicate deadlines clearly, plan for surprises, and leave breathing room for last-minute shifts. A proactive plan isn’t about avoiding problems. It’s about making sure the inevitable ones are manageable instead of catastrophic.

 

Key Moves	Why It Matters
Build relationships	Early heads-up about material needs
Allow 4-6 weeks for inventory	Better, more accurate data
Label boxes carefully	Prevents lost or uncredited returns
Plan for turnover	Reduces training gaps
Clear obsolete materials	Prevents confusion and mix-ups
Sort all returns	Saves good resources from landfill
Pad orders	Covers enrollment swings
Empower schools	Builds ownership and accuracy
Integrate systems	Speeds payment and tracking
Stay proactive	Reduces stress and last-minute chaos

Ready to take your instructional materials management to the next level? Frontline’s Instructional Materials Management solution helps you track, organize, and distribute resources with ease. With better visibility into your inventory and streamlined processes across campuses, you’ll spend less time chasing missing materials and more time setting up schools for success. Learn how Frontline can help you make every back-to-school season smoother.