Primary and secondary schools in Australia support hundreds of students in a wide range of subjects each year. Having the right materials for the classroom is essential to ensure that teaching and learning can occur without interruption.
Most schools operate within defined budgets, balancing the need to supply everything from stationery and art materials to cleaning, hygiene and operational essentials, particularly as approaches and end of financial year (EOFY) budgets are reviewed.
We spoke to Shelley Gribbin, Business Manager at Belmont High School, a co-ed high school in Geelong, Victoria, to share practical advice on how schools can make their budgets go further while meeting the needs of students and staff.
As Business Manager, Shelley oversees the financial, administrative and operational functions of the school. Although day-to-day stationery orders are largely managed by individual faculty and staff based on curriculum needs, Shelley provides high-level oversight of spending and can step in when there are problems or anomalies in ordering. The administration team coordinates the bulk purchase of core material, while student book lists are managed separately in collaboration with faculty.
1. Plan ahead and create a comprehensive order list.
Reviewing spending from previous years and taking into account changes in student numbers or program needs can help guide a more accurate order.
“Locking in your essential items ahead of time, such as copy paper, tissues, whiteboard markers, and general classroom supplies helps ensure that nothing critical is missed before allocating funds to other areas,” explains Shelley.
2. Prioritize the essentials of the classroom.
When working with a budget, it is important to ensure that core teaching and learning materials are prioritised.
“Allocating budget to key areas such as classroom supplies, administration and cleaning and hygiene can help track spending and identify where adjustments may be needed,” says Shelley.
3. Buy in bulk when practical.
Buying in bulk can often offer better value for frequently used items.
“High-use items such as paper and pens can be more cost-effective when purchased in bulk. However, in a busy school environment, this is not always practical, especially when items are needed urgently,” notes Shelley.
4. Encourage the minimization and reuse of waste.
Before placing new orders, it is worth checking what is already available at the school.
“Checking classroom storage areas and closets can uncover unused or surplus items that can be redistributed. Creating a central location for reusable supplies can also improve visibility and reduce unnecessary purchases,” suggests Shelley.
5. Take advantage of promotional periods.
Timing purchases during promotional periods can help stretch budgets even further.
“Planning ahead and buying at key times of the year can make a noticeable difference, especially for high-volume categories. It also provides an opportunity to review whether items really need to be replaced,” explains Shelley.
6. Work with suppliers to review usage.
Suppliers like Winc can often provide useful information about ordering patterns and product usage.
“Working with suppliers can help identify trends, improve order frequency and ensure consistent supply, especially for commonly used items,” says Shelley.
7. Be open to alternative products.
Exploring alternative brands or product options can result in cost savings without compromising quality.
“Many essential items have comparable alternatives. In some cases, investing in longer-lasting products can also reduce replacement frequency over time,” advises Shelley.
8. Use centralized systems whenever possible.
Having a centralized ordering system can help reduce duplication and improve visibility.
“A centralized approach can support better stock control and reduce the likelihood of duplicate orders, which can free up funds for other priorities,” explains Shelley.
9. Consider time and urgency.
Time can significantly affect purchasing decisions and cost efficiency.
“In reality, schools often need items immediately, which can limit the ability to plan or buy in bulk. Having strong systems in place helps balance cost efficiency with operational needs,” says Shelley.
10. Maintain order accuracy.
Incorrect orders can lead to delays, additional costs and administrative workload.
“Taking the time to check product specifications and ensure clear communication between ordering staff can help avoid mistakes and ensure items meet classroom needs,” explains Shelley.
By taking a practical and balanced approach to planning, purchasing and stock management, schools can make more effective use of their budgets while continuing to support high-quality teaching and learning outcomes.
Find everything you need at Winc with our end of year sale. Stock up on educational essentials and prepare your school for a strong start to the second half of the year.