5 Common Mistakes Schools Make When Buying General Supplies (And How to Avoid Them)

For more than 60 years, we have assisted schools in selecting general supplies; yet, we have consistently encountered the same problems over and over again. Busy administrators make orders in a rush. Funds run out quickly. The wait for these tools is extended for the teachers. Sound familiar? This is a common situation in most schools every year, but it can be avoided. Let us now review five typical errors and effective methods to avoid them.

Why Do Schools End Up Buying Supplies That Don't Match What Teachers Actually Need?

What Causes These Mismatches?

Sometimes, purchasing decisions are made without consulting the teachers first. Or they just replicate the previous year's list and hope it will be effective. But the classrooms are dynamic. A fifth-grade teacher this year might need different math manipulatives than last year's.

A school gets 30 protractors as its order is based on what it had before. But this year, the geometry unit requires compasses instead.  Or they stock basic markers when teachers need dry-erase supplies for new boards.

How Can Schools Keep In Touch with the Legitimate Needs of the Classroom?

Let us make it easy:

• A brief questionnaire for the staff
• Go through what was consumed last year
• Find out which items got depleted very fast

This is why we categorize our supplies by subject. A middle school science teacher will have no difficulty indicating the items that are helpful for their teaching by simply glancing at our catalog.

If you want a clearer picture of costs before committing, our quoting system is helpful. Schools can request a quote for any list of supplies, compare options, and ensure the plan meets the real needs of each classroom. It also enables department heads and administrators to stay aligned, as everyone can review the same item list and pricing before a purchase order is created.

For a more general method of planning your supply needs, refer to our guide on 'How to Choose the Right Educational Supplies for Your Students.'

Are Schools Trading Quality for Lower Prices?

Why Does Choosing the Cheapest Option Cost More Later?

Low-quality items break fast. That budget calculator becomes useless after three months. Those weak scissors can only cut paper to a limited extent. Teachers are not able to teach because they are fixing issues instead.

Disruption in class is the actual cost. When supplies fail during lessons, the learning process comes to a halt. Students become impatient. And your budget suffers another blow as you have to buy the same thing twice.

What Helps Schools Evaluate Quality Before Making a Purchase?

Take a good look at the product details. Look for durability notes. Find out through the reviews of other schools how the items maintain their quality. A TRRS audio headset with an in-line microphone that can last 3 years is better than a cheaper one that lasts only 6 months.

We do not compromise on reliable brands and materials built to last. Why? Because consistency is very important when you are in the middle of the school year. Our graph paper is produced to the same high-quality standards that we have maintained since 1960. Our robotics mats can withstand hundreds of student projects without wearing out.

How Often Do Schools Underestimate Quantities or Forget Essential Items?

What Makes Quantity Planning So Hard?

There are new students coming midyear. Consumables like markers are disappearing faster than expected. Different teachers use different amounts of the same supplies.

Ordering science supplies but forgetting basics like batteries is a common practice in schools. They keep math manipulatives but miss the storage containers, which keep everything organized.

What Tools Help Schools Order the Right Amount of Supplies?

Try these methods:

• Conduct a supply audit twice a year
• Maintain simple usage logs
• Consider bundle options for the entire classroom's needs
• Estimate 10-15% more than your minimum requirement

Our bulk packs and subject-specific categories take the guesswork out of planning. When you see a classroom-ready option like a “Set of 30 Compasses,” you immediately know it covers a full class. That makes it easier to match quantities to the number of students you serve.

Why do we concentrate on Customer Service?

The whole industry indeed faces stock problems, but the customer service is the area that we can control and take very seriously. We always provide schools with the latest updates, respond promptly, and ensure that you are always informed about the condition of your order. No more waiting days for a reply. No more hunting for answers. Just clear communication that makes it easy for you to plan with trust.

What Educators Say About Us

“Geyer has great products, fast shipping, and excellent customer service.”
— Larry Foster

“Great service, fast shipping, and the best source for affordable corkboard sheets I can find! Have ordered multiple times!”
— Bryan Kamyszek, Local Guide

These experiences reflect what we aim for every day: clear communication, reliable delivery, and support that makes ordering simple.

What Challenges Do Schools Encounter with Procurement Processes and Paperwork?

The requirements for purchase orders differ by district. Documentation for tax-exempt accounts is not in order. The online ordering system from 2005 barely works. There is nobody who is sure about the approvals required.

A teacher requests supplies in September. By the time all the paperwork clears, it's November. The unit they needed those supplies for has already passed.

What Steps Can Schools Take to Simplify the Entire Purchasing Process?

Set up these systems:

• Standardized PO template prepared and distributed to all users
•  Tax-exempt status verified only once, and the confirmation is to be kept in the file
•  One person appointed to take charge of the orders
•  A simple approving workflow chart to be drawn up

We work with purchase orders, quotations, and tax-exempt clients because schools require less prohibitive measures, not more. You have the option to call us and speak with a live person; there is no automated phone tree in place. 

Do you want us to give you a quote for your PO? We’ll do it quickly. An AV supply, STEM PRODUCT, Math Tool,  or any other item can be delivered to your account with tax exemption already applied.

How Can Schools Create a Smarter Supply Strategy for the Long Run?

When schools stay connected to what teachers need, purchasing gets easier.  Choosing durable materials leads to larger budgets. Thoughtfully planned amounts and cooperation with very communicative suppliers make the whole year smooth.

Do you need help with your next order? It doesn't matter if you need math supplies, science equipment, STEM kits, or any other general supply; we will assist you in making informed, confident choices. No pressure at all. Just straightforward assistance from people who understand how schools operate.

You can browse our catalog by subject, ask us questions, or request a quotation. The choice is all but yours. 

FAQs

1. Why do schools often end up with supplies they don’t actually need?

Purchasing lists are reused year after year without checking current classroom needs. A quick teacher survey or inventory check usually solves this.

2. How can schools avoid buying low-quality supplies?

Choose items based on durability, reviews, and past performance, rather than just price. Reliable products last longer and reduce repeat orders.

3. What’s the best way to estimate how many supplies a school really needs?

Track usage from previous years, note enrollment shifts, and review consumption patterns. Bulk packs and pre-sorted kits also help avoid shortages.

4. Why do supply orders get delayed so often?

Late ordering, out-of-stock items, and unreliable sellers cause delays. Working with dependable suppliers and checking lead times helps keep timelines on track.