School Summer Checklist: 5 Print & Document Prep Musts for a Smooth Start

The first day of school will be here before you know it. While students enjoy their final weeks of summer, school administrators, IT managers, and print center leaders know it’s time to get organized. Whether you’re supporting a K-12 district or a college campus, proactive planning now can help eliminate printing headaches coming in August.

At SumnerOne, we work closely with schools across the Midwest to ensure their document management infrastructure runs smoothly year-round. Here’s our quick and actionable School Summer Checklist to prepare your print and document environment for a successful new year. 

Inventory Management: Refill Now, Relax Later

Before the halls fill with students and the printers start humming nonstop, do a quick inventory check. Are you stocked up on the essentials—paper, toner, staples, and maintenance kits?

The weeks leading up to the first day are often packed with orientation packets, signage, classroom materials, and admin documents. Having the right supplies on hand means less scrambling and fewer last-minute purchases.

Pro Tip: Set a recurring reminder to check supply levels every two weeks during the first month of school.  

Printer Maintenance & Servicing: Prevent Downtime Before It Hits

That blinking light on your copier? Don’t ignore it. Summer is the ideal time for preventative maintenance to ensure your fleet is ready for heavy-duty printing. Whether it’s a jammed roller, low toner, or a part replacement, catching issues now saves time (and frustration) later.

Ensure your machines are up to date with firmware, clean, and properly calibrated. This helps avoid costly interruptions when the print volume spikes in August and September.

Bonus: Partner with a managed print provider to handle routine servicing and supply replenishment without lifting a finger.

Printing Schedules: Optimize for Efficiency

Nothing clogs up a productive day like paper jams or conflicting print jobs. Schools that manage multiple departments or campuses often struggle with overlapping print demands during peak weeks.

Avoid delays by coordinating with your team to create designated print schedules. Provide teachers, coaches, and administrative staff with dedicated windows to print large-volume jobs, thereby reducing the risk of jammed machines or mix-ups.

Consider implementing a print queue system or secure print release software to streamline workflows further.  

Staff Training: Set Everyone Up for Success

Even the best machines are only as effective as the people who use them. Summer is the perfect time to provide equipment refreshers or train new hires on how to properly use your school’s copiers, printers, and document systems.

If you’ve recently upgraded devices or software, don’t assume your team knows the ropes. Whether it’s changing toner, troubleshooting a paper jam, or accessing the scan-to-email feature, a 15-minute walk-through can save hours in the long run.

Tip: Ask your print provider if they offer on-site training or instructional videos tailored for school staff.  

Create Eco-Friendly Printing Habits

Sustainability matters more than ever, and schools are in a unique position to lead by example. Building eco-friendly habits into your print environment isn’t just responsible; it’s also cost-effective.

Start with small but impactful changes like:  

• Using ENERGY STAR® certified printers
• Printing double-sided by default  
• Installing print management software to track and reduce waste 

Educating your staff and students on these practices can amplify your efforts and lower your environmental footprint without sacrificing productivity.

Bonus Content: Check out our recent video, Copier Cost Saving Measures, to discover ways to save.

Plan Now for a Smoother School Year

The back-to-school rush doesn’t have to be stressful. By checking off these five simple to-dos, you’ll empower your team to focus on what matters most—education, not printer errors.

At SumnerOne, we’re here to support every step of your print journey—from managed print services and equipment upgrades to paperless workflows and print security.

Need help getting your school print ready? Contact us today or explore more educational print solutions on our Education Hub.