The back-to-school season is a bustling time for small businesses, but for some, it presents a logistical puzzle of epic proportions. Imagine managing a business where 90% of your annual operations are concentrated within a six-week period, precisely when many employees are on holiday.

For Campion Education, the annual back-to-school surge is not just a busy period, it’s a logistical mountain to conquer. With schools across Australia preparing to welcome students back, the demand for educational materials skyrockets exponentially. Our business model revolves around serving these schools efficiently and comprehensively, which means gearing up for an exceptional logistical challenge.

In this article, we’ll delve into several top tips based on our approach to managing logistics during the back-to-school season, when we prepare to onboard 1,500 casual staff across the country and pack around 10,000 orders daily.

Planning is everything for back-to-school

Fail to prepare, and you prepare to fail. Begin your preparations well in advance of your peak season. Create a clear timeline that includes sourcing, staffing, training, and any other critical activities specific to your industry.

Begin staffing processes well in advance of the peak season to allow ample time for interviews and training. Finding staff willing to work during the holiday period can be a challenge, so it pays to start this process as early as possible. 

Develop a comprehensive onboarding program that familiarises seasonal staff with store policies, products, and procedures. Utilise training materials, online modules, and mentorship programs to expedite the learning process well ahead of time.

Planning is the only way to prepare for the unexpected. Contingency plans should be developed to deal with unforeseen challenges that may arise during peak seasons, such as higher or lower-than-expected demand, price sensitivity, and competitor shifts. 

Get detailed about demand

Tackling high demand during peak seasons requires precision, dedication, and deep market understanding. Our logistics and warehouse operations have the capacity to pack 10,000 orders daily during the peak season, but these impressive numbers are only possible thanks to our robust demand forecasting and inventory management systems. 

Excess inventory incurs storage costs and can lead to significant quantities of obsolete stock, while accurate demand forecasting minimises these expenses. As part of your planning, invest in a well-structured inventory management system that enables efficient stock turnover when you need it most. Utilise historical data and market trends to predict product demand accurately, so that when the dial gets turned up to 11, you’re already one step ahead. 

Collaboration with suppliers is a game-changer. Flexible terms and return policies can significantly reduce the burden of excess inventory, especially when demand doesn’t meet expectations. Strong supplier relationships enable businesses to adapt quickly to changing market conditions and ride the demand rollercoaster more smoothly.

Never stop improving

Investing in technology and systems that streamline your operations is quite clearly the right move – but don’t assume that once you’ve implemented a new tech system, your job is done for good. 

No system is perfect. By encouraging feedback from your team, customers, and partners, it’s possible to uncover hidden pain points and inefficiencies in your operations. These insights are invaluable for identifying areas that need improvement, especially during busy periods when all hands are on deck.

Data analytics is a powerful tool for understanding your business. It provides insights into customer behaviour, operational efficiency, and areas for enhancements. Small efficiency improvements can lead to significant cost savings and huge improvements in overall customer satisfaction. 

By continuously iterating and refining your processes, you can optimise efficiency year on year, resulting in better resource allocation and profitability to help balance out those quieter periods. With the right mindset and commitment, any small business can rise to the challenge of managing logistics during peak seasons and thrive in the face of mounting orders.

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Contributed by James Cathro who is an education resource expert with more than three decades of experience across the education, broadcast, and IT industries. Since 1998, he has been the Managing Director of Campion Education, Australia’s largest supplier of education materials.