Inventory accuracy improves when organizations follow clear steps for a successful inventory and prepare well before the count day. The quality of the outcome is shaped by how teams plan, align responsibilities, and confirm that systems and locations are ready.
These preparation steps establish the conditions for accuracy. When locations are organized, roles are defined, and technology is verified ahead of time, teams can execute the physical count without interruption. The result is a controlled process that supports clean data and a predictable outcome.
Planning Steps for a Successful Inventory: The First Project Meeting
Once sales lets us know that a customer has signed the agreement, we set up a project meeting, usually over Teams. We ask for all people involved in the process to be included on the call. That means not only the primary decision maker, but also managers who will be on site and whose operations will be affected by the inventory.
During this first meeting, the sales representative walks through the scope of work and confirms expectations with the client. Everyone hears the same information at the same time, so we can get on the same page about what the project will be and how it will run. This kickoff is the first step of what we call the Monarch Way plan and prep phase. These planning steps for a successful inventory always begin with clear communication.
Key Takeaway: When everyone who will be touched by the inventory is in the room early, scope, timing, and responsibilities are clear long before count day.
Using People, Process, and Technology to Prepare
Weekly Check-In Calls Keep the Project on Track
After the first call, we set up a recurring weekly meeting with the customer at the same time each week. This makes it easy for their team to block the time and treat it as a standing part of the project. These calls usually last about an hour.
In the weeks leading up to the inventory, especially in the month before count day, we use these meetings to answer questions from the first call, work through details, and make sure there are no loose ends. This steady rhythm keeps the project moving without last-minute scrambles.
Using the Prep Guide and Facility Map
As part of the preparation, we send our physical inventory prep guide. This guide explains how to set up inventory for a successful count, including:
- Cleaning and organizing areas.
- Labeling locations correctly.
- Making sure items are stored where they are expected.
We also request a map of the facility. The map shows us where we will be working, whether there is a single area or multiple buildings, and how we may need to spread resources. At the same time, we discuss safety requirements that apply before we ever arrive. Our employees complete required safety training in advance, and we send proof back to the customer so everyone is confident that those expectations are met.
Pro Tip: Use the prep guide as a checklist and walk your space with it. Small steps like relabeling a few problem areas can save hours once counting starts.
Need expert help with planning steps for a successful inventory? Contact Monarch Inventory Services for a free consultation.
Aligning Technology, Training, and Labor
Coordinating Tech and Hybrid Teams
Technology is a key part of the plan and prep phase. Some customers want us to use their technology. Others rely completely on our equipment. In some cases, we set up a hybrid approach where both our employees and the customer’s employees are involved in the count.
We talk through all of this before we travel. If it is a hybrid account, we make sure everyone understands how both systems work. We have a training process so that all counters know how to use scanners, devices, and software the same way. This alignment keeps the data consistent, no matter who is holding the scanner.
Planning for Union Labor Support
Union labor is another important factor on some projects. When we work in facilities that have union support, our team often cannot move product or touch certain items. Those tasks must be handled by union labor.
As part of the planning steps for a successful inventory, we confirm how many union team members will be needed and make sure they are scheduled for the physical count days. This prevents delays where our team has to wait for someone to move product before they can continue.
Final On-Site Setup for a Smooth Count
Managing Travel, Equipment, and Safety on Arrival
Once the calls are complete and expectations are set, we finalize travel and logistics. For some projects, we may bring fifteen cases of technology that need to be flown out and divided among team members. Getting that equipment staged correctly before travel avoids delays later.
When we arrive on site, the first step is to get all of our tech into the facility and set it up. We run tests to confirm everything is working and recording correctly. We also complete any additional on-site safety training, including where to go in an emergency or weather event.
Walking the Facility and Tackling Crunchy Areas First
Using the facility map, we walk through the building with the decision maker. Together, we identify where we will start, where we will end, and any areas that deserve special attention. We also look for what we call crunchy areas. These are overflow spaces and back closets that no one wants to touch, but that still hold inventory.
We prefer to tackle those crunchy areas first. When the hardest spaces are out of the way early, the rest of the count becomes smoother and more predictable. The team can then move through the remaining locations with a clear plan and fewer surprises.
Key Takeaway: A walkthrough that highlights tough areas before you start gives you a realistic plan for labor, timing, and equipment needs.
Partner with Monarch Inventory Services for Better Inventory Planning
A successful physical inventory does not start on count day. It starts when you bring the right people together, align on scope, share data and maps, and prepare your space and technology with intention. By following a clear plan and prep process, you reduce risk, protect accuracy, and keep your operation running as smoothly as possible during the count.
At Monarch Inventory Services, we bring proven methods and hands-on experience to each project. We work with your team from the first planning call through the final walkthrough, so everyone knows what to expect and what success looks like. If you are ready to strengthen your next inventory project with a structured planning process, contact Monarch Inventory Services today to schedule a consultation and talk through your upcoming count.
