Matt,

When I was a Team Leader (PL) and Company Commander, I followed the recommendations listed in various command books I had read.

 

At its core, inventorying and property management is about your ability  be organized, thorough, and disciplined.

 

So, here’s the same advice (plus some) from my own perspective now.  Some of my info is a little dated and I’ll leave it to other, more recent commanders to fill in some more pertinent systems info I am missing, but here are my broad recommendations:

Prior to inventory

Read through all of your hand receipts.
File your hand receipts in an organized manner in a binder.  Keep your inventory notes in the same binder.
Develop an inventory plan

Ask the outgoing leader (or someone who would know) what the best methodology/plan is.  Having a good schedule for inventories is as important as having good practices during them.  It can help you be thorough, timely, and smart.
In the absence of an outgoing leader, develop a plan and be prepared to execute it and modify it as required.
Distribute your inventory plan to all leaders/sections being inventoried.

Ensure you have a tape measure, camera, and flashlight (or a smartphone) available, at a minimum.
Prepare yourself mentally to be very thorough and strict.  Property management becomes harder the first time you excuse a mistake.

During the Inventory

Record everything you see.  On the hand receipt, in a book, with a camera, or some mixture of those.
Record who is controlling what and where, physically (and geographically, if dispersed) it is located.  This will save you TONS of time later.
Look.  At.  Everything.

If it’s on the book, see it and record it.
If it’s not on the book, see it and add it.  Do NOT take an excuse for an answer.  Items not on the books (usually motor pool in my experience) are often cited as “just in case.”  NCOs and WOs may do it and it may save your company in a moment of need, but it’s done to the detriment of the larger Army.  Our budget is not limitless.

Be prepared to clearly label items that have difficult-to-locate or fading serial numbers.
Ask questions – what is this? what does it do? why do we need it? can you show me quickly how to use this?

Inventories are not only property management, but a chance for a new officer in charge to learn about the organization’s mission, capabilities, and troops.  For many of the Soldiers, this is their first view of a new officer.  Being thorough is equally as important as getting to know the troops and showing you care about who they are and what they know.

At the end of each inventory day/timeframe, sit down, review the paperwork, and ensure that you have either closed out the hand receipt entirely OR, if not, you have scheduled time to go back and review anything missed.

This step is VITAL and often overlooked.  Reviewing and ensuring completion is the most important step in staying organized when you’re shoulder-deep in inventory paperwork.

Track ALL deficiencies separately and ensure that you understand, before closing that hand receipt, that you know how you will handle all of them – whether it is returning later to look at the item again, FLIPL, or some other action.
Hold all personnel accountable for their property.

If they argue that they’re not responsible for an item, but cannot show paperwork that absolves them of that responsibility, they are liable.
Conversely, recognize that sometimes a supply room is poorly run.  Use your judgment here – when numerous Soldiers claim they turned in an item to supply, but supply’s records indicate the Soldiers are responsible, the problem may actually be in supply.

After the Inventory

Keep all records, notes, deficiencies, and logs of which items are located where.  File these in accordance with unit SOP/policy.
Follow up with supply to ensure that all remaining actions under the Command Supply Discipline Program are concluded.  Ideally, all recorded deficiencies (i.e. all deficiencies, right?) are resolved before you take responsibility for property.
Be thorough in monthly/periodic inventory management.

The Army requires periodic inventory.
Recognize that all training events are an opportunity to inspect the condition and functionality of your equipment and your Soldiers’ gear.

Hope that helps you out some.  It’s all about being organized, critical, and creative.

 

Shep