Keeping track of your office supplies may seem like a secondary concern, but it is actually a very important task. If you run out of supplies that you need to conduct business activities you can reduce your ability to meet deadlines and it can increase your costs. If you would like to make sure your office is able to run efficiently, then you need to use these tips to organize and manage your office supply inventory.
Tip #1 – Keep a List of Your Supplies
When setting up your office supply inventory you need to keep a list of the office supplies that you normally keep in stock. This list will most likely include things like pens, pencil leads, erasers, calculator tape, toner, paper and paper clips. You will want to include ordering information next to each item, such as its item number, its size, its color and where you normally buy the item.
Tip #2 – Determine When to Reorder
To keep your inventory well stocked you need to identify when to reorder specific items. For example, you may want to reorder printer paper when you are down to your last case of paper or your last five reams. The timing of when you order office supplies will reflect how quickly you go through the item, where you get the item from and how long it takes to be delivered to your office.
Tip #3 – Keep Small Items in Baskets
To help manage and organize small office supplies, like erasers, paper clips and batteries, you can use small baskets. You can label each basket with the name of the office supply that is found in the office. Keep these baskets on a shelf that is about eye level. You can place them in front of larger office supplies that are stored on the same shelf.
Tip #4 – Keep Most Used Items on Easy to Reach Shelves
To make finding the office supplies that you use the most easy to do you will want to place them on the easiest to reach and see shelves. You will want to put the most commonly used products on the shelf that is at eye level. You can place heavier items on lower shelves and lighter items on higher shelves. Be mindful of how much weight you place on each shelf so that you don’t overstock your shelves.
Tip #5 – Set Up a Quick Access Supply Station
To prevent your employees from needing to access your office supply inventory storage area you will want to set up a quick access supply station. This station can be a desk or a smaller bookshelf. You will stock this station with office supplies that your employees use up quickly, like pens, paper, notebooks, erasers and calculator tapes. You will assign your inventory clerk to manage this station and keep it well stocked.