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Office supplies can often be costly, which makes managing their quantity and usage crucial. If you've never handled inventory counting before, it might seem daunting. Don't worry—this article will guide you through the process of managing office supplies like a pro! We'll start with basic setup tips and then delve into specific steps for tracking and ordering.
Steps
Assign an office supplies manager.
Delegating responsibility to one person streamlines the management process. The office supplies manager oversees organizing, monitoring, and tracking daily usage. Any questions about supplies will be directed to this person for immediate resolution.
- Since office supplies can be expensive, the manager also ensures restricted access to the storage area.
Centralize office supplies in one location.
Designate a specific area for office supplies to simplify management. If you already have a dedicated space, great! If not, now is the time to set one up. Managing and tracking supplies becomes much easier when everything is stored in one place.
- If office space is limited, consider using large shelves, cabinets, or any available empty areas.
Organize office supplies for easy access.
Categorize and label items to make finding and tracking supplies effortless. Start by grouping supplies into categories. Then, arrange them logically within the storage area. Separate items used daily, weekly, or monthly, ensuring frequently needed supplies are visible and easily accessible. Once organized, label shelves, bins, or containers with the names of each item.
- For example, place frequently used supplies at eye level for quick access. Items like printer ink or rarely used equipment can be stored on higher shelves.
- If you have a large inventory, alphabetizing items can make searching more efficient.
- You can also organize supplies by department. For instance, keep accounting and administrative supplies on separate shelves.
Create a comprehensive inventory list.
Creating a list is now easier after categorizing and organizing the office supplies. Simply grab a pen and paper and jot down everything you have. Include details like brand, name, model number, color, and other specifics to help you know when to reorder.
- For example, note the brand and type of ink your main printer uses. This way, you won’t need to search for information every time you need to replace the ink.
Convert the office supplies list into a spreadsheet.
Managing office supplies with a spreadsheet is ideal for small to medium-sized offices. You don’t need special software to handle this task! Using Excel or Google Sheets works just fine. Start by creating a column for the supplies and list each item’s name. Then, add another column for details like brand, model number, color, etc.
Count and record the total quantity of office supplies in the spreadsheet.
Add a final column to track the current stock of each item. Enter the available quantity of each supply in the last column. Save the spreadsheet and place it on your computer’s home screen for easy access and updates.
- If you want a more detailed spreadsheet, create a “minimum level” column and input the required quantities. This indicates the minimum amount of supplies you must have. When stock falls below this level, it’s time to reorder! This ensures you never run out of essential supplies.
Use inventory management software for large offices.
Software simplifies managing large quantities of office supplies. For large offices with extensive supplies, investing in inventory management software is a smart move! Start by entering the names and quantities of all supplies. Then, the office supplies manager updates the stock levels after items are taken from storage.
- If immediate updates aren’t possible, the manager can jot down details on paper and input the data later.
- Set up the software to send alerts when supplies fall below the minimum level to prevent shortages!
- Each software operates differently, so choose one that fits your office’s needs. For example, some programs allow barcode scanning to update stock levels, making them ideal for large offices with numerous supplies.
Conduct regular stock counts to track office supplies.
Regular stock counts are essential for keeping your spreadsheet updated. Depending on your office’s usage, conduct counts weekly, bi-weekly, or monthly. On counting day, visit the storage area and tally each item. Then, update the spreadsheet with current quantities and reorder as needed.
- If you’ve set minimum levels, compare stock against these thresholds rather than just checking remaining quantities.
Schedule reorders to avoid office supply shortages.
Schedule reorders on a specific day to avoid confusion. Designating a day for ordering ensures you never run out of supplies and prevents multiple orders at different times. Simply place all necessary orders on one day so everything arrives together.
- The frequency of reorders depends on your office’s usage and how often you conduct stock counts.
Restrict access to the office supplies storage area.
Establish a rule that only the manager can access the supplies storage. Allowing employees to take supplies whenever they want makes tracking quantities difficult and increases costs as supplies “disappear” quickly. To prevent this, lock the storage area or enforce a policy that only the manager (and 1-2 designated staff) can access it.
- This means employees must notify the manager (or an assigned assistant) whenever they need supplies.
