The stationery in your office… do you know what happens to it all? Do you constantly run out? Is there an issue somewhere in your stationery ordering system? It could be that your office stationery is simply not being managed properly, and that means you may be losing time and money. Ordering supplies before they’re needed costs more than you need to spend. Not ordering supplies until it’s too late costs you in productivity and downtime (depending on the items that are missing). If you can manage your office stationery effectively, you’ll have a much more efficient and successful team. Here are some ways to that may help:
It may seem like a harsh thing to do, but ensuring that your office supplies are locked away is a good idea. Keeping everything on display so that access isn’t restricted may be great for convenience, but it means that your staff will believe those items are available to take whenever they want. If the items are locked away and they need to ask for a key to get at them, they’ll be less likely to take more than they really need or use stationery when they really don’t have to. It will save a lot of money in the long term.
It’s essential that you keep track of your supplies. Knowing how much you have left of every item is going to make it much easier to order more when you need it, plus you’ll only ever order the correct amount because, over time, you’ll be able to track how long it takes your company to use each different item of stationery. This is easily done; every time someone takes something from the stationery cupboard or area, they should make a note of it on a piece of paper or notepad that is left with the stationery.
If your stationery cupboard is a mess and everything in it is just thrown in as it comes and those who have to search through the piles of items just hope that they can find what they want, you are going to be losing money and irritating your workforce. In the end, because they don’t have time to spend sifting through the stationery, they will simply ask for new items to be ordered – or they’ll order them themselves.
Keeping your stationery area tidy and having everything in specific places is not a hard thing to do, and as long as it is checked on a regular basis to ensure that it stays neat and tidy, your workers will easily be able to find exactly what they are looking for and you won’t order anything unnecessarily.
In all likelihood, there will be someone in your office who would enjoy being made responsible for the stationery. They will be organised (and will want to keep the stationery organised too) and should be the only person who is allowed to order more items. This way, all stationery expenditure will be kept under control and you won’t be spending too much on items you don’t need.
If the cupboard is to be locked, then this is the person who will have the key and who will monitor exactly what is being used. Remember that this person shouldn’t be mean with what they give out – if someone needs to use something then they should have it. They just need to be able to keep everything under control and organised, so that this aspect of your business is not going to be an issue in the future.