Sure, office supplies aren’t the most glamorous purchases you can make, but without them, one minor dysfunction becomes a multi-pronged issue where no one can get what they need – and they’re all too happy to tell you about it.
This topic came to mind while I was sourcing some essential items for my business (an ergonomic office chair, if you’re interested) and I started thinking about all the other things you might need when you’re running your independent business – especially if they’re essential to the smooth running of your operations.
The most common office supply is absolutely coffee – without that, nothing else functions! It’s also true that obvious items like toilet rolls for the restrooms and hand sanitiser top-ups are essential. Yet no matter what you’re buying, from printer inks to pens, it’s good to think about the things you can do to make your broader supply strategy run easily.
This way, the process of how you buy and top up can be resolved as the months go on, and you won’t have to deal with supply shortages on a consistent basis. What might that look like in practice? Let’s discuss it below:
Supply Storage
Finding space for all the boxes of your supplies, whether stock or essentials, is a pain when they’re scattered around, so clearing out a specific cupboard or shelved corner for supplies is helpful because a central spot means the team knows exactly where to go every time. You don’t want to find five full boxes of staples hidden in a desk drawer a week after you’ve already bought more, which is why organisation and labelling are vital.
Shelving units are great additions to keep stock safe from any accidental spills or cleaning fluids, and it’s much easier to do a quick visual check when everything has its own clear home. Keeping the inventory tidy also ensures clutter isn’t taking over the main workspace, which might sound small, but it keeps your day-to-day work running smoothly.
Wholesale Memberships
I always love a good bulk buy, which means the memberships to wholesale clubs are fantastic for getting large amounts of high-use items like coffee or toilet paper all at once. It’s a relief to know there’s plenty of backstock, plus prices are usually better per unit, which keeps your business budget happy.
You could also limit the trips you have to make to the store, because loading up the car once a month is far preferable to running out and grabbing things every few days. There’s a peace of mind that comes with knowing the cupboards are full, and the team works comfortably without the fear of running out of the essentials they need.
Reporting Routes
You’ll find that requests can easily get lost if they’re only spoken in passing, and it’s very distracting to have people popping by your desk all day just to ask for pens, so a clearer system is helpful to manage these asks. A simple clipboard on the supply cupboard door is a decent way to quickly capture what people need before they forget to mention it later.
In some offices, digital lists are another good option if the team prefers using a shared document, but whatever method is chosen, it’s helpful to have a written record to refer to when placing orders and also keeping up with whose turn it is to buy this time.
I hope this advice, from one small business owner to another, will help things to go just a little more smoothly in your work. Get the little things sorted and that gives you more time and money to plan the bigger goals and complete the company’s tasks. Let me know in the comments below how you plan to keep your office supplies more handy, I’d love to hear your indie business hacks.
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