An important part of keeping your company running at the optimal level is making sure that office resources are available at all times. All your employees need access to the various office supplies they require in order to perform their duties. These supplies could include paper, pens, staplers, whiteboards, whiteboard markers and other items of stationery. They are all necessary for your enterprise and should be monitored. There’s a chance you’re running out of them at a quick rate, or perhaps you’re buying more than you need. To avoid this, there are numerous ways to maintain your office resources properly and thoroughly.

Limit access

If there’s an area or even just a cabinet where you keep your supplies, it’s wise to keep a limit on who has access to it. You shouldn’t just keep it open all day without any restrictions on what and how many supplies are taken. Appoint somebody like your secretary or office administrator to be the gatekeeper to your office supply area, so that when employees need supplies they first have to go through that person in order to access them. 

Another idea would be to restrict access to only a select group of people among your workforce, say the heads of different departments. Make sure that only they have keys to the supply area so that when a certain department is low on supplies, they can collect what’s necessary and distribute it. Also consider creating a log for employees to use when they do access the supply area. 

Create an inventory log

Keep a log of all the supplies your company has and make sure it is constantly updated. This way, you can keep a firm eye on the supplies you have as well as the rate at which they’re leaving your supply area. You’ll also know which supplies need to be replenished. Perhaps you could list your supplies and their amounts on a Google Sheet. With the SUM formula, every time a product is removed you can log it on the sheet and the formula will calculate how many are left.

Organise your current stock

While you have supplies, keep them properly organised. Neatening up your office supply area will make it easier for your employees to access the office accessories they need. Not only that, keeping an inventory will be easier. You’ll be able to locate supplies more quickly and also ascertain more easily what accessories are being used too frequently and which ones aren’t being used at all. If certain supplies are going too quickly, then bring up the issue with your employees so that they know to be more sparing. If some supplies aren’t being used at all, then you’ll know not to purchase them in the future.

Use as much up before reordering

Don’t overstock your supply area, as some supplies do expire over time. For example, inks, toners and pens eventually dry out, so there’s no sense in ordering more while what you’ve already got is still usable. Before purchasing more items, first wait until your stock looks like it needs to be replenished. That way, you’ll know you’ve used up as much of what you’ve already bought. You’ll be saving your company money and resources.

You need to be economical, resourceful and thorough when it comes to handling your office supplies. Designate a supply area and keep an inventory of what you have, making sure to replenish items only if and when need be. It’s also a good idea to restrict access to your supplies. You don’t want employees wandering into the supply room whenever suits them and taking whatever they like. Take a more streamlined approach to managing your supplies and it’s likely that they’ll last longer.