Organizing Tip: How to Keep Track of Office Supplies

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How to Keep Track of Office Supplies Do you unexpectedly run out of printer toner, paper and pens in your office or workspace at critical moments?

In today’s post I’ll give you some tips to track and keep on top of your office supplies.

Whether you work in an office building or work from home, you’ll be able to keep tabs on existing supplies and soon-to-be ordered supplies.

Make a detailed master list of supplies.

This list is more than just a simple shopping list of paper, pens and notebooks — it could be considered the ultimate list!

Create a detailed list of all your regularly used office supplies, including the product brand, name, number, color and other details.

Having all the details in place will make it easier to order or restock items, especially when it’s important to get a particular brand or type of product.

For example, you could make a note in your list of the specific brand and type of toner your large printer needs so you won’t have to keep checking the details each and every time you need a replacement cartridge.

Store items in a central location.

It’s much easier to keep track of your office supplies when they are stored in the same area.

If you don’t have a centralized office supply area, you might want to consider creating one on a shelf, inside of a closet, or on top of an unused desk or counter in the office.

After you’ve carved out an area, you can organize items by frequency and use.

What items are more likely to be used on a daily or weekly basis than a monthly or quarterly basis?

Consider labeling storage shelves, baskets and containers so everyone knows where to find the materials they need.

Schedule a routine supply check.

Don’t wait for your supplies to run out on you the night before you have to print up a giant presentation for a client!

Schedule regular supply checks for your office, be it weekly, bi-weekly or monthly and make note of the items that need to be restocked.

You could also keep track of which supplies move the fastest (you’ll have to order these items more frequently than others) as well as the lowest possible level of supplies on which you can function before you need to order more items.

For example, you might find that once you get down to half a case of printing paper, it’s time to order several more cases.

Take advantage of office supply rewards programs.

Lastly, consider taking advantage of online ordering of office supplies.

There’s several good reasons behind this: you can often save orders so it’s easy to reorder supplies in future.

Plus, you can sign up to receive points or rewards for your purchase and apply them towards future purchases.

How about you? What’s the one office supply item that always seems to catch you by surprise once you’ve run out of the item? How will you use the above tips to help prevent last-minute restocking? Join in the conversation and leave a comment below!

Follow Rashelle:
Rashelle Isip is a New York City-based professional organizer and productivity consultant who helps people get organized so they can stress less, have more fun, and be happier at home. Her work has been featured in Good Housekeeping, Fast Company, Cosmopolitan, The Washington Post, Business Insider, and The Atlantic. Get access to her free guide, 10 Simple Ways to Make Your To-Do Lists More Effective, by clicking here.
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2 Responses

  1. Cade

    Great read, always looking to save around the office. I just wanted to share something I’ve been doing recently. I run an office and have noticed that unused toner was piling up in storage. Looked into returning but that was no good. Tried out the site and was impressed. They had quick service and that payout was nice.

    • Rashelle

      Thanks for sharing, Cade!