Office supplies can be expensive, so keeping track of what your office has in stock and monitoring how quickly supplies are being used is really important. If you've never done inventory before, you might be feeling a little overwhelmed. Don't worry, we're going to walk you through the entire process so you can manage your inventory like a pro! We'll start with some basic setup tips and then move into specifics about the tracking and reordering process.

2

Keep supplies stored in a central location.

  1. Designate a specific area for supplies so you can keep track easily. You probably already have a special area for your office supplies, but if you don’t, set one up! Monitoring and tracking supplies is far simpler when everything is stored together in the same space.[2]
3

Organize the supply area so it's easy to navigate.

  1. Group and label items so finding and tracking them is a breeze. Start by sorting through all of the supplies and putting like with like. Then, decide how you want to organize the supplies inside the space.[6] Think about the items you need on a daily, weekly, or monthly basis. Then, arrange them so the ones you need most often are easy to see and get to. After you do that, label the shelves, baskets, or containers with the name of each item.[7]
    • For example, put frequently-needed supplies at eye level for easy access. Items like toners and printers can go on higher shelves since you won’t need to get them that often.[8]
    • If you have a lot of supplies, organizing supplies alphabetically by name might make things easier to find.
    • You could also group supplies according to departmental needs.[9] For example, put accounting supplies on one shelf and administrative supplies on a separate shelf.
  2. Advertisement
6

Count the items and add the totals to your spreadsheet.

  1. Create a final column to keep track of current stock levels. Plug the total number you have in stock for each item into the final column on your spreadsheet. Save this spreadsheet and keep it on your desktop so you can access and update it easily.[12]
    • If you want to be more detailed, create a “trigger point” column and plug those numbers in, too. The trigger point is the recommended amount of each item to keep stocked at all times. Once stock drops below the trigger point, it’s time to re-up! This way, you’ll never run out of anything.[13]
7

Use inventory management software for bigger offices.

  1. Software simplifies the inventory process if you have a lot to track. For large offices with lots of supplies in storage, investing in inventory management software is worth the money! First, type in the supply names and how many you have of each in stock. Then, the inventory manager updates the stock totals each time they remove supplies from the area.[14]
    • If updating the program isn't possible in real time, the manager can keep a written log of items as they're taken out and input the data later on.
    • Set up the software to send desktop or text message alerts when items hit their trigger points so you never miss a beat!
    • Each program works differently so be sure to get something that makes sense for your office. For example, some programs allow you to scan bar codes to record current stock levels. This is great for large offices with lots of supplies!
  2. Advertisement

Expert Q&A
Did you know you can get expert answers for this article? Unlock expert answers by supporting wikiHow

  • Question
    What can you use to keep office supplies?
    Caitlin Jaymes
    Caitlin Jaymes
    Closet Organizer & Fashion Stylist
    Caitlin Jaymes is a Closet Organizer and Fashion Stylist based in Los Angeles, California. With a background in Fashion PR and Fashion Design, she specializes in creating wardrobes for her clients with pieces they already own. She has experience working with celebrities, editorial shoots, and men and women of all ages. Caitlin uses fashion and organization to help instill and influence confidence, ambition, and stress-free lifestyles for all her clients. She runs her business by two guiding principles: “fashion has no rules, only guidance on how to look and feel your best” and “life has too many stressors, don’t let clutter be one of them.” Caitlin’s work has been featured on HGTV, The Rachael Ray Show, VoyageLA, Liverpool Los Angeles, and the Brother Snapchat Channel.
    Caitlin Jaymes
    Closet Organizer & Fashion Stylist
    Expert Answer

    Support wikiHow by unlocking this expert answer.

    You can use drawers with dividers that expand to fit their width and length. Divide the drawers into as many segments as you want and keep different items separately.
  • Question
    How can I keep office supplies efficiently?
    Caitlin Jaymes
    Caitlin Jaymes
    Closet Organizer & Fashion Stylist
    Caitlin Jaymes is a Closet Organizer and Fashion Stylist based in Los Angeles, California. With a background in Fashion PR and Fashion Design, she specializes in creating wardrobes for her clients with pieces they already own. She has experience working with celebrities, editorial shoots, and men and women of all ages. Caitlin uses fashion and organization to help instill and influence confidence, ambition, and stress-free lifestyles for all her clients. She runs her business by two guiding principles: “fashion has no rules, only guidance on how to look and feel your best” and “life has too many stressors, don’t let clutter be one of them.” Caitlin’s work has been featured on HGTV, The Rachael Ray Show, VoyageLA, Liverpool Los Angeles, and the Brother Snapchat Channel.
    Caitlin Jaymes
    Closet Organizer & Fashion Stylist
    Expert Answer

    Support wikiHow by unlocking this expert answer.

    Categorize the supplies. Then keep the items of frequent use on the top. You can keep the things you do not use at the bottom.
  • Question
    How do I declutter my office supplies?
    Ashley Moon, MA
    Ashley Moon, MA
    Professional Organizer
    Ashley Moon is the Founder and CEO of Creatively Neat, a virtual organizing and life coaching business based in Los Angeles, California. In addition to helping people organize their best life, she has a fabulous team of organizers ready to de-clutter your home or business. Ashley hosts workshops and speaking engagements at various venues and festivals. She has trained with Coach Approach and Heart Core for organizing and business coaching respectively. She has an MA in Human Development and Social Change from Pacific Oaks College.
    Ashley Moon, MA
    Professional Organizer
    Expert Answer

    Support wikiHow by unlocking this expert answer.

    Follow the same steps you would for any other organization project: sort, purge, organize, and make a home for everything.
Advertisement

References

  1. https://bizfluent.com/how-4518917-manage-office-supplies-inventory.html
  2. https://getwindfall.com/4-clever-ways-to-manage-your-office-supply-budget/
  3. https://www.theorderexpert.com/organizing-tip-how-keep-track-office-supplies/
  4. Caitlin Jaymes. Closet Organizer & Fashion Stylist. Expert Interview. 16 December 2019.
  5. Caitlin Jaymes. Closet Organizer & Fashion Stylist. Expert Interview. 16 December 2019.
  6. Ashley Moon, MA. Professional Organizer. Expert Interview. 30 August 2019
  7. https://www.forbes.com/sites/theyec/2018/10/17/five-ways-to-improve-your-inventory-management/?sh=2b6bee492b7d
  8. Caitlin Jaymes. Closet Organizer & Fashion Stylist. Expert Interview. 16 December 2019.
  9. Caitlin Jaymes. Closet Organizer & Fashion Stylist. Expert Interview. 16 December 2019.

About This Article

Caitlin Jaymes
Co-authored by:
Closet Organizer & Fashion Stylist
This article was co-authored by Caitlin Jaymes and by wikiHow staff writer, Amber Crain. Caitlin Jaymes is a Closet Organizer and Fashion Stylist based in Los Angeles, California. With a background in Fashion PR and Fashion Design, she specializes in creating wardrobes for her clients with pieces they already own. She has experience working with celebrities, editorial shoots, and men and women of all ages. Caitlin uses fashion and organization to help instill and influence confidence, ambition, and stress-free lifestyles for all her clients. She runs her business by two guiding principles: “fashion has no rules, only guidance on how to look and feel your best” and “life has too many stressors, don’t let clutter be one of them.” Caitlin’s work has been featured on HGTV, The Rachael Ray Show, VoyageLA, Liverpool Los Angeles, and the Brother Snapchat Channel. This article has been viewed 24,181 times.
7 votes - 100%
Co-authors: 5
Updated: February 27, 2022
Views: 24,181
Categories: Office Management
Advertisement