No one likes a messy office. About the only thing that’s worse is a messy office supply closet. How can you print reports, invoices, or find any supplies when the closet explodes as soon as you open it? Here’s how to tame that supply closet and find anything in under 6 seconds.
Take Inventory
The first thing you need to do is take an inventory of all items in your closet. This means writing down everything that’s currently in there. If you’ve got empty boxes that need restocking, write that stuff down too.
For items that may have run out long ago, survey the staff to find out what’s missing, what they use, and what they use most of. Sometimes, people keep things at their desk that they use everyday or often. Take note of these items too.
Sort Through All Supplies
Sort through all of the supplies and organize them by type. So, all of your printer paper will be stocked together. All pens and paperclips will be stacked together, and so on. Ideally, you should have everything segregated.
Restock The Closet
Restock the closet with any items that may be low or are missing.
Use Labels Generously
Label everything in the closet and create an inventory system. You can use letters, numbers, or a combination method. The important thing is to create the basic skeleton of an organization system that can be put “on autopilot.” In other words, you want to label all items and define spaces for them. That will make it much easier to find them in the future, give visual cues for staff when restocking, and prevent clutter from piling up.
For label-makers, use something like the Dymo Labelwriter 450. It’s simple and effective.
Monitor Your Burn Rate
How quickly do you burn through supplies? This is something you need to keep track of. A good inventory management program can help you with this, or you can assign a staff member to watch the burn rate. Accuracy is key with this, since this will also help prevent the closet from devolving into its former cluttered self.
When employees become accustomed to a fully-stocked, and organized, closet, they will work to keep that system going. No one likes going to grab supplies only to discover that what they need is out.
Create a Protocol For Resupplying the Office
Part of keeping your closet well-stocked is having a system in place for restocking it on a regular basis. This means having a protocol or process for restocking. This could be a computer program that automatically tracks and reorders items when they’re low or a special position for staff members within your organization to reorder items.
Whatever system you choose, make sure that items are ordered on a timely basis, and that the closet is never empty. An inventory chart should be kept near the closet so that visual inspections can be done quickly and spontaneously.
Selina Aumiller is a self-confessed neat freak and small business owner. When she gets the time, she likes to sit down and share what she has learned with others. Look for her enlightening articles on many of today’s websites and blogs.
