https://www.bin-store.com/blog

When you are trying to keep your office supply room stocked, you may find yourself in a constant battle with your employees. The supplies are of course there for them to use, but often their idea of what constitutes an appropriate use of the supplies and yours are going to conflict. Often however you can reduce these problems through clear communication. Here are some tips for managing your supply room and your employees.

• Create an official office supply policy and procedure. This policy will stipulate to employees any and all rules applicable to using office supplies. It will tell employees what uses for company supplies are allowed and what uses are not, whether it is all right to borrow supplies and return them, what the procedure is, and so on. It should also list consequences for breaking your policies.

• Create an employee supply request form, and discourage employees from stashing away supplies for future use. Employees sometimes get paranoid the office will run out of something, and they are determined to have the supply for themselves when that happens (you know the type—that person who has a secret stash of print cartridges, and for whatever reason needs three hole punchers at their desk). Explain to them that this is unnecessary, and then tack up a checklist in the inventory cabinet which employees can write on. Encourage them to request items they need or report when a supply is running out. This will reassure them that you are on top of things.

• Have an organized supply cabinet. How many times have you thought an employee ran off with something, only to find that it was buried in the back of the supply cabinet where you would never find it? Look up office supply organization ideas, and purchase office supply organizer boxes. Tilt-out plastic storage bins work great for sorting supplies. When you organize the office supply closet, you and your employees will always know whether inventory is in stock.

• Set up a “store.” If you cannot stop your employees from taking office supplies for their own personal home use, consider setting up a “store” in the office. A lot of employees will be fine with paying for the supplies they take; they are stealing them out of convenience, not out of a desire to drain the company of money. Have a notepad where employees can report items they have taken and kept for themselves. This will help you keep track of supplies running out so you can order more, and you can simply bill them at the end of the month.

It is tricky trying to get your employees to follow company policies in regards to inventory, but you will have much better luck if you follow these practices. Keep your supplies organized and easy to access, encourage employees to communicate with you about supplies which need ordering, and understand that most of the time, the reason for the lack of cooperation isn’t malicious. Be sure to ask for your employees’ input on office supply room organization and management ideas as well!