Every small business has supplies that they need over and over again. Printer cartridges, printer paper (affiliate), copier paper, pens (affiliate), staples, etc… are always used. To help make your office more efficient, why not create a frequently used supply list. Here is how to make one for your small business.
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What supplies need to be on this list?
First, decide which supplies you use most often. Do this by taking a stack of Post-its and sticking them to each supply you use and replace often.
Then go around and make a list of all the items that you frequently use.
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Determine how much you buy and how often you buy them.
Now, write down how much you buy of those supplies. By visiting older orders, you can determine the right quantity you will need.
Review the receipts for the supplies you have and determine how often you buy these items. And, write down how often you buy it. If you track your supplies and know where they come from, you can look at your bank register in QuickBooks or Quicken (affiliate) to get a better idea of how often you buy the supply item.
How should you track the frequently used supplies list?
I like to use a table to track this information. Be sure to add a check box next to each item to help check off what you need.
Now it is time to allow others to review the list.
Print out the list and have other employees who may add to it review it. This way, they can give you feedback on items that you may or may not have missed. Making modifications as needed will demonstrate that you are incorporating the other employees’ suggestions into the frequently used supply list.
Now print it and post.
After the list is complete, print it, laminate it, and hang it in a visible place. Attach a dry-erase marker to the laminated paper.
Here is an example of one I created that you can use for free.
If you prefer a digital copy, share the file in a shared folder so all the employees know where it is and allow them to access it to add quantity as needed.
I hope this helps you save money and not over buy these supplies. Even though you use them often, it doesn’t mean you need to buy a lot of them. By tracking these supplies, you will better know what your expenses are and when you buy them. So, try it out and see if it saves you time and money.
