Steps to Order and Maintain Office Supplies

maintain office supplies

maintain office supplies


Steps to Order and Maintain Office Supplies

To successfully manage the office operations, you need to supervise several tasks. One among these is the management and ordering of office supply items. Since they are a central part of daily office activities, you need to ensure that there is no shortage of any office items.

Here are few tips on how you can order office supplies successfully.

  • It is important that you organize all the office supplies properly. This will help you keep a track of the existing office supplies and order for the future needs. To avoid any confusion, try and maintain only one storage space for all the office supplies. This can also be the distribution center for these items.


Tip: if you have an extensive range of office supplies, categorize them and store. You can keep them in multiple shelves and label the shelves. This will make it easier for you to handle the office supplies.


  • Before you place the order for the office supplies, it is essential that you make a list of the required office supplies. You can make a rough list with pen and paper and then make the final version in the spreadsheet software. Recording the office supply list in the computer spreadsheet will make it easier for you to refer to it anytime.

Computer spreadsheet software has another added benefit. If you maintain your monthly list of office supplies here, you can analyze the things your organization needs the most. Thus, you can accordingly make changes in the list and ensure that you always have the supply of the much-demanded office items.


  • Presently, the best way to order office supplies is through the Internet. You can find a number of online stores that deals with office supply items. They have a broad range of items, serving you as a one stop solution. While you make online purchase, it is important that you check or verify the products once you receive them.

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Tip: always have a purchase order which will help you maintain the history of all the previous purchases you made.

  • You need to understand that the office supply demand will fluctuate every month. For example, if you come across that stationery items are used more in this month than the previous months, accordingly place a higher demand of stationery in the next moth.

Note: you need to keep a check about fluctuation on all the office items

  • It might be that your organization places a special demand for any particular item. In such a case, you can make a separate column for special orders.

Note: if you find that the special items has become regular every month, include it in your monthly office supply list.

  • There can be many such situations when you will face the shortage of certain items. Before you reorder for any item, consult with the office supplies manager or representative. He/she can suggest if you should order now or wait for sometime. Do not forget ordering all the office supplies in bulk can help you save money.

You need to consider the usage rate of the office item to reorder it.

  • In case of a big organization, it can be difficult for a single person to handle the inventory for all the office items. In such a case, you can give the access to the employees to directly take in the office supplies. Moreover, they can also order once any item gets finished.


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