Office Managers have many responsibilities, and a very important one is inventory management — especially since it involves each person in the company. Common areas need to be well stocked with hand soap, sanitizers and tissues, cleaning supplies need to be maintained for the cleaning staff and conference rooms need to be fully operable and stocked at all times. The Office Manager or other person responsible for the inventory knows that these critical decisions directly affect the bottom line. You don't want to order too much and waste money. Conversely, you also don't want to order too little and have to order more frequently, possibly missing out on valuable bulk discounts. A solid office organization and inventory management system should be in place and carefully reviewed throughout the year. 

Taking Stock -Top to Bottom

The first part of a good inventory management system is knowing what you have. Take stock of existing inventory using an inventory tracking software application, and enter each item by category. Must-have office supplies include writing instruments such as pens, pencils and markers. Stock up on necessary desk supplies, including paper clips, staples and rubber bands. And, don't forget all the types of paper you use, from copier paper to computer paper, notebooks and legal pads. 

You should also keep an inventory of your furniture, including the condition of each piece. Not only does this let you know if more office chairs or computer desks are needed, but it also helps monitor when replacements should be purchased.

Note your filing and mailing supply levels. Ask employees to keep track of toner, ink for rubber stamps, and cleaning supplies so you know what is needed right away. Consider having each person complete a quick survey on the items they use every day so you can determine proper stock levels. Using this information from employees and comparing it to inventory levels can give a better picture of what office supplies are being used most — and what may not be used at all.

Organizing Around the Office

An organized office is crucial in maintaining proper inventory management. Make sure all office supplies are stored in one location, if possible. Organize items in a way they can be clearly seen. Use easy-to-read labels so you can gauge inventory levels and prevent ordering too much.  

If your storage is organized, it's easier to see when office supplies are low. Hang a clipboard in the storage room with a checklist for employees to record when items are approaching low levels or use inventory software to keep track of what's being used. 

Get Ahead of the Reorders

As part of your inventory management plan, you can set reorder levels so the office always has what's needed. Make a note of busy times of the year, and increase stock to meet spikes in demand. Set a safety or buffer stock limit to prevent shortages, and take lead time into account. If you're using inventory management software, set up alerts when you're getting low, giving yourself enough time to reorder.

Do your printer supplies take four weeks to arrive — when your ink and paper take only a few days? Document the timing of product orders to avoid shipping and shortage issues. Paying more for express shipping on an item crucial to your business is likely a preventable expense.

Purchasing bulk office supplies is an easy and effective way to save the company money. Running out of office supplies and replacing them at retail prices can add up over the course of a quarter or fiscal year. Proper stock rotation also saves money, even with non-perishable items, as toner and ink can dry out, and other materials may degrade over time. In addition, pay attention when new office supply products come on the market that make your current stock obsolete. And, consider private brands wherever possible. 

Ensuring your office is always well-stocked with essential office supplies can may ultimately cut down on expenses. A bit of planning and proper inventory management can prevent you from running out. A major advantage for smaller businesses on limited budgets is maintaining enough cash flow. Having a tightly controlled inventory management system prevents money from being tied up in storage rooms and frees it up for other areas of the business that are critical to growth,  profit and top-notch customer service.