How do u manage office supplies?

Question

Hi Im an executive assistant and I order office supplies for the staff of 50......i keep stuff handy in a draw (Which gets cleaned out fast) We even have a office supply machine with our basic needs in there. I also take request by email if they need anything special like folders binders, headset, pens they prefer.

Im wondering whats the best way to tame the office supplies. I want to get rid off my cabinet and just have the supply pro machine and them asking me for orders. I think that will make them think twice.

Answer 1

Circulate a notice saying that office supplies costs are running high (whether they are or are not).

Put up a signout sheet and have everyone who needs something fill in what they took. Tell them this is to better track inventory and make ordering new supplies easier. People will take only what they need if there is a public record of it. Your e-mail records are viewable by you and you only. Everyone can see that JimBob uses too many pens, or is a staple hog (using my system).

This has worked at two different offices where I have contracted.

Answer 2

you should set up and e-procurement plan between you and whoever approves all of your purchases. http://www.shoplet.com/ has one, and it is what we use at my company. its the best way to handle all orders and to accept/ decline orders and you can set up a budget. we had to do this because we had the same problem we were going over budget every time once we set this up in place we havent had any issues since

what you can also do is put half of the supplies that you get in the public closet and keep the rest locked

Answer 3

Send out an e-mail stating that if they need a bulk order of stuff to have you order it. Also in that e-mail let them know that they need to only take what they need and that they should get all of what they need out of the machine instead of the cabinet.