In the daily activity of any company you need the use of many supplies. From pens and paper, to ink cartridges, Tab dividers, punch, plastic Bindings, Equipment and printing sheets, there are many inputs that are used daily in any activity.
And, little by little, the consumption of these elements can become a real expense for your company. That is why it is advisable to maintain, at all times, a clear inventory of your office supplies Toronto.
However, there are many ways to carry this type of records. Here we will tell you how to take advantage of a spreadsheet to inventory your office supplies.
Carrying out an exhaustive inventory of all the materials used in your office on a daily basis may seem like a titanic task, but if you do it with time and apply teamwork, you can achieve it.
These are the steps to follow to get a detailed inventory of your office supplies.
Walk through your workspace conscientiously. Look carefully at the materials found in each area and each desk and take note. Remember everything. Record exactly how much you have of each of the supplies. Accuracy is important. Recognize missing. See if there is any missing material, and ask your employees if they need you to provide something they do not have yet. Once you have completed the data, you can move forward with the creation of the inventory.
There are many programs that allow you to create and edit spreadsheets, the best known of which is Microsoft Excel. You can also use an online Google Docs spreadsheet.
Now we will talk about how to organize your spreadsheet so that it becomes your inventory of office supplies.
- Create categories. For example, you can create a category for all supplies that are articles to write, another for stationery, another for cleaning materials, etc.
- Write down everything in detail. Now, put the name of each supply, the amount you have, the amount you bought and when you estimate that a new purchase will be necessary.
- Keep the form updated. Dedicate one hour per week to this form, recording the variations in the use of different materials.
- Record new purchases before distributing them to your staff.
- Use the graphics tool. These will allow you to quickly find patterns of use.
- Calculate your expenses in advance. Now that you know what you have of each thing and how often it is spent, you can better plan when to buy and anticipate that expense in advance.
- Plan your purchases. By knowing how often you need to replenish a supply, you can calculate when to buy it before you need it.
At first it may seem like a lot of work, but once the first survey is done, your inventory will be easy to maintain and you will find in it an important ally. You will no longer find yourself with surprise expenses, or with missing ones in your submissions.