Monday, October 08, 2012

Ways to Take Charge in the Supply Room

Now, don’t get excited – this isn’t that kind of blog post!  This is about putting the supply room under your control and making it a place where you rule. 

Of course, one of the main things that you are likely to be in charge of as an administrative assistant is supplies.  If you run out of paper, printer ink, pens, or any other office supplies, guess who people are going to run to?  That’s right – you!

If you want to take charge of your supply room the first thing you need to do is regular inventory checks.  Have an inventory list and do a check on inventory at least once a week.  The bigger the office is that you work in the more often you are going to need to do inventory but if you have a good list it will not take as long.

Another thing you should do is have a place for everything.  You shouldn’t need to check three separate places in the supply room for your pens.  They should be in the same place every time.  Yes, this means you will likely need to go in and tidy things up on occasion but this is one of those five minute jobs that you can do when you are in between tasks. Also, try to keep related items together.  For example, keep pens, pencils, erasers, and highlighters all in the same area.  Keep paper, notepads, and sticky notes in the same place.  It will make it easier to find things.

Finally, if you want less work for yourself, ask staff to fill out a requisition form 24 hours before they need supplies.  This ensure that you are the only one taking supplies from the supply room and items are not getting misplaced.  It will help you to stay on top of the inventory and you will be able to analyze which departments are using what supplies and how much they are using in a time period.

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