Buying Office Supplies

Tailor your supply closet to suit your staff's needs...without going over budget!

I’ve worked in small, mid-size and large offices, and while each company needed the usual office supplies – hanging files, ballpoint pens, highlighters, Post-It® notes – it was sometimes hard to gauge how much was enough. I remember receiving a call once from an independent vendor who promised wholesale merchandise, and rang our little non-profit nearly every day. I finally caved after her persistent sales pitches, only to wind up over-ordering simply because I wasn’t quite sure what I needed. Unprepared and impulse-shopping, I placed an order that seemed logical at the moment. Needless to say, there was little room left in the closet…and we had Post-It® notes to last us into the next millennium (not to mention I went way over budget)! So, in an effort to help you avoid the same predicament, here’s a useful list of questions to consider when placing your next order for office supplies:

1. How many people work in your office?
2. Are you ordering for your immediate staff or multiple groups within your office?
3. What are items that can be ordered in bulk?
4. How much storage space does your office have?
5. Which items are used (and need replacement) most frequently?
6. What sort of budget are you working with?
7. Should you choose generic supplies vs. name-brand?

As most of us know, there are many sources one can shop for office supplies – between Staples, Office Depot and Office Max, to name a few, the options can appear overwhelming, along with the often daunting assignment of simply getting the list of supplies together. A seemingly easy concept – taking an inventory of what your office needs and then deciding where to buy it – quickly becomes a nightmare. The time it takes to establish who wants what, trying to stay within budget, and even getting the customer service you may require often makes ordering office supplies a dreaded task. While many of the online sites offer a wide array of products, one company that seems to take a lot of the legwork out of the process is Shoplet.com. If you set up an online Customized PrivateNet Account, they’ll literally do the work for you. You can quickly open your own online account to customize and easily manage your purchases, find items, place re-orders, review your order history and even create pre-approved shopping lists. This feature, aptly called “e-procurement solutions”, will definitely save your company time and money (as well as a few headaches), as there was quite a bit of positive customer feedback on their site. They also offer free shipping for orders over $45 and with their 110% Price Guarantee, they are definitely an online site worth checking out.

 

Minimize your time, maximize your savings

Online shopping no longer requires hours of research. Many companies now offer helpful features such as one-click ordering and budget management tools.
Try: Open an online account with Shoplet.com to customize and easily manage your purchases, quickly find items and create pre-approved shopping lists, and you’ll be done in no time!

Buy in Bulk

Most office supply stores will offer you a discount when buying in bulk. You may choose to shop in person at warehouse stores (which are well-known for offering bulk items); however, I find it more convenient overall to shop online.
Try: Many warehouse stores, such as Lowe’s, Costco and Sam’s Club, offer bulk merchandise such as stationery and paper products, along with certain furniture items. However, office suppliers such as Staples offer bulk buying plans which may be more suitable to your needs.

Comparison Shop and Save

Take a good look at what you're already spending - are you getting the most bang for your buck? If the answer is 'no', you may want to re-evaluate your company's spending habits before placing your next supply order.
Try: Do your homework online and compare prices. Shoplet.com offers deep discounts across the board – put them to the test with their 110% Price Guarantee.

 

• Know your Numbers: Although it's probably the most obvious factor, the amount of people you're ordering for is one of the first things to considering before placing an order. If you have a small or mid-size staff (less than 30 employees), you can most likely order enough supplies to last up to a year, with certain items (such as ink, toner and paper) re-ordered more frequently based upon your office's requirements.
• Standardize your Order: If you're ordering for multiple groups (for example, six different departments with 20 people per department), it's important to know what preferences staff members have. If you know in advance if a standard style or color (i.e., yellow highlighters or a particular brand of copier paper) is acceptable for everyone, this will ultimately streamline the ordering process, allowing you to order in volume if everyone is agreement upon certain standard supplies.
• Quantity or Quality? Use your better judgment when choosing supplies - certain items are worth splurging for in the long run, especially where quality counts or your company image is at stake (i.e., furniture items, or even the folders you're choosing to present during an important meeting).

Copyright © 2011 Business.com, Inc. All Rights Reserved.

---