Most offices, particularly smaller ones, are feeling the crunch of the downturned economy and are going to great lengths to save money. Office administrators often find themselves searching for every possible avenue to save money from event planning to purchase office supplies.
It is not unusual for a mid-sized office to have an annual budget of $25,000.00 or more to spend on office supplies. If the office also has a kitchen or canteen area, that number can go up drastically. Cutting back means finding any supplies that are not totally necessary and finding those that are necessary at discounted prices.
Eliminate Unnecessary Supplies
During prosperous times employees become accustomed to asking for supplies and having them ordered, basically with no questions asked. For example, many people have very strong preferences when it comes to writing pens and will ask to have them ordered. It’s not unusual to see a supply room with ten or twelve different types of ink pens. These types of purchases are among those that can be cut back.
Office administrators should inventory the office supplies and make note of any that are not necessary to for day-to-day operations. This alone will make the office supply budget decrease dramatically. Employees who have strong preferences for certain items can purchase them themselves.
Discounted Supplies
Many office administrators automatically purchase supplies from the retail office supply chains. These chains don’t always offer the lowest price. However, they will compete with other suppliers if they are given the opportunity.
Office Depot has a business section where only registered businesses can shop. It is a separate website with accounts set up and the pricing is very different. Local office supply companies can often offer better discounts than the larger chains. Calling around for pricing can be worth the time invested.
Coupons and coupon codes for office supplies can be found on the Internet and in local mailers. These can save a lot of money when used. Some offer free shipping and a dollar off amount when used.
Recycle Supplies
Too often employees throw away supplies that could be recycled. Pens and pencils can be put in a large container and labeled as recycled. This eliminates pens being thrown away just because they aren’t being used.
Copy paper that is used for draft letters and reports can be re-used to send faxes. The back of the paper is clean and is the only side seen on a fax. Not only does this save money, it also helps save trees. Another paper saving option is to use email whenever possible rather than printing communications.
File folders can be re-used when a project is finished by simply using filing labels to cover up the old file name. This is true of file jackets and hanging file folders.
Saving money on office supplies is a good first step in helping the office survive during times of economic slowdown. It is also a great way for the office manager or administrative coordinator to show they are doing their part in cutting budgets.
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