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office stationery

Know the factors that shape your office stationery budget?

stationary-set 

Planning your company’s monthly and annual budget is an essential but, at times, complicated task. Predicting exactly what the business will need and how expenditure should be divided so that it can run smoothly and successfully is tricky. Your office stationery budget is important but determining it doesn’t need to be stressful.

Here are the factors that influence the size of your stationery budget 

Eliminating stationery wastage will help save costs and is eco-friendly. Before drawing up a stationery budget, you must determine your company’s wastage. Some of the biggest areas of wastage are related to unnecessary documents being printed – wasting paper, printer ink and electricity. The monetary value of these resources can be saved and pumped back into the stationery budget to buy other products, or be channeled into another resource. Does your office have stockpiles of envelopes, for example, that never get used? Identify these redundant items and scratch them out of the budget.  

Simple measures to reduce office stationery waste

Staff need to be educated and made aware that wastage is an issue. Individual print quotas can be introduced to make people more mindful about paper use. Rather than having people discard their unwanted documents into the bin, use a recycling bin or create a scrap paper box that can be used for rough note making. Storing as much as possible electronically as opposed to on paper, will minimise paper use further and make trying to find files so much easier.  

The size of your organisation is one of the main factors that determine your office stationery budget. Are you a single branch or a national chain? How many of your staff require stationery to do their jobs? The kind of business you do will also determine the importance of stationery and hence the budget required. Are you a bank, fashion brand or machinery company? Even your branding will influence how much you can afford to spend on stationery and dictate your branded stationery needs. If you are a company that physically delivers products, paper invoices are essential. If you provide services, an electronic invoice may suffice.  

Stationery categories

The first category is stationery essential for delivering products or services to your clients. Ask yourself: if we ran out of these items, would it affect our ability to keep providing a service, until stocks were replenished? This may include branded letterheads, envelopes and business cards.

The second category includes utility items like pens, ink cartridges, paper and folders. Depending on the nature of your business, you may have completely different items in either category. When planning the office stationery budget, items in category one should receive higher priority than category two.  

Forecasting stationery use will influence how much of the budget you need to allocate to it. A survey of staff about what and how much they use will give more accurate results than guesswork.  Once you have an idea of wastage and have implemented ideas to reduce this, you can deduct this from use and get a clearer picture of your office’s actual stationery requirements. Based on your office stationery budget, you can choose your supplier. Choosing a single supplier for all your needs, across all branches and departments will ensure huge saving costs and make procurement more efficient.

 

Image Credit: vectors4all.net

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David Adams
23 June 2017
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