A messy supply cabinet can quietly cost your business time, money, and employee satisfaction. When items are misplaced, overstocked, or out of sight, staff end up making unnecessary purchases or wasting time hunting down basics like pens, paper, or printer ink. An organized, well-maintained supply area helps reduce waste, improve team productivity, and create a cleaner office environment.
Here’s how to organize a shared office supply cabinet to keep things simple, accessible, and efficient.
- Start With a Full Inventory Audit
Before organizing, assess what you already have. Remove expired or broken items, group duplicates, and set aside anything your team doesn’t regularly use. Common categories include:
- Writing tools (pens, markers, highlighters)
- Paper products (notepads, printer paper, sticky notes)
- Tech supplies (batteries, chargers, cables)
- Filing supplies (folders, labels, binders)
- Breakroom basics (paper towels, cutlery)
Use an inventory template like those available from Airtable to document what’s in stock.
- Group Supplies by Category and Frequency of Use
Store the most-used items—like pens, sticky notes, and paper—at eye level and in the front of the cabinet. Reserve lower or higher shelves for backup inventory or infrequently used supplies. Group similar items together using clear bins or drawer organizers for easy visibility.
Label shelves and containers with printed tags using a label maker like Brother P-touch, or use color-coded bins to differentiate supply types.
- Set Reorder Thresholds to Prevent Stockouts
Assign minimum quantity levels for each supply category. Once you hit a reorder point, you or a designated team member should restock. For example, if your team goes through three reams of printer paper weekly, set a threshold at one remaining ream to avoid running out.
Inventory tools like Sortly allow you to set alerts when stock dips below a preset level, making it easier to keep essentials on hand.
- Post a Clear Restocking Process
Avoid supply confusion by posting a one-page guide inside the cabinet that includes:
- A list of what’s stored
- Minimum stock thresholds
- Who to contact to restock
- Links or QR codes to order forms or vendor sites
This ensures consistency, even when the person managing the cabinet is out.
- Rotate Older Supplies to the Front
Use a “first in, first out” system to prevent waste, especially for items like pens, markers, or perishable breakroom goods. This practice helps ensure older items are used before new inventory is opened.
- Make it Easy for Team Members to Contribute
Encourage everyone to take responsibility for maintaining order. If a bin is running low or something is out of place, empower employees to flag it or request restocking via a shared form on Google Forms or a workspace platform like Asana.
- Cut Costs While Restocking
When it’s time to restock supplies, use cashback tools like Rakuten, Ibotta, or Fluz to reduce effective spend. With Fluz, for instance, you can earn cashback with a Staples gift card or get rewards with an Office Depot gift card, making your regular supply purchases more cost-efficient without changing vendors.
A well-organized supply cabinet helps your team work more efficiently, reduces waste, and supports smoother day-to-day operations. With smart tracking tools and cashback platforms, you can manage your supply system like a pro—without going over budget.
