As the calendar winds down, it’s the perfect time to conduct a supply audit—especially for small teams aiming to start the new year organized and on budget. Whether you’re running a startup, managing a remote staff, or operating a classroom or department, an end-of-year audit helps you reduce waste, avoid last-minute purchases, and make smarter supply decisions moving forward.
Here’s a straightforward checklist to guide your office supply review and prep your workspace for a productive year ahead.
- Inventory What You Have
Start by reviewing what’s currently in stock. Open drawers, cabinets, and supply closets to take inventory of:
- Writing instruments (pens, markers, highlighters)
- Printer paper and notebooks
- Ink and toner cartridges
- Filing materials and folders
- Cleaning or breakroom supplies
Use a spreadsheet or tools like Google Sheets or Airtable to track quantities and usage.
- Identify Overstock and Underused Items
Flag items you didn’t use much this year. Excess quantities of certain materials might signal a need to order less next time. Conversely, note any supplies you consistently ran out of or had to reorder mid-year.
Questions to ask:
- Are there unused bulk purchases sitting in storage?
- What items are repeatedly requested by team members?
- Were any supply-related delays or shortages reported?
- Check Tech Supplies and Peripherals
Don’t forget tech accessories like batteries, chargers, printer cables, and mouse pads. These often go unnoticed until they’re needed.
Pro tip: Check the expiration dates on surge protectors and backup batteries. Most have a recommended replacement window.
- Inspect Equipment Condition
Review the condition of shared equipment:
- Scanners and printers
- Label makers
- Staplers, hole punches, and paper trimmers
If anything is broken, missing parts, or barely functioning, note it for replacement or repair.
- Review Your Annual Spend
Look back at your office supply expenses for the year. Tools like QuickBooks or Expensify can generate category-based reports to show what you spent most on.
Key areas to track:
- Office consumables (paper, ink)
- Furniture or large-ticket items
- Subscription services (software, cloud storage)
- Shipping and mailing supplies
- Organize and Label Remaining Supplies
Consolidate scattered materials into a central supply station. Use stackable drawers, bins, or wall organizers. Label everything clearly to streamline access and reduce future clutter.
Supplies to help:
- Create a Reorder Plan
Once your inventory is updated, make a list of what to restock, and when. This avoids overbuying and helps take advantage of January sales or back-to-school inventory cycles.
Consider setting recurring reminders in your digital calendar or using a shared project management tool like Trello or Asana.
- Donate or Recycle What You Don’t Need
Extra notebooks, folders, or lightly used supplies can be donated to local schools or non-profits. For recycling old electronics and toner cartridges, try Staples recycling program.
Final Thoughts
A year-end supply audit is more than just good housekeeping—it’s a proactive way to reduce waste, control costs, and prepare your workspace for a successful year. By reviewing usage trends, refreshing your setup, and organizing inventory, your small team can enter January equipped and ready to work smarter.
