Sort and zone by category
Start by pulling everything out and sorting it into categories: paper, writing supplies, desk accessories, mailing, printer supplies, breakroom items and cleaning. Remove broken, expired or obsolete items, like toner for a printer you no longer own.
Give each category its own zone in the room. Keep fast-moving items, like printer paper and pens, closest to the door and at easy reach. Bulk backstock and seasonal items go on the top or bottom shelves. Heavy cases of paper belong on a low, sturdy shelf, never overhead, and nothing should block the light switch or the path to the door.
| Zone | Contents | Placement |
|---|---|---|
| Daily use | Pens, sticky notes, notepads | Near the door, eye level |
| Paper | Printer paper, letterhead | Waist height, heavy shelf |
| Printer | Toner, ink cartridges | Near paper, labeled by model |
| Mailing | Envelopes, labels, tape, boxes | One zone, middle shelves |
| Backstock | Bulk extras, seasonal | Top or bottom shelves |
Set par levels so you never run out
A par level is the minimum quantity of an item to keep on hand before reordering. For example, if you use two boxes of paper a week, you might set the par at four. When stock drops to four, it is time to reorder.
Write the par level on each shelf label so anyone can see when stock is low. The par levels guide explains how to calculate them.
Label for everyone, not just the office manager
Labels make the system work for the whole team. Label every shelf and bin with the item name and the par level. Use large, clear text and consistent placement.
Clear bins help with small items like binder clips and USB drives, since staff can see contents at a glance. The supply room labeling guide covers label formats.
Create a simple reorder routine
Assign one person to check the room weekly. They compare stock to par levels and add low items to a reorder list. A whiteboard, clipboard or shared spreadsheet in the room lets staff note what they used last.
Place orders on a fixed weekday. Predictable ordering avoids emergency runs and duplicate purchases.
- Weekly: check stock against par levels
- Weekly: submit reorder list
- Monthly: tidy zones and remove obsolete items
- Quarterly: review par levels as usage changes
Plan for dust, heat and deliveries
In Las Vegas, fine dust settles quickly, so store paper and envelopes in closed cabinets or lidded bins. Keep printer supplies and electronics away from hot exterior walls and sunny windows.
Give deliveries a landing spot near the door so new stock gets unpacked and put away the day it arrives, rather than stacked in boxes. If your office needs help setting up, our supply room organization service handles the full process.
