How do I reduce my business stationery spend?
It is easy for operational expenses like stationery to spiral out of control, especially if they aren’t actively monitored.
Controlling stationery costs
Whether you’re running a small business or managing a larger company, controlling stationery costs can free up the budget for other priorities without impacting productivity.
Here are actionable tips to help you reduce your stationery spend while ensuring your team has what they need to perform at their best.
1. Audit and streamline your needs
Start by conducting a thorough audit of your current stationery usage. Identify:
- Frequently ordered items
- Unused or rarely used items
- Departments with the highest consumption
This analysis will help you understand where waste occurs and allow you to create a streamlined list of essential items. For example, if branded pens are frequently ordered but rarely used, you can limit their availability.
2. Introduce restricted lists for larger companies
For businesses with multiple departments, it’s common for stationery reordering to become a free-for-all. Implementing restricted stationery lists can provide significant savings:
- Centralised ordering: Use a single platform for all stationery orders, which simplifies monitoring and approval processes. Our clients can order directly via our webstore within their own company account.
- Pre-approved lists: Create a catalogue of approved items that employees can reorder as needed. This prevents excessive or unnecessary purchases.
- Budget limits: Set budget limits per person or per business account.
- Tiered access: Grant different levels of access based on department needs. For instance, the marketing team may have access to branded items, while general staff do not.
You should also be looking at consolidated deliveries – one large order per week or month rather than small deliveries each day – this is more sustainable and can bring overall cost savings.
3. Build relationships with suppliers
As a stationery supplier, here at Chrisbeon we can yield discounts and better terms – and our ‘stationery’ includes cleaning products, tea and coffee, toilet rolls, PPE and more, which allows clients to get everything they need from one supplier:
- Bulk discounts: Order in bulk for commonly used items like paper and printer ink to secure lower prices.
- Two-day delivery: We offer a two-day delivery option, rather than next-day, for stationery – which offers savings.
- Online accounts: Use our online ordering via a company account to make things swift and easy.
4. Encourage accountability among employees
Cultivating a culture of accountability helps reduce waste.
- Raise awareness: Share stationery costs with employees so they understand the financial impact.
- Encourage responsible use: Promote habits like printing double-sided or reusing partially used notebooks.
- Monitor consumption: Regularly review department-specific usage patterns and address any spikes.
5. Explore sustainable and cost-effective alternatives
Sustainability doesn’t have to come at a higher cost. In fact, eco-friendly alternatives can often be more economical in the long run:
- Use refillable pens and markers
- Opt for recycled paper and recyclable toner cartridges
- Use reusable or digital notebooks like the Magic Whiteboard notebook and the Rocketbook Fusion
- Buy pre-loved storage and items such as screens and whiteboards.
Reducing your stationery spend is a simple yet effective way to cut costs and improve efficiency in your business. By creating restricted lists for larger companies, switching to digital or reusable alternatives, and fostering a culture of accountability, you can significantly lower expenses without compromising on quality.
Take the time to audit your current practices and implement these strategies – you’ll likely see both your costs and environmental impact decrease.