A well-maintained supply closet is one of the simplest ways to improve efficiency across your team. Whether you’re running a startup, managing a school, or coordinating a multi-department office, a smartly organized supply area reduces wasted time, prevents over-ordering, and supports day-to-day operations. But supply closets often become dumping grounds without clear systems.
Here’s how to build and maintain a supply closet that works—no matter the size of your team.
- Choose a central, accessible location
Select a spot that’s easy for staff to access but secure enough to monitor. For larger teams, this might be a dedicated supply room with shelves and locked cabinets. Smaller teams might use a sectioned cabinet or rolling cart.
If your team works remotely or hybrid, consider creating smaller distributed supply stations or issuing basic kits for home offices.
- Sort items by category and usage frequency
Group items into categories such as:
- Writing tools (pens, markers, highlighters)
- Paper products (notepads, sticky notes, printer paper)
- Filing and mailing (folders, envelopes, labels)
- Tech accessories (batteries, chargers, cables)
- Cleaning and maintenance supplies
Store frequently used items at eye level and less-used ones on higher or lower shelves. Use stackable bins and drawer units to maximize space. Reliable storage options are available from The Container Store, Uline, and Staples.
- Label everything
Clear, consistent labeling saves time and eliminates confusion. Use a label maker like the Brother P-Touch or printable labels from Avery. Consider color-coding by category for larger closets.
- Set inventory minimums and reorder thresholds
Establish minimum quantity levels for key supplies—when an item drops below this level, it’s time to reorder. Keep a laminated checklist near the closet, or track inventory digitally with tools like Sortly or Smartsheet.
You can also get a discount on Staples supplies by purchasing gift cards through Fluz, making restocks more cost-effective over time.
- Assign a supply coordinator
Designate one team member (or rotate the role monthly) to check stock levels, fulfill internal requests, and manage restocks. This keeps the closet from becoming neglected and ensures accountability.
- Implement a check-out or request system
For shared spaces, use a simple supply check-out form—either paper-based or through Google Forms. This system helps monitor usage, especially for expensive or frequently missing items.
- Perform monthly audits
Set a recurring reminder to audit the closet every 30–60 days. This prevents excess buildup, expired items, or unnoticed shortages. Use the audit to optimize your inventory list and reorder only what’s needed.
- Keep it clean and clutter-free
Wipe down surfaces, empty trash bins, and tidy up misplaced items regularly. Encourage users to return supplies to their designated areas and report any issues to the supply coordinator.
Final thoughts
A functional supply closet is more than storage—it’s a productivity hub. By staying organized, labeling clearly, and tracking inventory with intent, your team will spend less time hunting for supplies and more time getting things done.
With platforms like Fluz, you can also make every restock opportunity a chance to save, helping your organization stay stocked and on budget.
