When running a business office, you’re not only managing people but managing the equipment and supplies your employees work with. Maintenance of office equipment and keeping supplies in stock is important. Yes, as important as maintaining good relationships with your employees and customers.
Have you ever printed a document only to find the ink or paper had run out. Hopefully, you are able to get replacement ink or paper from the supply room. What if there was no back up ink or paper for the printer?
Have you ever been in a rest room where there was no toilet paper, paper towels, or soap? Or you have a paper cut, but no band-aids? How about trying to put together a report and not be able to locate a stapler or paperclips? Or looking for a pen when yours runs out of ink?
These little items we use constantly, but often we don’t think about them until we need them. However small and inconsequential these items seem, each one is necessary to keep your office running smoothly.
Looking Professional
We may not think of using a stapler or printing a piece of paper as important. But it is. Rummaging around your desk for a paperclip because you can’t find the stapler, or not being able to print an invoice for a customer standing in front of you doesn’t look very professional. It makes your company, your employees, and you look, like you are not serious about what you do.
Keeping office furniture, floors, walls, and ceilings clean is essential to good business practice as well. Walking on sticky floors, sitting on crusty chairs, or looking at walls and ceilings full of cobwebs doesn’t send the message “professional”. It sends the message “I don’t care”.
Customers or employees don’t feel comfortable in a dirty and cluttered space. Let light in the windows, keep plants watered, and have an uncluttered chair by your (organized) desk for a customer to sit on. All give the impression of “I care about you and I care about my business.”
Leaders who give the impression of not caring about their professional image will affect their employees and their customers. The lack of a caring attitude will filter down to employees who will follow your lead.
Related: What You Must Know To Be a Successful Business Owner
Organization
Maintenance of office equipment and keeping everyday office supplies stocked ensures the office runs smoothly. It all comes down to organization. Whether you keep track of the office supplies and maintaining the office equipment, or you assign an employee the task, it’s a necessary job in your office.
Keep a list of office supplies and order or buy replacements then the next to last item has been used. For example, you take a ream of copy paper and notice there is one ream of paper left. Time to re-order! Don’t wait until the supply is gone to re-stock.
Having and using office equipment also includes repair and maintenance. When purchasing large machines, fill out warranty cards and keep invoices, instructions, and warranty paperwork where it is easily accessed.
If there are maintenance schedules for the equipment, put the date of maintenance in a diary system to follow-up. Some warranties require maintenance to not void the warranty. Carry out maintenance as scheduled by the manufacturer.
Other equipment may not have warranties, such as the keyboard and mouse, though they need maintenance as well. Encourage employees to keep keyboards and mice free of food and drink spills. Use canned air to clean out the keyboard on a regular basis.
Even the refrigerator and coffee pot need regular cleaning to keep them in good working order. Coffee pots or Keurig machines can benefit by a regular cleaning of vinegar or descaling solution. Clean out refrigerators weekly to avoid smelling like last night’s fish supper.
Related: Do You Think Office Organization Doesn’t Matter? Think Again!
Office Equipment and Supplies List
Keeping office machinery in good working order and everyday supplies in stock isn’t an option. It’s a necessity for your employees and your customers.
This list gives the basics, though some offices may need specialty supplies or machines.
| Rubber bands | Hole punch | Highlighter |
| Eraser | Pen/pencil | Pencil sharpener |
| Stapler/staples | Calculator | White out (correction fluid) |
| Paper/Paperclip holder | Pushpins | Ruler |
| Tape/Tape Dispenser | Envelopes | Stamps |
| Post It Notes | Lined Paper | Copy Paper |
| Scissors | Band Aids | |
| Adding Machine | Copy Machine | Printer |
| Fax Machine | Shredder | Computer |
| Keyboard/Mouse | Router | Modem |
| Phone system | Answering Machine | Coffee Pot/Refrigerator |
How do you keep track of supplies your employees need? Do you have a great solution for keeping track of maintenance schedules?
Hi, I’m Karen. Welcome to my website! I will show you how to establish the framework for an organized and successful leadership and office management system.
