Do Business Well

1. Minimise your stationery stocks

You probably have several stationery stores. People hoard paper, stationery and office sundries. Get them to have a big turn-out, and see how many pens, pencils, rubbers, clips and stapling machines they are hoarding. Then collect everything together and put it back into your office stationery stores. The same applies to letterheads, envelopes, photocopying paper etc. You could quite easily find that you have one or two months’ stationery purchases in stock around the offices, plus another two or three months’ in the stores. So why not get it under better control (you may even find you don’t have to buy stationery and sundries for a couple of months)?

2. Stationery purchasing by a trained buyer

Some companies leave stationery buying to a secretary or senior clerk. However, there is much more to buying than placing orders with the same supplier. One of your buying staff may make a sizeable impression on your purchase prices, obtaining competitive quotations and considering contracts with large quantity discounts.

3. Control the consumption of pens, pencils, erasers etc

You’ll find you’re supplying these items to half the neighbourhood. Pens, pencils etc just drift into other people’s hands, so limit their issue and you’ll save expense.

4. Consolidate forms

If you can put two internal reports on to one sheet you will halve the amount of paper, photocopying and messenger time etc without reducing the amount or value of the information.

5. Control the use of the photocopier

Uncontrolled use of the photocopier can lead to abuse. However, employing a full-time operator can also be expensive. Keep a watchful eye on photocopier use and make sure you don’t have a queue of staff watching the operator at work.

6. Restrict the number of internally circulated copies

See if you can reduce the number of copies being circulated. Apart from the cost of the paper etc, it involves the recipients in a lot of reading time which perhaps could be more wisely used.

7. Reduce the amount of photocopying paper being used

Use both sides where possible and use a larger paper size to copy two or more documents at the same time.

8. Avoid using photocopying paper for internal and less important documentation

Cheaper quality paper can be as little as half the cost.

9. Appreciate the cost of computer stationery

Find out how much computer stationery costs and you’ll soon reduce the mass of computer reporting that takes place.

10. Use the appropriate printer ribbon

Use carbon ribbons in your computer printer where a very high standard of presentation is essential. Reusable ribbons are adequate for less important documents.

11. Type on both sides of file copy paper

Fifty per cent of the cost will be saved.

12. Address envelopes as cheaply as possible

Remember window envelopes? Or use a word processor to store and retrieve your mailing list, then print out on to adhesive labels.

13. Check waste-paper baskets

Have a look at the contents of waste-paper baskets in order to identify excess wastage generally.

14. Dispose of filed information when it is no longer needed

If it’s not required by statute and if you’ll never need to refer to it, then get rid of it and save space, heating, lighting, rates and filing cabinets. Have each file that goes into the archives marked with the date on which the file contents can be destroyed. At the same time put the old file back into circulation with a new heading.

Before you place anything into your filing system first consider whether or not you really wish to retain that information. You may save the equivalent of at least one person’s time now spent on unnecessary filing.

15. Pay less for your office furniture

Look around your offices and you will see many desks, chairs and so on in good condition that are several years old. Before you buy a new desk etc for your new branch or new employee take a look at the second-hand office furniture market, or alternatively, consider refurbishing existing furniture. A coat of paint will be much cheaper.

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