A well-organized office supply closet can boost employee productivity. On average, workers spend about 76 hours each year looking for misplaced items—time that could be better spent on more important tasks like meeting deadlines, collaborating on projects, or addressing client needs.
When supplies are easy to locate, they streamline your team’s workflow and help you stay on top of inventory, preventing shortages of essential items. Whether you manage a small business or oversee a large office, these practical tips for organizing your office supply closet can help you maintain a clean and efficient workspace.
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1. Declutter and Sort Office Supplies
Begin by emptying the entire supply closet. It’s the easiest way to get a clear view of what’s inside, and you’ll likely come across some unexpected finds that you can dispose of, like dried-out markers or gadgets that are no longer used.
As you go through everything, group items into categories like sticky notes, paper clips, rubber bands, and file boxes. This is also a perfect time to discard anything broken or outdated, making room for the essentials.
Once you’ve cleared the clutter, you’ll know exactly what to keep. Then, you can start organizing everything into neat, manageable groups.
2. Designate Zones for Different Categories
Creating designated zones in your office supply closet simplifies organization. Keeping similar items together—such as writing tools in one section and paper products in another—eliminates the guesswork and makes it easier for everyone to find what they need.
Here’s a simple way to structure it:
- Writing supplies. Gather pens, pencils, markers, highlighters, and erasers in one area for easy access.
- Paper products. Keep printer paper, notebooks, sticky notes, and file folders together in one place.
- Binders and file boxes. Organize file boxes, binders, and folders in a dedicated zone, making it easy to grab what’s needed.
- Small office supplies. Use containers or drawer organizers to prevent paper clips, rubber bands, and pushpins from getting scattered.
- Cleaning supplies. If your closet also stores cleaning items, set them on a high shelf away from paper products to avoid spills or damage, or use a separate lockable cabinet to keep them safe.
3. Invest in Clear Containers and Label Everything
Clear containers make it easy to see what’s inside, so you don’t have to open each one to find what you need. Use stackable bins for larger items like file boxes or paper reams and smaller bins for sticky notes or rubber bands.
For the best results, label everything using a label maker. Labeling containers, shelves, and closet doors ensures everyone knows where items go and helps maintain organization.
Also, consider labeling each bin with the type of item and the quantity it holds so you can quickly see when supplies are running low.
4. Use Vertical Space With Shelves and Hooks
Maximizing vertical space can transform a small supply closet. Installing shelves allows for bulky items like file boxes and notebooks, while a higher shelf can hold less frequently used things like backup toner or extra binders.
Hooks and wall-mounted organizers keep scissors, tape, and other essentials off the shelves, freeing up space for other items. You can also hang cleaning supplies like dusters or brooms, keeping them off the floor and neatly out of the way.
5. Use Drawer Organizers for Small Items
Small office supplies like paper clips, pushpins, and binder clips can quickly become disorganized. Drawer organizers are a great way to keep these small items contained.
Look for organizers with compartments of various sizes so you can sort everything neatly. If your office supply closet doesn’t have drawers, you can use small bins or containers with dividers instead.
6. Keep Frequently Used Items at Eye Level
When organizing your office supply closet, place frequently used items like sticky notes, pens, and printer paper at eye level for easy access. This way, they’re simple to grab when needed.
Reserve the lower and higher shelves for less commonly used supplies. This layout makes restocking quicker, and everyone can find what they need without sorting through other items.
7. Create an Inventory System
Setting up an inventory system simplifies how you manage office supplies. For smaller offices, a basic spreadsheet works well. But if you’ve got a larger team, using an app like Sortly or another digital inventory tool can be a better option—some also have barcoding features to make tracking items easier. Posting a list on the closet door is also helpful so everyone can quickly see what’s in stock and note when supplies are running low.
This method helps prevent over-ordering and ensures you always have the essentials on hand. Assigning someone to regularly review inventory and handle reorders keeps everything organized and avoids any last-minute shortages.
8. Incorporate a Restocking Area
Designate a space in your office supply closet for new inventory. When items arrive, place them here before they’re added to the main shelves. This keeps new inventory separate from the rest and makes it easy to monitor the supply rotation.
9. Set Up a “Return Station” for Shared Supplies
If your office has shared supplies like scissors, staplers, or tape dispensers, consider setting up a “return station” in the supply closet. This way, items are more likely to be returned after use, preventing them from going missing.
A designated area with a labeled bin or tray can encourage employees to return these items. This simple step helps maintain order in the closet and ensures that shared supplies are always available.
10. Establish an Organization Policy
Once your office supply closet is organized, set up a policy to keep it that way. Share your office supply closet organization guidelines with your team so everyone knows and can help maintain the system. Regularly scheduled clean-outs, monthly inventory checks, and reminders can help ensure the closet stays organized.
Encouraging your team to return items to their designated spots and refill items when necessary goes a long way in keeping the closet orderly. You could also assign responsibility for specific areas to different employees or rotate duties to keep everyone involved.
Keep Your Office Supply Closet Organized
Maintaining an organized office supply closet is more than just about tidiness—it’s about creating a workspace that fosters productivity and boosts employee satisfaction. When supplies are easy to find and well-maintained, your team can focus more on their tasks and less on searching for items, leading to a smoother workflow and happier, more efficient employees.
At I.M.K Cleaning Services, we understand that an organized workspace benefits everyone. If you want to enhance productivity and create a cleaner, more enjoyable environment for your team, we can help. Contact us today for a free quote and discover how our janitorial services can support your business.
