Supply Area

1. Purpose & Objectives

The Supply Room Organization & Maintenance Plan is designed to:
✅ Ensure efficient storage and retrieval of supplies.
✅ Maintain inventory control and prevent shortages.
✅ Keep the supply room organized, clean, and functional.
✅ Establish clear responsibilities for supply room upkeep.
✅ Reduce waste, misplaced items, and excess ordering.

2. Supply Room Organization & Layout

2.1 Storage Zones & Categorization

The supply room should be divided into clearly labeled sections for easy access:

📌 Office & Administrative Supplies

• Printer paper, ink/toner, staplers, pens, notebooks, tape, folders.

📌 Retail Packaging & Transactional Supplies

• Shopping bags, tissue paper, receipt paper rolls, gift wrap, price tags.

📌 Cleaning & Maintenance Supplies

• Disinfectant wipes, spray cleaners, glass cleaner, trash bags, gloves.

📌 Breakroom & Employee Amenities

• Coffee, cups, sugar, paper towels, first aid supplies.

📌 Shipping & Warehouse Supplies

• Packing tape, boxes, bubble wrap, labels, markers.

📌 Seasonal & Promotional Materials

• Holiday decorations, sale signs, event displays.

✅ Each section should have clear labels to prevent confusion and misplacement.

3. Supply Room Maintenance Procedures

3.1 Daily Maintenance Tasks

✅ Ensure all supplies are stored in their designated areas.
✅ Remove empty boxes and dispose of unnecessary packaging.
✅ Keep aisles clear and free of obstructions.
✅ Check stock levels of frequently used items.
✅ Wipe down shelves, counters, and storage bins.

3.2 Weekly Maintenance Tasks

📌 Inventory Spot-Check – Verify stock levels of essential items (receipt paper, printer ink, shopping bags).
📌 Restocking – Order low-stock items or refill from backup inventory.
📌 Decluttering – Remove damaged, expired, or obsolete supplies.
📌 Labeling Check – Ensure all bins, shelves, and supply areas are clearly marked.
📌 Safety Inspection – Confirm that the supply room is free from fire hazards, spills, or unstable shelving.

3.3 Monthly Deep Clean & Organization

✅ Complete supply audit to check for overstocked or missing items.
✅ Reorganize sections to improve workflow efficiency.
✅ Dust and sanitize all shelves and storage containers.
✅ Check expiration dates on breakroom and cleaning supplies.
✅ Rotate stock (use older supplies first to prevent waste).
✅ Test all equipment (label makers, scanners, price guns, etc.).

4. Inventory Management & Restocking

4.1 Supply Replenishment Guidelines

✅ Assign a designated person (ASM or warehouse team) to monitor supply levels.
✅ Use a minimum-maximum system:

• Set a minimum stock level for each item.
• When stock reaches the minimum, reorder immediately.
  ✅ Maintain an inventory log or tracking sheet to monitor usage.
  ✅ Order supplies on a scheduled basis (weekly/monthly) to avoid last-minute shortages.

4.2 Emergency Supply Orders

📌 If an essential item runs out unexpectedly (e.g., receipt paper, shopping bags), the Store Manager should:
1️⃣ Check if backup stock is available in storage.
2️⃣ Request an urgent order through the approved supplier.
3️⃣ If necessary, purchase locally as a temporary solution.

5. Supply Room Security & Access Control

5.1 Authorized Personnel Only

✅ Limit access to Store Managers, ASMs, and authorized team members.
✅ Keep high-value items (electronics, printers, etc.) locked.
✅ Require employees to sign out certain supplies (price tags, label makers).

5.2 Theft Prevention & Loss Control

✅ Conduct monthly supply audits to prevent theft or misuse.
✅ Monitor unusual consumption patterns (e.g., excessive use of certain items).
✅ Use locked storage cabinets for sensitive materials (gift cards, price labels).

6. Best Practices for Supply Room Efficiency

📌 First-In, First-Out (FIFO) Rule – Always use older stock before newer stock to avoid waste.
📌 Digitize Supply Tracking – Use Google Sheets, inventory apps, or supply logs to track usage.
📌 Create a Supply Request System – Employees must submit requests for bulk items (e.g., event materials).
📌 Hold Employees Accountable – If supplies are misplaced, overused, or left messy, address it in team meetings.
📌 Emergency Preparedness – Keep backup supplies for high-demand seasons.

7. Compliance & Safety

7.1 Fire & Safety Regulations

✅ Store cleaning chemicals in a designated area away from paper or electronics.
✅ Keep fire exits clear and store items at a safe height (avoid overstacking).
✅ Ensure all employees are aware of safety protocols for handling supplies.

7.2 OSHA & Workplace Safety Compliance

📌 Ensure cleaning products are labeled and stored properly.
📌 Provide Material Safety Data Sheets (MSDS) for hazardous cleaning chemicals.
📌 Train employees on proper handling of heavy or fragile items.

8. Reporting & Accountability

8.1 Supply Issues & Reporting

✅ Employees should report low-stock, missing, or damaged supplies immediately to the ASM.
✅ If supply room organization is not maintained, managers should address the issue during team meetings.
✅ Store Managers should conduct quarterly reviews to assess supply management effectiveness.

8.2 Performance Expectations

📌 Employees responsible for the supply room must:

• Follow organization and cleanliness guidelines.
• Track inventory usage and restocking needs.
• Ensure supplies are readily available without overstocking.

9. Summary & Key Takeaways

📌 An organized supply room leads to a more efficient, cost-effective retail operation.
📌 Proper inventory control prevents shortages and overstocking.
📌 Regular maintenance keeps the supply room functional and clutter-free.
📌 Access should be limited to authorized personnel to ensure security and accountability.

By maintaining a clean, organized, and well-managed supply room, Westside Market ensures smooth daily operations, reduces costs, and enhances team productivity.

Par Sheet Supply Template