If your office swings between running out of paper and drowning in surplus sticky notes, the problem is not your dealer. It is the lack of a reorder system. This guide gives you a simple min-max method that tells you exactly when to reorder and how much, so you stop firefighting stockouts without tying up cash in a closet full of overstock.
Why offices get inventory wrong
Most offices reorder by feeling. Someone notices the paper is low and sends a panicked request. This reactive approach fails for two reasons. First, it ignores lead time, the gap between ordering and receiving, so you run out during the wait. Second, it has no ceiling, so eager reordering piles up stock you will not use for months. A good system fixes both with two numbers per item.
The min-max method
For each item you track, set two levels. The minimum is the reorder point: when stock hits this level, you order. The maximum is the ceiling: you order enough to bring stock back up to it, and no more.
Setting the minimum
The minimum must cover demand during lead time, plus a small buffer for surprises. The logic: minimum equals average usage during lead time, plus safety stock. If you use two reams of paper a week and your dealer delivers in one week, one week of usage is two reams. Add a buffer of one ream for a busy week, and your minimum is three reams. Hit three, reorder.
Setting the maximum
The maximum controls overstock. A practical rule is to hold enough to cover one reorder cycle plus your minimum. If you reorder monthly and use roughly eight reams a month, set the maximum around eleven reams (eight plus the three-ream minimum). This keeps a month of supply without hoarding.
Which items deserve tracking
Do not apply this to all 200 items. Focus effort where stockouts hurt or where money sits idle. A simple tiering works well.
| Tier | Examples | How to manage |
| Critical | Copy paper, common toner, pens | Strict min-max, check weekly |
| Routine | Folders, tape, notepads | Loose min-max, check monthly |
| Occasional | Specialty binders, event supplies | Order on demand, no stock held |
A real scenario
A design studio of 25 people kept running out of their specific printer toner mid-project. They set a minimum of two spare cartridges (one week of heavy use plus a buffer) and a maximum of four. A single laminated card taped inside the supply cabinet listed the two numbers. The next time stock dropped to two, whoever noticed placed the order. Stockouts stopped, and they were no longer sitting on eight cartridges of cash they did not need.
Common mistakes and how to fix them
- Ignoring lead time. Fix: base your minimum on how long delivery actually takes, not on gut feel.
- No maximum. Fix: always set a ceiling so enthusiastic reordering does not create overstock.
- Tracking everything equally. Fix: tier your items and reserve strict tracking for critical ones.
- One person holds all the knowledge. Fix: write the min-max levels on a visible card or shared sheet so anyone can reorder.
- Never revisiting the numbers. Fix: review levels when headcount, projects, or lead times change.
Action steps
- List your critical items, the ones that hurt when they run out.
- For each, find average usage and your dealer’s real lead time.
- Set minimum equals lead-time usage plus a small buffer.
- Set maximum equals one reorder cycle plus the minimum.
- Write both numbers on a card in the supply cabinet or a shared sheet.
- Assign who checks stock and who places orders.
- Review the numbers every few months.
Conclusion
A reorder system replaces panic with two numbers per item. Start with your five most critical supplies, calculate their min and max this week, and post the card where the supplies live. Once that habit sticks, extend it to the next tier. Small effort, and the stockouts simply stop.
FAQ
How much safety stock should I keep?
Enough to cover a busier-than-usual period during your lead time, not more. Start small; if you still run out, nudge the minimum up. The goal is a thin cushion, not a warehouse.
Do I need inventory software for this?
No. A laminated card or a shared spreadsheet handles a typical office fine. Software helps once you track many items across multiple locations, but do not let tool-shopping delay a system you can start today.
How often should I count stock?
Check critical items weekly and routine items monthly. The min-max card means you are glancing to see if you have hit the reorder point, not doing a full audit each time.
What if usage is seasonal?
Adjust your min and max ahead of known busy periods, then bring them back down afterward. Treat the numbers as a living setting, not a permanent rule.