Declutter Your Cleaners: An Expert's Guide to Inventory Management
Monday, October 07, 2024
Declutter Your Cleaners: An Expert's Guide to Inventory Management
Proper Inventory Management Of Cleaning Supplies Is An Essential But Often Overlooked Task For Janitorial Staff And Facility Managers
By optimizing cleaning supply inventory, staff can save substantial time, reduce waste, and improve efficiency.
Efficient inventory management ensures you have the right products in the right quantities available when needed for cleaning tasks. It prevents overstock of unused products taking up valuable storage space and saves money by eliminating obsolete supplies or emergency purchases from having to reorder items that run out unexpectedly. Most importantly, it ensures your staff has the tools and products on hand to properly clean and disinfect your facility.
There are several key steps to establishing an effective inventory management system for cleaning supplies. First, you must gain visibility into current inventory by taking stock and organizing storage. With an accurate count, par levels can be set rationally for each product to dictate ideal quantities to have on hand. Streamlining products and utilizing inventory management technology makes the ongoing system easier to manage on a daily basis. Tracking usage and tweaking inventory levels accordingly will optimize your inventory over time.
The purpose of this article is to provide facility managers and janitorial staff with helpful tips and best practices for efficiently managing their cleaning supply inventory. By implementing some of these inventory control measures, you can save time and money while ensuring your facility is always properly stocked with the cleaning products needed to maintain a clean, sanitary, and well-functioning environment.
Take Stock of Current Supplies
Taking stock of current cleaning supplies is an essential first step in inventory management
his involves going through all existing supplies and making a detailed list.
For each product, note:
- Product name
- Size (ounces, gallons, etc)
- Quantity remaining
- Storage location
- Expiration date
Pay particular attention to expiration dates, as outdated products will need to be disposed of. Check shelves, supply closets, janitorial carts, and anywhere else cleaning products are stored. For large facilities, it may help to grid out sections and work methodically zone by zone.
The goal is to end up with a master list accounting for every cleaning supply item currently in inventory. This provides a baseline for optimizing storage, par levels, and reordering. It also helps identify any products that need to be used up before expiration. With an accurate starting inventory in place, supply management can be streamlined going forward.
Set Par Levels
Determining par levels for cleaning supplies is an important step in managing inventory efficiently
Aim to minimize excess inventory while still avoiding stockouts. Set par levels on the lower side, then adjust upward if shortages become frequent. Fine-tune par levels periodically as usage patterns change. With consistent monitoring and small tweaks, optimal par levels can be maintained.
Storage capacity is another constraint to factor in. Limit par levels to what can realistically be stored while maintaining organization. For bulky items, keep tighter par stocks to avoid overflow.
Also account for delivery lead times when determining par levels. For products that take 2 weeks to receive after ordering, keep higher quantities on hand. For fast-shipped items, leaner par levels may suffice.
When setting par levels, first look at historical usage data for each product over a set timeframe, such as 3-6 months. Calculate the average quantity used per week. Then factor in variables like seasonal changes that may increase or decrease usage. For supplies that have infrequent or unpredictable usage, consider the maximum needed for a busy period.
Par levels refer to the ideal quantity to have on hand for each product before reordering. Setting appropriate par levels helps minimize waste from overstocking or shortages from stockouts.
Streamline Products
Reducing the number of cleaning product options can make inventory management much simpler
With fewer products to track, you'll spend less time counting items and ordering replacements.
Aim to standardize on a limited selection of multipurpose cleaners rather than stocking specialized products for each cleaning task. For example, choose one general disinfectant spray and all-purpose cleaner rather than separate bathroom, kitchen, and floor cleaners.
Focus on stocking products that can be used in multiple areas whenever possible. Seek versatile solutions like:
- All-purpose cleaners that work on most surfaces
- Disinfectant wipes for cleaning and sanitizing
- Services Required: Floor cleaners that can also be used in the kitchen and bathroom
Select standard brand name options rather than niche boutique products to ensure availability. Maintain a consistent stock of the same trusted brands so you always know what to reorder.
Consolidate cleaning tools like mops, brooms, and vacuums too. Eliminate product redundancies and share tools between areas as much as possible.
With fewer products to manage, you can order exactly what's needed, track inventory more precisely, and reduce waste from unused specialty cleaners. Streamlining your selection makes the entire stocking and cleaning process more efficient.
Storage and Organization
Proper storage and organization of cleaning supplies is crucial for efficiency
Invest in storage containers, shelves, or a cabinet to neatly organize everything in one place. Purchase storage containers and shelving units designed for garage, commercial, or industrial use for maximum durability. Plastic bins, metal shelves, and storage cabinets allow you to neatly sort supplies by type such as disposables, chemicals, cleaning tools, protective equipment, etc.
Be sure to clearly label all storage containers and shelves so staff can quickly find what they need. Use large, bold lettering that is easy to read from a distance. Place labels on the front using adhesive labels or paint. Labelling reduces time wasted searching for specific items. It also prevents accidental use of the wrong chemical which poses safety hazards.
Having an organized space where everything has a labeled and assigned spot makes inventory checks quick and easy. Staff will instantly notice when something needs to be reordered. An organized storage area also enables following the first-in-first-out system to rotate stock and prevent expiration.
Proper storage and an orderly inventory area creates time savings and ensures supplies are in good condition when needed. Invest in the right storage equipment and diligently label everything for maximum efficiency.
Ordering and Restocking
Creating a regular ordering and restocking routine helps ensure supplies are replenished before completely running out, while also avoiding overstocking.
- Create a routine purchase schedule based on your usage rates and needs. For example, order toilet paper once a month, cleaning supplies every 2 weeks, etc. This repeats the process without having to constantly monitor and guess when reorders are needed.
- Set up automatic reorders through suppliers when inventory hits predetermined par levels. This takes the guesswork out of when to place orders. For low-usage items, calendar reminders can prompt you to periodically check stock.
- Take advantage of bulk pricing opportunities with your vendors. Buying larger quantities or bundled packs can significantly reduce per unit costs. But balance bulk discounts with storage capacity and rate of use to avoid tying up capital in excessive inventory.
- Streamline ordering by consolidating vendors when possible. Using fewer suppliers reduces time spent processing multiple orders and invoices. It may also unlock higher tier discounts.
- When reordering, assess if needs have changed before simply buying the same quantities. Adjust order amounts based on consumption trends, occupancy changes, or other factors. Don't blindly reorder without validating supply requirements.
Creating a deliberate reordering process eliminates reactive supply management. Following set routines and triggers for replenishing stock enables more efficient and cost-effective inventory management.
Track Inventory
Keeping accurate records of cleaning supply inventory is crucial for maintaining par levels. There are a few options for tracking inventory:
Use inventory management software. Cloud-based software platforms specifically designed for inventory management can track stock counts in real-time. As supplies are received or used up, staff can update the counts through a mobile device or computer. These programs provide reporting on usage trends and can automatically flag items that need reordering.
Create manual inventory logs. For operations without software, create a simple log sheet for staff to record each time products are received or used. List supply names down the left column and dates across the top. Staff can write in quantities as products come in or are taken for use. Managers can collect and review the sheets periodically to update main inventory counts.
Conduct regular physical counts. In addition to tracking activity, conduct full inventory counts on a regular basis (such as monthly or quarterly) to identify any discrepancies between recorded numbers and actual stock on hand. Counts can be performed manually or using a barcode scanner for larger inventories.
Note expiration dates. Be sure to note expiration dates of any perishable products and rotate stock to use older materials first. Remove and discard anything that is past its expiration.
Proper documentation provides visibility into how supplies are being used over time. This allows cleaning managers to spot trends, prevent shortages, and reduce waste.
Monitor Usage
Keeping track of how quickly cleaning supplies are being used is a key part of effective inventory management
By monitoring usage over time, you can identify trends and gain insights into which products are fast-moving and which are slow-moving.
Look for usage trends over time. Review inventory logs and usage reports regularly, such as weekly or monthly. Look at the usage rates for different products. Some items may be used steadily, while others have fluctuating demand. Seasonal products will see spikes and drops at certain times of year. Identify if any products have seen increasing or decreasing usage over several weeks/months.
Identify fast/slow-moving items. Fast-moving products are used up quickly and need frequent restocking. Slow-moving items sit on shelves longer between uses. Categorize your inventory into fast-movers, slow-movers, and moderate or seasonal usage. Focus on having enough of the fast-moving essentials on hand. Slow-moving products may need promotional use or could be candidates to discontinue or find alternatives.
Closely tracking how quickly supplies are used provides visibility into your current needs. The insights gained allow you to match inventory to actual demand, right-size orders, and minimize waste of rarely used products. Continually monitoring usage identifies changes over time so you can adjust inventory for the future. With proper oversight, you'll have the right cleaning products available when needed.
Discard Expired Items
It's essential to regularly check the expiration dates on cleaning products and discard anything that's expired
Make a habit of examining expiration dates on a weekly or monthly basis. Sort through all cleaning agents, disinfectants, and supplies. Pay particular attention to products that have a shorter shelf life once opened, like bleach. Anything past its expiration date should be immediately discarded.
When throwing away expired cleaning products, follow safety precautions. Make sure to read disposal instructions on the label. Some cleaners may require special handling. You generally don't want to pour hazardous chemicals down the drain. Check if your community has a household hazardous waste disposal program. They may accept expired cleaners.
Alternatively, allow liquid cleaners to evaporate in an open container outdoors. Once dried out, place containers in the normal trash. For solid cleaning supplies like scrub pads or rags, simply toss in the garbage once expired or worn out.
Regularly purging deprecated cleaning products ensures your inventory stays safe and effective. Establish a routine for checking dates and properly discarding anything past its prime. Keeping shelves stocked with unexpired supplies is key for efficient cleaning.
Continuous Improvement
Keeping your cleaning inventory efficiently managed is an ongoing process that requires regular reviews and continuous improvement
Set aside time every month or quarter to step back and evaluate your entire inventory management process. Review your par levels, storage organization, ordering and restocking procedures, and product usage reports. Look for any areas of waste, excess stock, or products not being used. Also identify where you're running short on key items.
Based on this review, brainstorm and implement changes to increase efficiency. Some ideas include:
- Adjust par levels up or down for specific products based on usage
- Switch to more space-saving storage containers
- Streamline the reordering process or change how often orders are placed
- Discontinue slow-moving products and replace with better alternatives
- Create visual guides for where supplies should be stored or how to stock carts
The goal is to regularly review and tweak your processes. Even small changes can yield measurable benefits over time. Solicit feedback from your cleaning staff as well. They may spot inefficiencies or have ideas for improvement. Keep an openness to change and a mindset of continuous improvement when it comes to managing your cleaning inventory.
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