Boring as it may seem, taking inventory is an essential
practice that helps avoid overspending on needless supplies. Whether you take
inventory at the end of the fiscal year or calendar year or on a rolling basis,
it's got to be done. Following are four tips to help make taking your next
inventory easier:
1. Get rid of what you no longer need. Storage space is
always at a premium for associations, no matter what their size, so organize to
economize. Purge your files of unnecessary paper on a regular schedule.
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2. Catalog your publications
and
audiovisual materials. My policy is to save five copies of each issue and
dispose of any extras after one year. Audiotapes, videotapes, floppies, or
compact discs should be labeled and filed. I usually list my audiotapes,
videotapes, and books in a database, which I update in December with tapes and
books purchased throughout the year.
3. Check supply levels. Use year-end inventory to assess
your supplies for future projects, such as specialty paper for certificates,
membership pins, name-badge holders, and so forth.
4. Make use of leftovers. Don't forget to inventory
leftover convention give-aways. These make great gifts to new student members or
volunteers. Everyone loves logo toys, so I always make sure I have enough on
hand.
Inventory isn't rocket science, so just schedule a day
and do it. It's a good office practice to know what's on your shelves.
RELATED ARTICLE: INVENTORY CHECKLIST
Here's a list of basic office items that should be
inventoried:
* Backup media (discs or tapes)
* Business cards (for staff and officers)
* Business envelopes
* Copy paper
* Emblem items (mugs, T-shirts, jackets)
* Emergency preparedness and first-aid materials
* File folders and hanging folders
* Letterhead
* Membership brochures and recruitment materials
* Membership certificates
* Name badges and holders
* Officer or member pins
* Pens and pencils
* Political action committee supporter pins
* Shipping envelopes and labels
--Jimelle Rumberg, CAE, executive director, West Virginia
Psychological Association, Charleston (staff size: 1; annual operating budget:
$80,000); jrumberg@charter.net
