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Supplies are always bought and wasted by someone else. If you ask, you will always find out who wasted purchased supplies in an out-of-control situation from the guy who did not get any. All employees know of purchased supplies that were abused, wasted or disappeared in some manner. Employees resent it when they see others do this and they are not included so they are ready to tell you if they are questioned.
Curtail the buyers list. Some supplies are bought in such excessive quantities that those buyers need to be cut off from purchasing anything without direct supervision. Some should no longer be buyers due to their lack of common sense; replace them and upgrade your department.
Ask and you shall be told – where is the waste? Employees know where the waste is; they can point out the closets and shelves where items are stacked and go unused. If they are not in the department that is wasting items, they will be anxious to tell you if you ask privately, “Who wastes money?”
Questions to ask everyone about where to save on supplies expense:
- If you had to tell me one item where we waste the most money on supplies, what would it be? Why do you say this?
- How can we cut down on the amount of supplies used? Why do you say we can cut the amount used?
- Which of our supplies that we buy are wasted? How do you know that? Describe how we waste or overkill the use of specific supplies.
- Do we buy the wrong supplies? Why do you say this and why do you think you are right?
- Do we have old supplies that were ordered and never used? Tell me where they are so we can see if we can return them.
- Do we have problems with supplies that go missing on a regular basis? Which ones can you think of that turn up gone?
- Do you see supplies leave with employees? Do you care to share names or at least let us know where to look the next time? Your comments are confidential.
- Would you buy supplies that are bought now if you had to get two different upper managers to sign off on the purchase? If not, does this not tell you something about the need for these items? Why would you not ask if you had to get approvals?
- What supplies do you think we buy that are unnecessary? What specifically makes you think and say this?
- Did you know our company can return defective supplies if we discover them after receiving them? Have you ever found supplies that were no good and you did not report them to purchasing?
