Office supplies are an essential tool of trade for one’s workspace. They’re an integral part of daily work activities, and without them, the average white-collar job would be far more difficult. Of course, when thinking about office supplies at a cursory glance, they seem to be just your average pen and paper. But this couldn’t be further from the truth. The term office supply refers to a spectrum of goods ranging from essential materials needed to jot down notes to a suite of items that simply increase our workspace quality of life in small but meaningful ways. This article is a guide to the essential supplies necessary for the modern workspace and what you can use in your day-to-day work life to make it all the more convenient.
Table of Contents
Essential Stationery, aka The Basics
Let’s start with surface-level items that everyone knows of, then work our way up from there.
Pencils & Pens The Cutlery Of The Office Space
One thing every office needs is a trusted pen and paper. But if your office has more than one employee, it’s best to stack up on multiple of these and various types and colors. When it comes to pens, the average blue ballpoint will do most of one’s note-writing and even doodling. However, different colored pens can often emphasize different things, so make sure that the pens that are being used are color-coded and match the needs of both employee and employer.
Paper, That Which Serves As a Salver
When it comes to paper, you obviously can’t have stacks of single pages on the desks and shelves. It is recommended that A4-size sheets be kept for printouts necessary for documentation. Alongside those, it is best to have sticky notes for reminders and to-do lists and notebooks for tracking necessary information that one may lose sight of. Paper clips, staplers, files, and hole punchers are good for organizing and filing any stray pages to prevent them from getting lost in the hustle and bustle of the workplace.
Organize and Optimize
Where the previous tools we discussed were mostly a means to an end, the tools I will be talking about now are a necessity for keeping the workspace efficient and uncluttered. Organizational tools encompass a variety of techniques and tools that one can use to boost productivity and reduce stress. Organization tools range from the humble calendar to binders and folders and even filing cabinets. These types of tools help employees gather a wide range of materials and allocate them into one singular, compact space. Lastly, calendars and planners are the most effective means of planning one’s day. With that being said, let’s move on to workspace quality of life. You may be surprised to find that the potted plant in the corner of the office is one of them.
Furnished Furniture Makes The Office Look Fresh
Here’s the key fixture to elevate your workspace and keep it stylish, ergonomic, and functional.
Sit Smarter, Work Better
Furniture is the main ingredient that separates the office from home. It’s what makes a workspace look professional on the surface and tells people that the area they’re in is a space for business and not recreation. But that doesn’t mean furniture should be some sort of concrete bench for employees to sit and work on. Furniture is not only meant to be professional but also comfortable. Ergonomic chairs and desks help boost productivity by ensuring that as they work, employees aren’t constantly distracted by some nuisance that has to do with either their desk being too high or their chair being too wobbly.
Illuminate Your Workspace, Elevate Your Productivity
Lighting is also a major factor in working, for you need a nicely lit environment for employees to know exactly what they’re doing. Beyond that, aesthetically pleasing furniture helps increase comfort, boost motivation, and create a more soul-filled environment. Bonus points are awarded if you can find aesthetically pleasing yet professional posters and decorations to spruce up the look of the office. Of course, furniture can’t exist on its own though; it needs tools to be kept in check and maintained.
Keeping It Clean, Keeping It Professional
It is always important to keep cleaning items in some form of storage, for they are always needed to keep things nice and tidy. Cleaning supplies are what clear up any accidental spillage and prevent dust from gathering everywhere. In the same way, an employer likes to see their employees well dressed and tidy; they would also want to see their workspaces in the same condition. Cleaning supplies are essential when it comes to the next topic of discussion as well.
Tech Savvy Stations
Whilst the aforementioned items may seem archaic at first, they are undoubtedly essential to any office; however, in the modern era, technology has allowed us to completely streamline most functions far more efficiently. Different types of tech items have different purposes and can range from analog to digital.
Powering Productivity, One Click at a Time
The main analog or physical items the modern workstation needs are printers, scanners, computers, and laptops. These are the bare minimum and what most offices started with going into the digital age. Of course, I do believe none of these items need any true introduction, so I will be moving on to the items that supplement them. The main items that work in tandem with the aforementioned are hard drives and storage devices; an office must have a large quantity of these components to make sure any data stored on the main device isn’t lost. If anything unfortunate were to happen at the workstation, hard drives serve as a good backup to salvage potential losses and valuable data.
Secure Storage
However, it’s equally important to keep backups of backups. Luckily for us, the internet has opened the floodgates on the various tools that we can use in this regard. Cloud storage has been a blessing in everyday life; any data can automatically be backed up to a server somewhere far from the main place of work on a server, without fear that something may happen to it. There are various cloud storage services on offer today, but the main ones in use are Dropbox and Google Drive. There are various other pieces of workspace technology in play these days, but rather than hearing me ramble about them, what if you wanted substitutes for things that you already use, like pen and paper?
Digital Deputies
Now let’s look at the compact devices that have revolutionized the office.
Playing With Portable Power
With the advent of technology, items such as pens and paper (although necessary due to their cheap affordability) find themselves being challenged by tablets and electronic pens. These convenient devices allow us to take notes on the fly without consuming paper; simply jotting down notes on an iPad will suffice, with the tablet also acting as its form of storage device as well. If you want to send someone a request or order, it can be sent through email rather than fax.
Apps That Work as Hard as You Do
Applications have also come to carry the weight of items that seem frivolous in their physical form, like calendars and planners; everything can exist solely in one small and simple space at your fingertips. Of course, this is all handy and good, but technology needs power to function, so make sure that your tech of choice is always fully charged and ready to go. If not, then it’s always still handy to keep physical items for work.
The Final Note
That concludes this crash course on office essentials. I hope that you, the reader, can walk away a lot more informed on the various tools of the trade that might make your work life just a little more balanced. For more similar blogs, visit EvolveDash today!
FAQs
- How can I choose the right pens for my office?
When selecting pens, consider the purpose (e.g., writing, signing documents, or note-taking), comfort (ergonomics for long use), and ink type (ballpoint, gel, or fountain pens). For professional settings, choose pens that provide a smooth writing experience and make a good impression.
- What is the difference between regular paper and premium paper?
Regular paper is typically 20 pounds in weight, suitable for everyday printing. Premium paper, which is 24 pounds or heavier, is of higher quality and is often used for formal documents, presentations, or high-end printing needs due to its smooth texture and durability.
- Is it better to use digital tools instead of physical stationery?
While digital tools (e.g., tablets, apps, and cloud-based note-taking platforms) are great alternatives, physical stationery items like notebooks and pens can still be useful for brainstorming, sketching, and taking quick notes during meetings. The tactile nature of physical stationery may help some people retain information better.
- How often should I replenish office stationery?
Regularly assess your stationery inventory. Items like pens, paper, and staples are often used up quickly, so it’s a good idea to check and restock these supplies at least every few months or when stocks are low. Keep a list of essential items so you’re always prepared.
- How can I prevent waste with office stationery?
To reduce waste, purchase only what you need, recycle paper and cardboard, and consider digital alternatives for documents whenever possible. Opt for refillable pens and use paperless options for tasks like note-taking, document storage, and communication.
