How do I put this?

[deedee]

Our supply closets (two freestanding metal cabinets) are in an unattended area and due to the rapid loss of stock, I have been forced to lock the cabinets, which has created some unexpected backlash.  I don't know how to explain to our department members that this was a necessary step due to so much inventory loss (I had seen other departments, and even outside contractors, helping themselves to handfuls of mechanical pencils, pads, even reams of paper).   I have been on the receiving end of some very unattractive temper fits (to which my usual response is silence and quiet regard until they play themselves out), and I want to post a sign on the doors indicating that I regret the need to lock the cabinets and acknowledge the inconvenience of it for our staff, it is necessary due to our budget constraints.  Any ideas?  

[countrigal]

Basically, I'd put it just as you did here.  

"Due to budgetary constraints and the cost of office supplies, the supply cabinets are locked.  Please see ________ for access.  We apologize for any inconvenience and thank you for your understanding in this trying situation.

Signed...."

CountriGal
Deskdemon Editorial Board Member

[winkiebear]

When you mention the budgetary constraints, maybe add in that the cost of office supplies for the department has gone up by XXX% in the past few months...

It's too bad you can't do something a little more lighthearted like

"You better watch out
You better not try
To take extra office supplies
Santa's helper is keeping an eye
This is no surprise
Costs have gotten high
Let's do what we can
And keep track of what we buy
So this is the new plan:
These doors are now locked
to get in see ______
She won't be a block
to you getting a pen or a ream
after all, we're all on the same team"


winkiebear
Deskdemon Editorial Board Member

[mnaeempk]

Deedee,

I agree, this is an acute problem for the person who is responsible to look after the stocks and maintain records.

I would suggest that instead of putting a notice on the door you circulate an email to all concerned giving a bit of details so that others know the importance of the step you had taken. I would also suggest that instead of emphasizing the budgetary constraints you should underline the need for streamlining administrative and documentation procedures for the sake of proper record-management.

You can also mention some merits of this exercise just to make them aware that it is mutually beneficial for the organization, staff and you and that it is not just a one-off step but a step towards a whole process through which organization would be able to match in-out stock proceeds, check balance, identify areas of over-use, compare usage with other units, and most importantly plan and place further orders. I hope doing this will negate their criticism.

Also mention that this is a routine practice to deal with stocks everywhere in the world and not an extraordinary thing.


mnaeempk
Naeem in Pakistan

[oceangirl]

Am so glad that this is not happening to me.  I have to do the same thing and yes I have people ranting at me.  I also ranted at then by the manager as I then have to justify why we are well over budget. And I mean over budget (around 6k over then they never did ask when they set the budget!).  Funny things go here it seems to be reinforced plastic wallets by the box full and A4 hardback pads.  I am sure that someone here is doing a roaring trade at a car boot sale!  Am very fed up with it all.


George.

[Judy Loux]

Winkie, I love it and with your permission I will use your poem.

DDiva

[winkiebear]

All who wish can use the poem, feel free to revise as necessary... it was done "off the cuff" so I know it's not as good as it could be... if anyone doesmake edits, please share with the rest of us too?


winkiebear
Deskdemon Editorial Board Member

[venim102]

I used to have the same problem.  Here's what I did:

Had the cabinet moved to an area where I can see it.

The only items in the cabinet: pens(red, black and blue papermate stick pens), pencils, paperclips, binderclips, staples, highlighters, permanent markers( red and black), 1" and 2" binders, file folders, hanging file folders, transparencies, notepads, and post-its (3 x 3).  This cabinet is not locked.

The other items, like blank cds, floppys, staplers, mousepads, dry erase markers and cleaners, batteries, white-out, calculators, special pens (the more elaborate ones from stick pens) and clik pencils, etc. are kept in the other cabinet under lock and key.

The paper is stored in its original boxes on the floor by the copier.

I would never have the time to get up and unlock the cabinet every time someone needs a pencil or pen.

I used to order supplies twice a week, now I am down to once every other week!

venim102

[radaro]

My answer to these people "Too bad!".  It probably the people who were stealing the most that are complaining the loudest.  Now they can't get their kids school supplies for free.  Too damn bad!

Gosh, am I brutal today or what?

[dwreath]

My work handles it the same way Venim's does.  We keep standard pens, staples, toner, paper and file folders..etc. in the supply closet.  The items that seem to disappear fast are kept in my desk drawer and they have to come to me.  Things such as markers, highlighters and white out tape I keep.  I hate being the gate keeper but all  my co-workers know it is only done because it's the way the owner wants it done.  He still initials the office supply order form and he is the one who says from now on item such and such will be kept locked.  It makes it a lot easier on me for my co-workers to realize that I am only taking orders from the higher up.

D.