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Whether in an open-plan office, home office, or law firm: without functional office supplies, everything grinds to a halt. Pens, paper, folders, sticky notes – what at first glance seems trivial is, in reality, the backbone of a structured and productive workday. But how many office supplies does a modern company really need? Which products are essential – even in digital times? And how can procurement costs be permanently reduced without sacrificing quality? This article provides a clear overview and practical recommendations. In a nutshell Standardized basic equipment, a central supply cabinet with minimum stock levels, and a fixed core assortment with stable prices reduce process costs more effectively than any individual price comparison. For standard items, the house brand is often worthwhile; for special applications, the brand-name product is preferred. Table of Contents What do I really need? 1. Basic equipment – regardless of the degree of digitalization 2. Personal workstation equipment 3. The supply cabinet – what should always be available 4. Tips for stock management How do I save on office supplies? – Hidden costs & process costs – Core assortments & fixed price lists – House brand vs. brand product 1. What do I really need? Even in a paperless or "digital" office, basic analog equipment remains important. Not every idea is born in an app, not every note is immediately digitized – and not every team works entirely cloud-based. 1.1 Basic equipment – regardless of the degree of digitalization Whether a single workstation or an open-plan office: well-thought-out basic equipment ensures structure, efficiency, and comfort in daily work. Printers & Scanners (Multifunction Device) Even in highly digitized companies, printouts, scans, and copies are often indispensable – for example, for contracts, customer documents, or paper approvals. Tip: For small teams or home offices, compact inkjet multifunction devices are suitable. For larger units, network-enabled laser printers are most efficient. Filing & Document Organization Not every document is digitized – and many documents must be legally compliant in paper form Folders, dividers, binders, and covers are therefore still essential Shredder Important: Plan different storage areas for current projects, temporary documents, and archived items. Confidential documents do not belong in the wastebasket. A shredder is indispensable for data protection and order in the office. Rule of thumb: The more sensitive the data, the higher the security level. For many offices, P-4 or P-5 is sufficient. Presentation and Meeting Aids Whiteboards, flipcharts, moderation cards, pinboards, and presentation cases visually display ideas and help teams structure tasks together. Tip: For frequent meetings, it's worth visualizing to-dos, processes, or schedules directly in the room. Every workstation is as individual as the person working at it – yet there's a basic setup that no office should be without. It ensures that employees start their day smoothly, work concentrated, and don't constantly have to search for things. Especially with desk sharing and home office, a deliberately curated desk setup is more important than ever. Those who reorganize themselves every day lose time, nerves, and concentration. The personal basic equipment at the desk 2–3 good writing ballpoint pens – ideally non-slip and ergonomic Markers and highlighters – for to-do lists, documents, and visualizations Sticky notes or notepad – for spontaneous thoughts, callbacks, or reminders Desk pad or mousepad – protects and structures the work surface Trays or magazine files – for current documents and mail Folders or ring binder – for personal notes, minutes, and lists Small supply of covers, clips, and glue – so nothing gets lost Desk organizer or pen holder – for order and quick access Screen cleaning wipes and possibly spectacle cleaning cloths – for clear vision in everyday life Special feature for flexible workstations: In offices with shared desks or hybrid work, a personal desk box or bag that the employee brings to the workstation is recommended. This way, the most important items are always at hand – regardless of the workstation. Wiepa Tip Instead of procuring each item individually, a starter set for new employees is worthwhile – it saves time and ensures a consistent setup. For frequently used products, quality pays off: a poorly writing pen causes more frustration than a few cents in price difference. 1.3 The supply cabinet – what should always be available Nothing disrupts workflows more than missing office supplies at the crucial moment: the printer is empty, there are no transparent sleeves for the customer file, or the last ballpoint pen no longer works. A well-organized supply cabinet prevents such situations. Goal: The most important materials are always available – without overstocking or shortages. These products should not be missing from any supply cabinet Printer paper (DIN A4 and possibly DIN A3) – also for peak times Ballpoint pens, fineliners, markers – ideally in various colors Folders, dividers, separator sheets – for new archiving and spontaneous sorting Sticky notes, notepads, and writing paper – also for meetings Stapler, hole punch, and spare staples Transparent sleeves and document wallets – for customer documents or filing Envelopes and shipping materials – for postal dispatch and internal communication Spare toner and printer cartridges – matching the existing devices Batteries – for presentation technology, keyboards, or clocks, for example Labels, labeling material, glue, and adhesive tape Stock yes – storage no: Too much stock blocks space and capital, too little causes stress and improvisation. The right balance is crucial. Wiepa Tip Set up a central office supply cabinet – for example, in the copier room or hallway area. Work with minimum quantities: If there is only 1 pack of paper left, reorder automatically. Ensure clear labeling – this saves queries and search times. Use a simple consumption log or a digital form for removals and reorders. 1.4 Tips for stock management A full supply cabinet provides security – but too much stored goods cost money, space, and nerves. Ideal stock management is a balance between availability, clarity, and actual need. Typical problems with poor stock management Consumables are ordered twice, even though there's still enough Important items are suddenly out of stock because no one reordered No one feels responsible Storage areas are disorganized or poorly labeled Goods are outdated, damaged, or no longer fit the rest of the system How to cleverly organize your stock Define minimum quantities: Set thresholds for frequently used items. Systematic reordering: Use fixed refill dates or automatic reminders. Central storage locations: One supply cabinet per location or floor – neatly labeled. Create visibility: Transparent boxes, open shelves, clear labeling. Clarify responsibilities: Designate 1–2 people per area for inventory and orders. Document needs: A simple form or Excel list is sufficient for an overview. Wiepa Tip Many companies benefit from a fixed core assortment with a delivery rhythm – tailored to teams, quantities, and budgets. Wiepa supports setting up and maintaining this – including price stability, return options, and personal consultation. 2. How do I save on office supplies? Anyone who really wants to save money shouldn't just look at the unit price, but at the process costs: ordering channels, responsibilities, supplier diversity, and time expenditure. 2.1 Hidden Costs & Process Costs Many companies primarily focus on the product price when it comes to office supplies – overlooking where the real costs arise: in inefficient processes, duplicate orders, and a lack of structure. Typical Sources of Hidden Costs Multiple employees order in parallel – from different suppliers Individual items are ordered via express delivery or in many small orders Invoices come from numerous suppliers No fixed price lists – fluctuating costs per order No approval processes – budgets get out of control High time expenditure for comparison, research, returns, and inquiries This is what efficient procurement looks like One main supplier: One partner, one price structure, one collective invoice. Digital ordering: Roles, rights, and approvals clearly regulated. Core assortment: defined favorite items with fixed conditions. Personal contact person: instead of an anonymous hotline. Consumption statistics: Systems that suggest reorders. Wiepa-Tip Wiepa analyzes existing procurement processes upon request – from onboarding new employees to monthly invoicing. With e-procurement, individual approvals, and fixed assortment lists, process costs can be significantly reduced. 2.2 Core Assortments & Fixed Price Lists Many companies order office supplies "as it comes" – sometimes from an online shop, sometimes via email, sometimes from a catalog. The result is an unclear variety of items, fluctuating prices, and high effort. A predefined core assortment with fixed prices creates clarity and saves money – without constant comparison. What is a core assortment? A core assortment is an individually compiled selection of office supplies that are regularly needed. These items are: clearly defined (e.g. binders, paper, pens, envelopes) specified per department or location available in uniform, proven quality listed at stable prices Advantages of a core assortment Less search effort and inquiries Better cost control through fixed prices Uniform products and applications Fewer complaints because products are known Easily scalable with growth and new locations Who benefits most? Area Example Products Administration Printer paper, folders, hole punches, markers Sales / Field Service Sticky notes, ballpoint pens, shipping materials Reception Form pads, folders, business card holders Home Office Starter kits with standard equipment Fixed Price Lists – Your Planning Basis Especially for regularly needed products, a fixed price list with a term is worthwhile. This creates security for budget planning and purchasing – particularly for framework agreements, public institutions, or purchasing cooperatives. Wiepa-Tip Wiepa will work with you to create a core assortment that perfectly matches your teams, quantities, and budgets – including fixed prices and personal support. If desired, the assortment can be activated as an individual online catalog that is only visible to your organization. 2.3 Own Brand vs. Brand Product – When is What Worthwhile? When it comes to office supplies, the question often arises: Does it have to be the brand product – or is the cheaper alternative sufficient? Both can be sensible – depending on how and how intensively the products are used. What is an own brand? An own brand is a qualitatively stable product with a good price-performance ratio, offered under the name of the specialist retailer or a purchasing cooperation. Example at Wiepa: The Soennecken own brand is one of the most well-known specialist trade brands in Germany. Many items come from the same production facilities as brand products – but customers benefit from the calculation and service. When is an own brand worthwhile? For frequently used standard products: paper, folders, pens, cards, sleeves When price-performance counts – e.g., in open-plan offices or educational institutions For consumables with high rotation: markers, correction fluids, sticky notes When many people work with the same products, for example in teams or apprentice groups When is the brand product the better choice? For special applications or high demands (e.g., shredders, labeling devices, printer accessories) For personal work tools with ergonomic requirements (e.g., scissors, high-quality writing instruments, staplers) When external image and corporate identity are paramount (e.g., cards for customer appointments) When durability and warranty play a major role Wiepa-Tip Our recommendation: consciously mix . Use the own brand where you can save, and use brand products where ergonomics, durability, or external impact are crucial. The Soennecken own brand reliably covers many areas – often with the best price-performance ratio in specialist trade Frequent Questions How large should a core assortment be? There is no fixed number; the decisive factor is that it covers the recurring basic needs with as few variants per product group as possible. How often should the supply cabinet be checked? A monthly rhythm with clearly designated responsible persons has proven effective in practice. Is the own brand really worthwhile for every area? No, for standard items with high rotation, yes; for technical devices or products with external impact, the brand product is often more sensible. Further Wiepa Guides Core Assortment in Procurement: Why Less Choice Often Saves More MoneyProcess Costs in Procurement: The Hidden Cost Factor