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Office Supplies & Procurement Office Supplies: Basic Equipment, Stock, and Smart Procurement Good office equipment combines suitable basic items with clear inventories, few standards, and simple ordering processes. In a nutshell Not maximum stock, but the right selection of standard items, minimum stock levels, and clear responsibilities makes office supplies reliable. What belongs to the basic equipment Basic equipment includes writing instruments, notepads, binders, dividers, filing, adhesives and cutting tools, printer paper, labels, and shipping materials. The appropriate quantities depend on the number of employees, tasks, print volume, and existing digital processes. Separate workspace, common area, and central stock Not every item needs to be on every desk. Personal work materials, shared items, and central reserves should be considered separately. This reduces duplicate stock and search times. Minimum stock instead of overstocking A reorder point is defined for critical items. This takes into account consumption, delivery time, and an appropriate safety stock. Slow-moving items, on the other hand, should not be stored in large quantities. Define core assortment A core assortment includes proven standard products that are regularly needed. It reduces choice chaos, facilitates representation, and improves procurement comparability. Special items remain possible but are consciously managed as exceptions. Consider item price and process costs together For a small item value, searching, approval, ordering, goods receipt, and invoice processing can be more expensive than the item itself. Bundled orders and fixed conditions are therefore often more economical than constant individual comparisons. Area Examples Recommendation Personal Pens, notebook, headset Clear initial equipment Shared Hole punch, stapler, labels Fixed storage location Critical stock Paper, toner, shipping material Minimum stock Special needs Special markers, custom formats Targeted approval Practical stock formula Reorder point = average consumption during delivery time plus safety stock. The formula doesn't have to be complicated. Even a visible minimum in the cabinet or a digital inventory list can significantly reduce bottlenecks. FAQ How much office supplies should be stored? Enough to bridge the normal delivery time, but not so much that items sit for years. What is a core assortment? A defined selection of regularly needed standard items. Which items need minimum stock levels? Mainly paper, toner, labels, shipping materials, and other business-critical consumables. How can duplicate orders be avoided? Through fixed storage locations, clear responsibilities, and transparent order lists. Can office supplies be bundled with other assortments? Yes. Hygiene, coffee, packaging, and parts of office furniture can often be procured together. Further content Core assortment in office supplies Plan storage space Office supply service Sources BAuA DGUV Umweltbundesamt Organize office supplies more easily Wiepa supports with core assortments, stock levels, special conditions, and reliable delivery in the Rhine-Main area. Discover office supply service

Procurement made easy What are C-items? C-items are products with a comparatively low value that are needed daily in many companies. These include, for example, pens, copy paper, folders, cleaning supplies, paper towels, coffee, or packaging material. Although individual items often cost only a few euros, they cause considerable organizational effort. This is precisely why C-items play an important role in procurement. In short Although C-items only account for a small part of the purchasing volume, they often cause the greatest administrative effort. A core assortment, bundled suppliers, and digital ordering processes reduce these process costs significantly more than any price comparison. ABC analysis in purchasing Companies often categorize their procurement goods using the ABC method: A-items High value Machines Production facilities IT infrastructure Few items account for a large part of the purchasing volume. B-items Medium value Office chairs Monitors Printers These items are of medium importance for the purchasing volume. C-items Low value Pens Notepads Paper towels Coffee Batteries Many orders cause a high administrative effort despite their low value. Why are C-items often more expensive than expected? Many companies focus exclusively on the item price when it comes to savings. However, the biggest costs often arise elsewhere: Demand determination Supplier search Offer comparison Order placement Approval Goods receipt Invoice verification For an item worth 5 euros, internal process costs of 30 euros or more can arise. Practical example An employee orders pens for 4 euros and a notepad for 3 euros. The value of the goods is only 7 euros. If several employees are involved in the demand notification, approval, ordering, goods receipt and invoice processing, the internal costs can significantly exceed the actual value of the goods. Modern purchasing departments therefore consider not only the item price, but the total cost of the procurement process. How can companies procure C-items efficiently? Consolidate suppliers Fewer suppliers mean less effort for orders, invoices, and master data maintenance. Define core assortments Standardized products reduce search efforts and simplify approvals. Utilize digital ordering processes Online shops with individual assortment lists and approval processes accelerate procurement. Bundle requirements Collective orders reduce the number of individual order processes. Conclusion C-items often have a low value, but cause considerable organizational effort. Companies that structure their C-item procurement, consolidate suppliers, and use digital processes can not only reduce procurement costs but also save valuable working time. This is precisely why C-items are an important lever for efficient procurement organization. Frequently asked questions What distinguishes C-items from A- and B-items? The value per item: A-items have a high individual value with few orders, C-items a low individual value with many, frequent orders. Is a core assortment worthwhile even for small companies? Yes, as soon as there is a regular ordering need for several employees, the administrative effort is noticeably reduced. How high can process costs for C-items really be? For an item worth a few euros, internal process costs of 30 euros or more can arise, depending on the number of people involved in the ordering process. Further Wiepa guides Core assortment in purchasing: Why less choice often saves more moneyBuying guide for office papers and copy papers Procure C-items more easily? Wiepa supports companies from Wiesbaden and the Rhine-Main area with office supplies, office provisions, hygiene articles, and digital ordering processes. Request consultation

No workplace can function without well-planned office supplies – whether it's an open-plan office, a law firm, or a home office. Pens, paper, folders, sticky notes, printers, and proper filing are the backbone of a structured, productive workday. In this article, we show you which office supplies are truly useful, how to equip workplaces, cleverly organize your stock, and reduce ongoing costs through better procurement processes. Practical, suitable for everyday use – and perfectly combinable with our product range in the Wiepa shop. In short A standardized basic equipment per workstation, a central supply cabinet with fixed minimum quantities, and a defined core assortment reduce process costs the most, often significantly more than the mere unit price of individual items. Table of Contents Basic Equipment – what every office needs Personal Employee Equipment The Supply Cabinet – always everything available, without overcrowding Tips for Stock Management How do I save on office supplies? Core Assortments & Fixed Price Lists Private Label vs. Brand Product Conclusion & Wiepa Support Office Supplies – what your workplace really needs Even in the "paperless" or digital office, basic analog equipment remains indispensable. Not every idea is born in an app – and not every document may exist exclusively digitally. A well-thought-out basis ensures structure, efficiency, and less time spent searching. These products belong in every office Printer & Scanner (multifunction device): for contracts, customer documents, scans & copies. Filing & Document Organization: folders, dividers, binders, sleeves, magazine files. Shredder: for confidential documents and GDPR-compliant disposal. Presentation & Meeting Supplies: whiteboard, flip chart, moderation cards, markers. Basic Desk Equipment: pens, markers, notepads, sticky notes, punch, stapler. Wiepa-Tip: Plan your basic equipment per workstation standardized – this makes onboarding new employees faster and helps you keep track of what is truly needed. Personal Employee Equipment Every workstation is individual – but a personal basic equipment ensures that no one has to constantly search for pens, notes, or sleeves. This is particularly important for desk-sharing and hybrid work. The personal basic equipment at the desk 2–3 good ballpoint pens, possibly an ergonomic model Highlighters / markers for to-dos and documents Notepad or sticky notes for spontaneous thoughts & callbacks Desk pad or mousepad for structuring the surface 1–2 filing trays / magazine files for current documents Folder or ring binder for personal notes and protocols Small stock of sleeves, paper clips, adhesive tape Desk organizer / pen holder for instant tidiness Screen and, if necessary, glasses cleaning cloths In offices with flexible workstations, a personal box or bag that each person brings to their desk is recommended – this keeps the system simple and mobile. Wiepa-Tip: Instead of ordering everything individually, a starter set for new employees is worthwhile. This saves time, appears professional, and ensures a consistent setup in the team. The Supply Cabinet – what should always be available Nothing disrupts the workflow more than missing materials at the crucial moment – no paper, no sleeves, no toner. A well-organized supply cabinet prevents exactly that, without becoming an overfilled warehouse. These products should never completely run out Printer paper (DIN A4, possibly DIN A3) Ballpoint pens, fine-liners, markers Folders, dividers, separator sheets Notepads, sticky notes, writing pads Stapler, punch, staples Clear sleeves & display folders Envelopes & shipping materials Replacement toner & printer cartridges Batteries (for presentation technology, keyboards, clocks) Labels, labeling materials, adhesive tapes & glue A central office supply cabinet is ideal – e.g., in the copy room or hallway. This way, everyone knows where to look, and reorders can be bundled more easily. Tips for Stock Management Ideal stock management is a balance: enough material so that nothing is missing – but not so much that shelves overflow and capital is tied up. Typical problems Items are ordered twice, even though there's still stock Important products are suddenly out of stock No one feels responsible Shelves are cluttered, packaging damaged or outdated How to cleverly organize your stock Define minimum quantities: e.g., "Last ream of paper = reorder". Fixed rhythms: e.g., monthly check & order. Central storage locations: a clearly defined cabinet per floor or location. Visibility: transparent boxes, labels, clear compartments. Designate responsible persons: 1–2 people per area. Document consumption: simple list, Excel, or digital tool. Wiepa-Tip: Many companies successfully work with a fixed core assortment and monthly delivery rhythm. We support you with planning, item selection, and price stability. How do I save on office supplies? Real savings rarely come from the last cent on the unit price – but from process costs: travel, orders, invoices, inquiries. Typical hidden costs Several employees order in parallel from different suppliers Many small individual orders, some with express or high shipping costs Invoices from numerous suppliers No fixed price lists, fluctuating costs No approval process – budgets get out of control Time spent on product research, comparisons, complaints What efficient procurement looks like One main supplier: one shop, one invoice, one contact person. Digital ordering: roles & approvals stored in the system. Core assortment: defined standard items with fixed conditions. Consumption statistics: data as a basis for planning & budget. Wiepa-Tip: With our e-procurement system, individual approvals, and customer-specific assortment lists, we make your office supply easier – while simultaneously reducing process costs. Core Assortments & Fixed Price Lists Instead of "everyone orders what they find," a predefined core assortment brings calm to procurement. It consists of items that are regularly needed – in consistent quality and at stable prices. Advantages of a core assortment Less search effort – everyone knows where to click Better cost control through fixed prices Uniform quality across all teams and locations Fewer complaints, fewer misunderstandings Scalability with growth or new locations Examples by area Administration: paper, folders, punches, markers, sleeves Sales: sticky notes, ballpoint pens, shipping materials Reception: folders, form pads, business card holders Home office teams: starter sets with standard equipment Wiepa-Tip: We will work with you to create a core assortment that exactly matches your teams, quantities, and budgets – optionally as an individual online catalog visible only to your company. Private Label vs. Brand Product – when is which worthwhile? When it comes to office supplies, the question often arises: Does it have to be the brand product – or is the cheaper private label sufficient? The answer is usually: A mix is ideal. What is a private label? Private labels are products with a stable quality level and an excellent price-performance ratio, offered exclusively through specific retailers or purchasing cooperatives. At Wiepa, this is, for example, the Soennecken private label – many items come from the same productions as brand products, but are calculated more efficiently. When is a private label worthwhile? For frequently used standard items (paper, folders, sleeves) In open-plan offices, schools & administrations For consumables with high turnover In starter sets or pool workstations When is a brand product more sensible? For technical devices (shredders, label makers, printer accessories) For ergonomic work tools (scissors, writing instruments) For materials with external impact (customer documents, presentation folders) When long warranty & durability are crucial Wiepa-Tip: Consciously use private labels for standards and brand products for special applications. We are happy to advise you on which combination is worthwhile for your company. Conclusion: Well-organized, better supplied Well-organized office supplies are not a luxury, but the foundation for smooth operations. With clear basic equipment, personal employee equipment, a structured supply cabinet, and well-thought-out procurement processes, you save time, nerves, and money. We at Wiepa support you with this – with suitable products, e-procurement solutions, core assortment concepts, and personal advice on site in Wiesbaden or digitally. Your Next Step Contact us – we'll analyze your current office supply situation and collaboratively develop a solution that fits your teams, processes, and budgets. Frequently Asked Questions How large should a core assortment be? There's no fixed number; the crucial thing is that it covers recurring basic needs with as few variations per product group as possible. Is an e-procurement system worthwhile even for small teams? Yes, if several employees regularly need to place orders, the impact on time and process costs grows with team size. How often should the supply cabinet be checked? A monthly cycle with clearly assigned responsibilities has proven effective in practice. Further Wiepa Guides Core assortment in purchasing: Why less choice often saves more moneyBuying guide for office papers and copy papers

Procurement & Purchasing Why less choice often saves more money and how companies can make their procurement more efficient through standardized products. What is a core assortment? A core assortment is a defined selection of products that employees should preferentially use in their daily work. Instead of choosing from hundreds of similar products, the company focuses on a manageable number of proven items. Copy paper Ballpoint pens Folders Toner Paper towels Cleaning supplies Coffee Packaging materials Why do companies introduce core assortments? In many companies, employees order the same products in numerous variations. Ten different ballpoint pens Five different copy papers Several brands of paper towels This leads to higher process costs, additional administrative effort, and lower purchase volumes per item. A core assortment creates clear standards and ensures greater transparency in purchasing. What are the advantages of a core assortment? Less search effort Employees don't have to compare products anew with each order. The appropriate items are already defined. Higher purchase volumes When many employees use the same products, the order quantity per item increases, and better conditions become possible. Fewer incorrect orders Standardized products reduce queries, mistaken purchases, and unnecessary complaints. Faster procurement Orders can be placed, checked, and approved significantly faster. Simplified inventory management Fewer different items mean: lower storage requirements better overview easier reordering less capital tied up Which products are suitable for a core assortment? Office supplies Ballpoint pens Markers Notepads Folders Copy paper Hygiene articles Paper towels Toilet paper Soap Cleaning supplies Catering supplies Coffee Tea Sugar Milk portions Packaging material Cardboard boxes Adhesive tape Shipping labels How to create a core assortment? Step 1: Analyze purchasing data Which products are ordered most frequently? Which items generate many individual orders? Where do many variants exist? Step 2: Define standards Select products that are reliably available, meet requirements, and are economically viable. Step 3: Involve employees Acceptance significantly increases when affected departments are involved early on. Step 4: Review regularly Needs change. Therefore, the core assortment should be updated regularly. Common mistakes with core assortments Too many exceptions If every employee receives special requests, the core assortment loses its usefulness. Too large assortments A core assortment should reduce choice, not just rename it. Lack of communication Employees should understand why standards are introduced and what benefits they bring. Core assortment and digital procurement Many companies store their core assortments directly in the procurement system or B2B shop. Employees automatically see the preferred items and order them with a few clicks. Individual price lists Approval processes Order histories Cost centers Fixed assortments Conclusion A core assortment is one of the simplest measures to reduce process costs and simplify purchasing. Fewer variants mean less effort, a better overview, and often better purchasing conditions. Especially for frequently needed C-items, a well-thought-out core assortment can enable significant savings. Building a core assortment for your company? Wiepa supports companies in analyzing purchasing data, defining sensible standards, and implementing digital procurement processes. Get consultation now

Procurement & Purchasing Why many companies save on item price but overlook the actual costs in the procurement process. What are process costs in purchasing? Process costs are all costs incurred during a procurement process. They do not include the actual value of a product but rather the effort for ordering, approval, delivery, and invoice processing. Many companies focus exclusively on the item price when purchasing. However, internal processes often incur significantly higher costs. In short It's not the item price, but internal process costs, that are usually the biggest lever. A 5-euro item can incur 30 euros or more in administrative costs; consolidated suppliers and core assortments are the most effective ways to reduce these costs. Example: A seemingly inexpensive order An employee needs a ballpoint pen for 3 euros. However, the actual procurement process often involves many more steps: Determine need Search for product Select supplier Place order Obtain approval Check goods receipt Process invoice Make payment The administrative effort can quickly cost many times the actual value of the goods. What process costs arise from an order? Personnel costs Employees invest time in: Product search Price comparisons Inquiries Approvals Invoice verification System costs ERP systems Purchasing systems Accounting software Document management Communication effort Every email, call, and inquiry incurs additional costs and ties up working time. Supplier management The more suppliers that need to be managed, the higher the organizational effort. Why are process costs often underestimated? The item price is directly visible. Process costs, on the other hand, are distributed across various departments and rarely appear consolidated in a single cost center. Purchasing Specialized departments Accounting Goods receipt Management As a result, they often remain hidden, even though they account for a significant portion of the total costs. Which orders incur particularly high process costs? This particularly often affects so-called C-items. The value of the goods is low, but the number of orders is high. Copy paper Ballpoint pens Notepads Toilet paper Paper towels Cleaning supplies Coffee How can process costs be reduced? Consolidate suppliers Fewer invoices, fewer orders, and less master data maintenance. Define core assortments Standardized products reduce search efforts and incorrect orders. Digital procurement Price lists, approvals, order histories, and fixed assortments accelerate purchasing. Bundle orders Bulk orders reduce the number of individual procurement processes. Why the cheapest item is not always the cheapest solution Many companies save a few cents on a product while incurring high internal process costs. A slightly higher item price can be more economical if it results in: fewer orders needed simplified processes employees saving time fewer invoices The decisive factor is the total cost of procurement, not solely the price on the offer. Conclusion Process costs are among the biggest hidden cost drivers in purchasing. Especially for frequently needed C-items, internal efforts often exceed the actual value of the goods. Companies that consolidate suppliers, define core assortments, and utilize digital ordering processes can make their procurement significantly more efficient and save costs in the long run. Frequently Asked Questions How do I roughly calculate process costs? Record the time of all involved persons per order step (requirement, approval, order, goods receipt, invoice) and multiply by the respective hourly rate. When is a core assortment worthwhile? Even with regular ordering needs from several employees, the effect grows with the number of people placing orders. Are process costs equally high in every industry? No, they depend on company size, approval levels, and the number of departments involved. Further Wiepa Guides What are C-items?Core assortment in purchasing: Why less choice often saves more money Reduce process costs in your company? With fixed assortments, digital ordering processes, and personal support, Wiepa helps companies organize procurement more simply and efficiently. Get advice now

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

Procurement & Purchasing Why less choice often saves more money and how companies can make their procurement more efficient through standardized products. What is a core assortment? A core assortment is a firmly defined selection of products that employees are encouraged to use for their daily work. Instead of choosing from hundreds of similar products, the company focuses on a manageable number of proven items. Copy paper Ballpoint pens Folders Toner Paper towels Cleaning supplies Coffee Packaging material Why do companies introduce core assortments? In many companies, employees order the same products in numerous variations. Ten different ballpoint pens Five different types of copy paper Several brands of paper towels This leads to higher process costs, additional administrative effort, and lower purchasing volumes per item. A core assortment creates clear standards and ensures greater transparency in purchasing. What are the advantages of a core assortment? Reduced search effort Employees do not have to compare products anew with each order. The appropriate items are already defined. Higher purchasing volumes When many employees use the same products, the order quantity per item increases, and better conditions become possible. Fewer incorrect orders Standardized products reduce inquiries, incorrect purchases, and unnecessary complaints. Faster procurement Orders can be placed, checked, and approved significantly faster. Simplified inventory management Fewer different items mean: lower storage requirements better overview easier reordering less tied-up capital Which products are suitable for a core assortment? Office supplies Ballpoint pens Markers Notepads Folders Copy paper Hygiene products Paper towels Toilet paper Soap Cleaning supplies Catering supplies Coffee Tea Sugar Milk portions Packaging material Cardboard boxes Adhesive tape Shipping labels How to create a core assortment? Step 1: Analyze purchasing data Which products are ordered most frequently? Which items generate many individual orders? Where do many variants exist? Step 2: Define standards Select products that are reliably available, meet requirements, and are economically viable. Step 3: Involve employees Acceptance increases significantly when affected departments are involved early on. Step 4: Review regularly Needs change. Therefore, the core assortment should be updated regularly. Common mistakes with core assortments Too many exceptions If every employee receives special requests, the core assortment loses its purpose. Too large assortments A core assortment is meant to reduce selection, not just rename it. Lack of communication Employees should understand why standards are being introduced and what benefits they bring. Core assortment and digital procurement Many companies store their core assortments directly in the procurement system or B2B shop. Employees automatically see the preferred items and order them with a few clicks. Individual price lists Approval processes Order histories Cost centers Fixed assortments Conclusion A core assortment is one of the simplest measures to reduce process costs and simplify procurement. Fewer variants mean less effort, better overview, and often better purchasing conditions. Especially for frequently needed C-items, a well-thought-out core assortment can enable significant savings. Frequently Asked Questions Does a core assortment contradict individual needs? No. It only standardizes recurring basic needs, not project-related special requests. How many items should a core assortment include? There is no fixed number; the key is to cover needs with as few variants as possible per product group. Who should maintain the core assortment? Ideally, a central purchasing manager who regularly coordinates with specialist departments. Further Wiepa Guides Efficient Office Organization: Reduce Costs & Boost ProductivityCentral vs. Decentralized Procurement: Which path is right for your company? Sources German Environment Agency – Sustainable Public Procurement Build a core assortment for your company? Wiepa supports companies in analyzing purchasing data, defining sensible standards, and implementing digital procurement processes. Get advice now