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Perhaps you can send a team email/chat to include a deadline for submitting the order. Pick a day that works for everyone to send in their request and keep it streamlined to a time you are setting to submit. That way, all are aware that if they need something, 4pm-Friday is the cutoff. (or whatever time/day is established.)
I’m a Nanny right now, but I was an administrative assistant for 17 years at a school district in NY. My advice would be to set the deadline to order supplies 2 days before you’re actually going to submit it. That way last minute add-ons aren’t really last minute. That way, you don’t have to have a meeting over it either. Just a thought.
Subject Expert
At my last job the previous admin had a hard rule of only submitting orders on Tuesdays. When I took over her job I got rid of that. But that job our staples contract had only a $15 minimum and everything was delivered next day, so really last minute urgent request were never an issue. Where I'm at now, there is a higher minimum, I want to say around $50 and there's no guarantee of when it's going to show up. We do have a separate Amazon prime account, so if something truly is urgent we can get something, however office supplies usually aren't an urgent thing where I'm at.
Oh, I just submit several orders a week. Plus, I take inventory of our supplies personally. It’s easier that hoping the others will be responsible enough to submit their supply requests.