I’m the one in charge of ordering supplies for my office, but I’m constantly getting hit with last-minute urgent requests right after submitting an order. It’s getting pretty stressful to keep up with. How do you get your coworkers to take more responsibility for keeping up with what they need? I’d love some tips on how to set a firm cutoff time without sounding like I’m being difficult.

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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.)

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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.

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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.

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