Running a small office has its benefits; for starters, it allows you to take a more hands-on approach. However, you may find your resources limited compared to larger operations.
One area that can easily be overlooked is office stationery. While it may seem like a minor detail, having the right supplies can make a big difference to the quality of your team’s work and organisation
Equipping your team with the right essentials doesn’t have to stretch your budget. With a little foresight and some smart purchasing decisions, it’s possible to create a well-stocked, organised workspace without overspending.
In this guide, we’ll outline the most cost-effective stationery essentials for small teams, along with practical tips to help you reduce waste, control spending, and keep your office running smoothly.
Think Like Your Team
Before you start ordering supplies, it’s worth pausing to think about how your team actually works. Do they spend most of their day typing and taking client calls, or are they constantly scribbling notes or drafting physical reports?
You might find that while some team members go through pens like coffee, others barely use paper at all. In most offices, it’s not about buying a bit of everything, it’s about buying enough of the right things.
For example, you could notice the team rarely uses notebooks, but the sales and support staff go through them weekly. On the other hand, A4 printer paper could be needed across the board as is often the case. Once you know what people rely on daily, you’ll start to notice where your money is well spent and where it’s not.
Essentials That Just Work
In every office, there’s always a few items that have proven to be timeless staples. Not necessarily the most exciting things, but the ones that get used again and again without complaint.
A4 copier paper is an obvious one. Stick to standard 80gsm unless you’re printing anything client-facing. There’s no need to overpay for premium stock unless the job really demands it. Buy it in bulk if it works out cheaper; that way, you won’t run out when you’re up against a deadline.
Pens are next. Black ballpoints are the unsung heroes of office life. They don’t dry up, they don’t leak, and they don’t mysteriously vanish at the same rate as fancy gel pens. Keep a box in the supply cupboard, and they’ll quietly do the job.
Think About What Could Be Shared
One of the easiest ways to waste money is over-buying items that should be shared. Why have ten desks and ten staplers when most of them disappear within weeks? The same goes for tape dispensers, hole punches, and scissors. You don’t always need one per person.
Instead, designate shared equipment zones. This could be a central cupboard, a drawer in the meeting room, or even a small tray on a shelf near the printer. People don’t mind walking a few steps if it means having the tools they need when they need them. It cuts down on duplicates and helps you track what’s being used.
How You Can Save Without Compromising
There are a few smart ways to reduce your stationery spending without your team noticing anything’s changed.
Start by reviewing how you print. Most offices default to single-sided A4 paper, and it adds up fast. Switch to double-sided printing as your standard setting, and you’ll reduce your paper usage overnight. If you’re only printing small documents, consider switching to A5. It uses half the paper, and many printers handle it just fine with a quick settings change.
Also, watch for over-ordering branded or decorative stationery unless it’s client-facing. Fancy notepads and pens look nice, but don’t do anything a standard version can’t. However, for the purpose of external meetings, personalised notebooks can be worth the upgrade.
Another tip is to check if your suppliers offer bundle discounts or loyalty pricing. You might be surprised how much you can save by consolidating your monthly order with one or two companies that reward repeat purchases.
Make Organisation Part of the System
Buying the right stationery is only half the challenge. Knowing where it is, how much is left, and who’s using what matters just as much.
Try to keep a running list of essential stock and update it once a month. Not with software or anything fancy. Just a shared spreadsheet that includes how many boxes of paper you’ve got, how many pens are left in the cupboard, and a reminder of what usually gets reordered when.
You don’t need a fancy inventory system. You just need a system. One that works for your team, is quick to check, and avoids any last-minute delays.
Final Thoughts: Stationery That Serves the Work
Good office stationery is about removing friction. It lets your team focus on their jobs without distraction. The trick is to choose products that are dependable, affordable, and suited to how your team works, not just others’ perception of how an office should look.
Stick with the basics that do their job well. Share what doesn’t need to be personal. Keep an eye on usage, and be ready to adjust when routines change. That’s how you build a lean, well-equipped office, without spending more than you need to. Start making observations about your office’s use and draft up a list when you find the time.
