Controlling your shop supplies is essential to create a productive, safe work environment. Thoughtful planning, creative stocking, and organization can help control costs and waste and ensure a consistent level of workflow. No matter the size of your repair business or the smallest of workshops, you owe it to yourself, your workers and your business to be smart about creating your body shop supplies and cause. The clear, organized routine is a significant advantage to both shop managers and technician, with a partiality to retaining more control over available stock, and making quick, accurate decisions about where they will obtain various tools or material. Effective processes are an important component of customer service, as well as general overall shop efficiencies. Ultimately this level of shop engagement leads to more throughput, and higher profitability.
Implementing the FIFO Method
Any shop that regularly carries consumables like adhesives, solvents, fasteners, and parts should adopt the First-In, First-Out (FIFO) inventory method. FIFO reduces the chances of expiration, spoilage, and obsolescence of product by using older stock first. At the bare minimum to achieve FIFO, fresh shipments placed on the shelf should be behind existing stock and staff should be trained periodically to follow this flow. This sort of disciplined inventory practice will not only sustain a freshness factor but help sustain a positive financial health by reducing losses due to expired stock.
Maximizing Storage Space
Maximizing available storage space is key for small workshops and large facilities. Consider making the most of vertical space with tall shelf units, stacking containers, and stacked bins to free floor space. Adjustable racking systems offer the flexibility to respond to change in inventory volume and type of products. Not only does less clutter in working areas make things more accessible, it gives technicians a smoother workflow and lessens potential accident opportunities on the job site – recommendations that are also supported by industry best practices.
Utilizing Inventory Management Software
Current inventory management software systems help automate the tracking of storage, reorder alerts, and audits. Our digital systems typically come with barcode scanning and batch tracking, which track your inventory accurately and in real-time with less manual input. Their function, which includes features like inventory level alerts, automated re-stocking, and predictive delivery schedules limits risk associated with under- or over-stocking, makes it easier for you to ensure sufficient cash flow to manage your operation, and takes the guess work out of procuring supplies. When organizations are looking to grow or scale up, it is important to integrate software into your operation on an everyday basis to maintain that efficiency over time.
Establishing Clear Labeling Systems
Clear, legible, and consistent labeling is essential for an efficient stockroom. Each bin, shelf or drawer should identify product descriptions, part numbers and—in the case of pharmaceuticals—the expiration or lot dates. Such clarity allows staff to quickly find supplies while reducing the probability of mistakes or delays when delivery happens. Good labels also enhance the onboarding process for new staff. A standard labeling procedure promotes the integrity of your system if inventory audits or reorganizations take place.
Conducting Regular Inventory Audits
Regular physical inventory counts protect against inaccuracies due to theft, loss (shrinkage), or mistakes. Differences can be identified and corrected by comparing current stock records with actual supplies on hand. Monthly or quarterly counts are an excellent way to keep accountability in mind and help identify relevant information for ordering and controlling costs. Periodic counts reinforce integrity and visibility in the shop.
Training Staff on Proper Procedures
Thorough training makes sure that all personnel, from the newest technician to the shop manager, fully recognize and follow established procedures for inventory management, safety, and record keeping. Training at a minimum should address FIFO, using inventory management software, tagging things correctly, and consistent audits. A highly trained team is faster, produces better work, and is better at adapting to new processes or technologies as business direction changes.
Leveraging Technology for Inventory Tracking
Using newer technologies like barcode and RFID systems can certainly help accelerate and improve accuracy during inventory management processes. Anytime an option is scanned, the systems provide real-time inventory records, reducing human errors made during entries and allowing for labor hours to be saved and freed up. Mobile and handheld scanners provide the opportunity for users to do inventory tasks at the point of use which improves operational efficiencies and allows for less down time.
Maintaining Cleanliness and Safety
Neat and organized storage areas optimize efficiency and safety in the workplace. Regularly scheduled cleaning, disposing expired or damaged items or materials properly, and conforming to municipal safety regulations minimizes accidents, improves working conditions, and maintains compliance. Safety walkthroughs, periodically, confirm your team is following protocol and maintaining a working environment that is productive. All of these best practices will contribute to your team’s ability to implement a well-organized and efficient body shop supplies inventory system that will ultimately increase shop efficiency, reduce costly mistakes, and ensure every employee and customer enjoys a safe and productive environment.
