When it comes to office supplies, the “replace when it’s empty” rule doesn’t always apply. Some items degrade in quality over time, even if they aren’t fully used—while others may be silently draining your efficiency without you realizing it. Here’s a breakdown of how often you should replace common office supplies to keep your workspace functional, safe, and productive.
- Pens and Markers
- When to replace: When ink skips, bleeds, or smudges.
- Tip: If you’re stocking up for a team, test pens every 3–6 months and toss dried-out ones. Avoid mixing old and new ones in shared bins.
- Printer Ink and Toner
- When to replace: At low ink warnings, or if print quality fades (lines, streaks, or blank areas).
- Tip: If you print regularly, check your cartridge levels weekly. For infrequent use, run a test page monthly to avoid clogs and dried cartridges.
- Printer Paper
- When to replace: Not just when it runs out—also when it becomes yellowed, warped, or curled from humidity.
- Tip: Store paper in a cool, dry location and restock every 4–8 weeks based on print volume.
- File Folders and Binders
- When to replace: When tabs are torn, rings won’t close tightly, or spines become bent.
- Tip: Check your most-used folders quarterly and rotate them with spares to distribute wear.
- Sticky Notes and Adhesive Products
- When to replace: If adhesive loses grip or corners curl.
- Tip: Store away from heat and direct sunlight to prolong life.
- Cleaning Supplies
- When to replace: Disinfecting wipes, sprays, and paper towels should be replenished monthly, especially in shared or high-traffic offices.
- Tip: Opened containers can lose effectiveness over time—check expiration dates.
- Desk Accessories (Mousepads, Wrist Rests)
- When to replace: Every 6–12 months depending on wear. Look for signs of flattening, fraying, or discomfort.
- Tip: Ergonomic accessories should be replaced as soon as they stop providing proper support.
- Labels and Label Tapes
- When to replace: When adhesive fails or prints fade.
- Tip: Keep an extra roll or sheet in storage and use up old inventory first to avoid outdated formatting or discoloration.
- Notebooks and Legal Pads
- When to replace: As pages fill, or if stored ones become brittle or discolored.
- Tip: Inventory paper-based supplies monthly to avoid overbuying or waste.
- Batteries (for Clocks, Keyboards, Wireless Devices)
- When to replace: Every 6–12 months or when performance drops.
- Tip: Date your battery packs on arrival and cycle older ones forward.
Being proactive about replacing your office supplies improves not only functionality, but also the overall professionalism of your workspace. Regular audits can reduce downtime, prevent unexpected shortages, and ensure your tools always work when you need them.
