When looking for ways to reduce church running costs, office supplies probably aren't the first thing that spring to mind.
A box of pens here, a printer cartridge there, some paper, cleaning products or stationery for the church office. Individually, none of these purchases may seem particularly significant.
But over the course of a year, small inefficiencies can add up.
For churches, charities and Christian organisations working hard to make every pound count, taking a more organised approach to everyday purchasing can be a simple way to help control costs without compromising on the products people need.
Here are 10 common ways churches can unintentionally overspend on office and workplace supplies, and some practical ways to tackle them.
1. Buying from too many different suppliers
One person orders stationery from one supplier, someone else buys printer supplies somewhere else, and another team picks up essentials whenever they need them.
It can be convenient at the time, but fragmented purchasing makes it much harder to see what you're buying, how much you're spending and whether you're getting good value.
Consolidating more of your regular purchasing with a single supplier can make expenditure easier to manage. This fits closely with Banner's own approach of "connected thinking" and "consolidated supply."
2. Making lots of small, reactive orders
Running out of something often leads to an urgent order.
The problem is that repeatedly buying supplies at the last minute gives you little opportunity to plan ahead.
Take stock regularly, identify the products you use consistently and plan purchases where practical.
3. Automatically reordering the same products
"We've always bought that one" isn't necessarily the best purchasing strategy.
Products, requirements and budgets change. Periodically review commonly purchased items and consider whether a suitable alternative could offer better overall value.
4. Not keeping track of what's already in the cupboard
We've probably all experienced it.
Someone orders another box of envelopes, only to discover there are three unopened boxes at the back of the stationery cupboard.
A simple stock check and organised storage system can help reduce duplicate and unnecessary purchasing.
5. Looking only at the headline price
The cheapest individual item isn't automatically the best value.
Consider how frequently an item will need replacing, whether it is suitable for its intended purpose and the overall purchasing process.
The aim should be better value, not simply the lowest price.
6. Giving everyone unrestricted purchasing freedom
In churches with several ministries, departments, offices or sites, different people may all be ordering supplies independently.
Introducing a straightforward purchasing process can provide better visibility and help ensure expenditure stays within budget.
It doesn't have to mean creating lots of bureaucracy. Sometimes simply agreeing who orders what and when is enough to make a difference.
7. Forgetting about the wider workplace
"Office supplies" means much more than pens and paper.
It is worth looking at everything you're routinely purchasing across your church, office or organisation and asking whether bringing more of that expenditure together could make procurement simpler.
Banner positions its offering around the broader provision of workplace supplies and services rather than stationery alone. [banneruk.com]
8. Never reviewing regular expenditure
Recurring purchases can easily disappear into the background.
Choose a point during the year to look at what you're actually buying.
What are your most frequently ordered products?
Where is your money going?
What isn't being used?
Could anything be standardised?
A relatively simple review may highlight opportunities that otherwise go unnoticed.
9. Overlooking the cost of staff time
Cost isn't just what's written on the invoice.
If members of your team are spending valuable time searching numerous websites, dealing with different suppliers or managing multiple purchasing processes, that's time they could be spending elsewhere.
Banner works with customers to improve working practices and increase efficiencies, with solutions built around understanding customers' requirements.
For a busy church administrator or operations team, making purchasing easier can be valuable in itself.
10. Assuming small savings aren't worth pursuing
This may be the biggest mistake of all.
A small improvement on something you purchase regularly can become much more meaningful when repeated across different products and departments.
You don't necessarily need dramatic changes. Better visibility, less duplication, more planned purchasing and greater consolidation can all contribute to better cost control.
Could your church buy smarter?
At the Christian Supply Chain Buying Group, we're always looking for ways to help our members make their budgets work harder.
That's where suppliers such as Banner can help.
Banner specialises in workplace supplies and services and promotes a consolidated approach to supply, backed by an experienced team focused on helping organisations improve efficiencies.
So perhaps the question isn't simply:
"Can we get our office supplies cheaper?"
A better question might be:
"Is there a smarter and more efficient way for us to buy them?"
If your church, charity or Christian organisation hasn't reviewed its everyday workplace purchasing recently, now could be a good time to take a closer look.
👉 Find out more about Banner's workplace supply solutions.
