Janitorial Supplies Storage and Management Best Practices

Managing Your Janitorial Supplies

Proper storage and management of janitorial supplies isn't just about tidiness—it's about safety, efficiency, and cost control. Poor practices lead to waste, safety hazards, and operational problems. Here's how to get it right.

Storage Location Requirements

Dedicated Space

Ideally, janitorial supplies should have dedicated storage:

Separate room or large cupboard

Not shared with food or personal items

Adequate space for organised storage

Easy access for restocking and retrieval

Environmental Conditions

Proper conditions preserve product quality:

Temperature: Cool, consistent temperatures (most products 5-25 degrees C)

Ventilation: Adequate airflow, especially for chemicals

Moisture: Dry conditions (essential for paper products)

Light: Away from direct sunlight (degrades some chemicals)

Safety Considerations

Storage must be safe:

Secure from unauthorised access

Away from ignition sources (some products are flammable)

Near to handwashing facilities

Clear emergency exits

COSHH Compliance

The Control of Substances Hazardous to Health (COSHH) regulations govern chemical storage:

Risk Assessment

Assess hazards of all cleaning chemicals:

Review product safety data sheets

Identify risks to users

Implement control measures

Document your assessment

Storage Requirements

COSHH-compliant storage includes:

Chemicals stored in original containers with labels intact

Incompatible chemicals separated

Adequate ventilation

Spill containment available

Safety data sheets accessible

Staff Information

Ensure staff understand:

Hazards of products they use

Correct usage procedures

Emergency procedures

PPE requirements

Organisation Systems

Logical Grouping

Organise by product type:

Paper products together

Cleaning chemicals grouped

Equipment in designated areas

PPE easily accessible

Labelling

Clear labelling aids efficiency:

Shelf labels showing product locations

Stock level indicators

Reorder point markers

Expiry date tracking

First In, First Out (FIFO)

Rotate stock to prevent waste:

New deliveries go behind existing stock

Older products used first

Regular date checking

Remove expired products

Colour Coding

Extend colour coding beyond equipment:

Coloured zones for different product types

Clear visual organisation

Matches equipment colour coding

Inventory Management

Stock Tracking

Know what you have:

Regular stock counts (weekly or monthly)

Record usage rates

Track reorder timing

Note unusual consumption patterns

Reorder Points

Set minimum stock levels:

Calculate average weekly usage

Add delivery lead time

Include safety buffer

Trigger reorder at this level

Par Levels

Define maximum stock levels:

Based on storage capacity

Consider cash flow

Account for delivery frequency

Avoid overstocking

Documentation

Maintain records:

Delivery receipts

Stock counts

Usage logs

Reorder history

Safety Best Practices

Chemical Safety

Handle chemicals safely:

Never mix different products

Use appropriate dilutions

Store at appropriate heights (heavy items low)

Keep original labels intact

Physical Safety

Prevent injuries:

Store heavy items at waist height

Use step stools for high items

Keep floors clear and dry

Maintain clear access paths

Emergency Preparation

Be ready for incidents:

Spill kit available and stocked

Fire extinguisher appropriate for chemical fires

First aid kit nearby

Emergency procedures posted

Efficiency Tips

Reduce Handling

Minimise movement of products:

Storage near usage areas

Cleaning caddies for daily supplies

Trolleys for larger premises

Logical placement reduces time

Standardise Products

Fewer product types simplifies management:

Multi-purpose cleaners where appropriate

Consistent brands and sizes

Easier training

Simpler ordering

Supplier Delivery

Leverage supplier services:

Direct-to-storage delivery

Shelf-ready packaging

Delivery scheduling

Emergency restocking

Technology Options

Inventory Software

Digital systems can help:

Barcode scanning for stock tracking

Automatic reorder generation

Usage analytics

Cost reporting

Connected Dispensers

IoT solutions provide:

Real-time usage data

Automatic reorder alerts

Waste reduction

Planning insights

Common Mistakes to Avoid

Overcrowding

Cramped storage causes problems:

Harder to maintain organisation

Safety risks from falling items

Products damaged

Difficult to rotate stock

Poor Ventilation

Inadequate airflow risks:

Chemical fume build-up

Product degradation

Staff health concerns

Neglecting Checks

Without regular attention:

Expired products accumulate

Stock levels become unknown

Organisation deteriorates

Problems go unnoticed

Getting Expert Help

If you're struggling with janitorial supplies management, consider:

Supplier consultation on product rationalisation

Professional COSHH assessment

Storage system redesign

Staff training on best practices

Doves Hygiene Services can advise on efficient supplies management alongside our product range.