Employee theft of office supplies can cost businesses money. While some see taking home the occasional pen as harmless, businesses need to control costs. Reasons for employee theft include economic hardship, lack of promotions, and opportunism. Employers can prevent theft by creating clear policies, limiting access to supplies, conducting background checks, communicating expectations, and leading with integrity. A successful prevention plan examines procurement processes, gets employee input, assigns responsibilities, enforces policies consistently, and deters theft through accountability.

1. How to avoid employee theft of
office supplies

2. Is it a major issue??
You may not think that the occasional biro making it’s
way from the office to your home, is a massive issue for
businesses. And realistically speaking, this happens on a
daily basis in most offices. There’s no malice involved.
No real dishonesty but in the current climate (or indeed
in any climate), businesses need to control operational
costs, including the cost of replacing stolen office
supplies.
There are also those few unscrupulous individuals who do
much more than “accidentally” take home the odd pen.

3. Why do employees steal?
The reasons for employee theft include:-
• Lean economic times
• Denial of salary increases and promotions
• Fear of redundancies and anger at employers
• Opportunist theft - Those individuals who just
can’t resist the lure of an “easy” gain

4. How can an employer prevent it?
A theft-prevention plan should focus on creating
an ethical environment through clear policies
and consistently applied procedures.
The smaller the business, the more like overkill
theft-prevention efforts will seem, but the small
business can be hit hard by the accumulation of
small losses

5. How to produce a theft prevention
plan
Step 1
Examine the company’s processes for the purchase and
distribution of office supplies. This will help to identify
the places at which theft can occur. For instance, identify
employees who frequently need replacement items or
ask about the disappearance of office supplies from
common areas such as mail rooms.
Step 2
Perform background checks and check references before
hiring employees.

6. Step 3
Ask employees for their feedback and suggestions
for preventing the theft of office supplies. Invite
employees to contribute to the prevention
plan, including policies, procedures, and
consequences.
Step 4
Assign specific employees to purchase and
distribute supplies. For instance, have your
accounting staff order supplies and your office
manager monitor and distributes the supplies.

7. Step 5
Designate a place to store office supplies under lock and key --
such as a cabinet, closet or desk drawer -- and provide access
to specific employees. Limited access ensures accountability.
Step 6
Create clear, simple policies covering the theft of office
supplies. List the items defined as office supplies, such as
paper, pens and tape dispensers, so employees understand
what the policy covers. Define theft in the policy, such as
removing supplies from the workplace for use at home.

8. Step 7
Include in the policies the investigative process, such as requirements to
refrain from making accusations until facts are gathered and the company
can document the action it takes. The policies should include a method for
employees to confidentially report suspected theft and the consequences
employees face if caught stealing office supplies, such as reprimand,
suspension, termination and legal action.
Step 8
Develop procedures for the purchase and distribution of office supplies and
focus on controlling spending. One method is to limit the purchase of
supplies to monthly or quarterly orders. Your company can ask each
employee to list the items needed on an order sheet that is submitted for
approval by a manager or other supervisor. Require employees to sign for
office supplies for use over a predetermined period, such as a month, or to
request supplies when needed.

9. Step 9
Distribute the policies and procedures in written form, require employees to
sign the document and provide clear communication that the company
takes office supply theft seriously and does not consider it to be different
from stealing money or merchandise.
Step 10
Lead by example and set the tone for ethics and trust in the company by
adopting those values in all areas of the business and ensuring that the
theft-prevention plan is enforced fairly and consistently.

10. In Summary….
Stealing in the workplace will never be eliminated,
but it can be greatly diminished if companies are
proactive and tackle the problem.
Do not underestimate the need for this kind of
control on office supplies. A system such as this will
deter employees from requesting supplies they do
not need, and that is money saved for the company
on office supply purchases.

11. CONTACT US
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sales@theofficesuppliessupermarket.com
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