What Office Procurement Is and Why It Matters
The difference between buying and procurement, and what good procurement protects.
8 min
Activities: 0 of 2
Buying is one step; procurement is the whole process
Anyone can buy a box of paper. Procurement is the full process an organisation uses to get the goods and services it needs. It starts when someone notices a need. It ends when the item is received, the supplier is paid, and the records are filed.
In an office, procurement covers everyday items such as stationery, printer toner, cleaning materials and drinking water. It also covers larger things: furniture, computers, a cleaning contract, a photocopier lease or a software subscription.
This course is for people who order, approve or receive these things as part of an administrative or office role. You do not need any previous training in purchasing.
Three things good procurement protects
Good procurement gets value for money. That means the right quality at a fair total cost, not simply the lowest price on the day.
Two workplace examples
Example 1. An office assistant orders chairs from a website because they look good and are cheap. They arrive without the adjustable height that staff need. The chairs are returned, a delivery charge is lost, and staff wait six more weeks.
Example 2. A different office writes a short description of what the chairs must do, asks three suppliers for prices, and checks delivery dates before ordering. The chairs cost a little more, but they fit the need and arrive on time.
The second office did not spend more effort in total. It spent the effort earlier, where it saved the most.
Common beginner mistakes
Which statement best describes procurement?
Complete the sentence.
Value for is the best balance of cost, and delivery for the need.