5 Signs Your PPE Ordering System Is Holding You Back

It’s 7:45am. Your team’s arriving in 15 minutes.

But half the safety gloves are missing, and there’s no medium hi-vis jackets ready to go.

You’re now scrambling to make do and job hasn’t even started.

PPE is built for tough jobs, but ordering it shouldn’t be one of them.

If your system isn’t working, you could be dealing with:

• Wrong or duplicate orders
• Time wasted chasing suppliers
• Workflow disruptions and delays
• No clear record of who’s ordering what

Ready to see if your PPE ordering process is part of the problem and how to fix it?

5 SIGNS YOUR ORDERING SYSTEM IS THE PROBLEM

Is buying PPE taking too much time and money? Your procurement process could be the cause.

Here’s how to spot the signs:

1. PLACING AN ORDER TAKES TOO LONG

Still ordering PPE manually through emails and spreadsheets?

The problem:

Manual ordering systems are painfully slow and leave too much room for human error. 

You get stuck cross-checking stock levels, chasing approvals, and hoping orders will be delivered on time. 

The result:

• More ordering steps
• Unclear stock levels
• Teams unable to work
• Wasted time on admin

2. YOU KEEP RECEIVING THE WRONG PPE

You asked for medium gloves but got a box of extra-large again.

If your PPE is consistently arriving in the wrong size, type, or the wrong gear altogether, then it’s a sign that your PPE ordering system isn’t working. 

The problem:

Poor systems lead to poor and costly results.

The result:

• Wasted budget on stock you can’t use
• More time spent returning or reordering items
• Delays and downtime while teams wait for replacements

3. YOU DON’T KNOW WHAT’S BEING USED OR SPENT

Are several team members ordering PPE without coordination? Costs can spiral before anyone realises.

The problem:

No PPE tracker and no approval process mean no visibility. Even worse, no control.

The result:

• No idea who’s ordering what
• Stock running out without warning
• Duplicate orders and purchase card chaos
• Budgets are overstretched with no audit trail

4. YOU’RE ORDERING PPE FROM TOO MANY SUPPLIERS

Need hi-vis, gloves, masks, safety boots, and more?

When you need several suppliers to cover the basics, your ordering system isn't working.

The problem:

Managing lots of suppliers makes PPE ordering harder to control.

The result:

• More chance of errors
• More admin and wasted time
• Inconsistent quality and safety risks
• Service problems and delivery delays

Are you using multiple suppliers? They could be draining your budget and time.

5. YOU’RE CONSTANTLY FIXING SUPPLIER MISTAKES

If you spend more time chasing errors than placing orders, your supplier may not be fit for purpose.

The problem:

Without custom controls, saved orders, or a supplier who understands your needs, even simple requests go wrong.

The result:

• Low team morale
• Time wasted fixing issues
• Safety and compliance risks
• Inconsistent PPE across teams or sites

Need help with your PPE ordering system?
We’re here to help. Give us a call on 0330 441 3500 or drop us a message.

THE SOLUTION?

Your PPE ordering system slowing you down might feel like a big problem, but the fix is simple: streamline your supply chain with a smart system.

Look for a platform that offers:

• Approval workflows
• Easy repeat ordering
• User-friendly features
• Full stock and order tracking
• Spend control with safety tracking
• Custom catalogues with compliant gear
• Controls tailored to your teams and sites

DID YOU KNOW? SMI offers all this and more!

Explore the MY-SMI® portal for fast, smart, and reliable ordering.

We’ve got you covered with:

• PPE
• Tools
• Workwear
• Safety footwear
• Cleaning and hygiene products

FAQs

What order should you put on PPE?

Usually, PPE should be worn in this order:

1. Gown
2. Mask or respirator
3. Goggles or a face shield
4. Gloves

Don’t forget - always follow your workplace’s or PPE’s specific health and safety guidance.

Does an employer have to buy PPE?

Yes. Under UK law, employers must always provide PPE free of charge when health and safety risks can't be controlled in other ways.

What PPE must be purchased by an employer?

It depends on the risks, but essentials include:

• PPE
• Gloves
• Eye protection
• Hi-vis clothing
  
• Hearing protection
• Respiratory masks

Improve safety in your workplace with our blog ‘9 Essential Types of PPE.’

Ready to fix your PPE ordering system?

Make delays, errors, and wasted budgets a distant memory with a new ordering system.

Explore the MY-SMI® portal or get in touch today!