Why You’re Always Out of Stock (and How to Fix It)

Your new starters have just turned up for their first day. They're ready to work - and you’re already paying them for their time.

But you’re out of PPE. No boots, no gloves, no hi-vis. Work grinds to a halt, and safety takes a hit.

The fix? Smarter procurement systems and the right supplier.

We’ll cover it all in this guide, including:

• The hidden cost of stockouts
• How to prevent them for good
• What to expect from a reliable supplier

THE REAL COST OF STOCKOUTS

Running out of PPE isn’t just a supply issue - it’s a safety issue.

According to Worksafe, the costs to UK businesses a year include:

• £49 million for not providing PPE 
• £65 million for not enforcing PPE use
• £252 million for PPE-related accidents 

Stockouts also lead to:

• Extra spending - Emergency orders waste time and money.
• Failed PPE audits or fines - Missing PPE puts compliance at risk.
• Safety risks - Workers might borrow, make do, or work without PPE.
• No PPE on day one - New starters are unprotected and can’t start work.

WHY DO YOU KEEP RUNNING OUT OF STOCK?

There’s usually three main causes of stockouts:

TOO MANY SUPPLIERS

Juggling what’s coming in from different suppliers, each with their own systems, catalogues, and delivery methods, is hard work.

It also means:

• Safety risks
• More admin
• Less control 
• Order chasing

You’re often left asking:

• Is it the right item?
• Has it turned up yet?
• Who’s ordered what?

The end result? Chaos.

OUTDATED ORDERING

How can site managers find the right safety helmet or safety boots when they’re tracking all their orders by email?

Ordering PPE through emails or spreadsheets slows everything down. 

It also leads to:

• Order errors
• Missing items
• No live updates
• No approval flows
• Long email chains 

The result? Scrambling for emergency replacements.

NO STOCK TRACKING

Ordered double hi-vis jackets just in case? Boxes of gloves cluttering up store rooms? It’s what happens when you can’t track stock.

This means:

• Project delays
• Running out of essentials
• Overstocking the wrong gear
• Guessing instead of forecasting 
• Safety risks and wasted money

If you don’t know what’s been used, how do you know what to order next?

HOW CAN I PREVENT STOCKOUTS?

Preventing stockouts is easy with the right supplier and smarter systems.

QUICK WINS AT A GLANCE

Make sure you look at these key things:

• Simplify your product range.
• Switch to one trusted supplier.
• Use tools with real-time tracking.
• Track deliveries and approval flows.
• Forecast demand with usage reports.

SMARTER INVENTORY MANAGEMENT 

Choose a supplier that offers tools that do all the hard work for you.

A system like MY-SMI® gives you:

• Custom catalogues
• Real-time stock levels
• Better spending controls
• Order and delivery tracking
• Hierarchy and approval flows 

DEMAND FORECASTING MADE EASY

Use past order data to predict what you’ll need, and when. 

With forecasting, you can:

• Spend less
• Plan ahead 
• Reduce waste 
• Avoid last-minute orders
• Get new starters what they need

DID YOU KNOW? SMI customers have access to the MY-SMI® portal for usage reports and easy demand forecasting. 

STREAMLINE YOUR SUPPLY CHAIN

Simplify your range and switch to a single source supplier. 

It leads to:

• Clearer spending control
• Consistent gear across sites
• Better safety and compliance
• Faster ordering and fewer returns

WHAT SHOULD I LOOK FOR IN A SUPPLIER?

Suppliers aren’t created equal - choose yours carefully.

Here’s what we’d look for:

• High-quality, long-lasting products.
• Fully compliant PPE and workwear.
• Fast, reliable stock when you need it.
• Sector expertise and tailored catalogues.
• Eco-friendly and inclusive product ranges.
• Smart ordering systems with real-time spend control. 

WHY PARTNER WITH SMI?

At SMI, we can help you fix stock issues for good. 

Here’s how:

• 97% stock availability. 
• Tough, compliant gear that lasts.
• Inclusive and eco-friendly ranges.
• 5PM order cut-off for next-day delivery.
• Fast-branded workwear with 2-day dispatch.
• Own delivery fleet in key regions for extra reliability.
• 25,000+ products across PPE, tools, footwear, hi-vis, hygiene, and more.

Need help?

Drop us a message, or give us a call on 0330 441 3500.

FAQs

How do I stop running out of PPE?

Switch to a trusted single source supplier.

But, check if your new supplier offers reliable stock, inventory management systems, and fast delivery. 

Can I still get branded workwear quickly?

Yes, our process is so simple that we offer 2-day dispatch on branded gear!

What’s the solution for poor inventory management?

The fix? Smarter ordering systems like MY-SMI® offer simple, fast, and user-friendly ordering.

It helps you fix poor inventory management with stock and spend tracking, approval flows, and simpler reordering.

Want to know more? Check out our complete product range.