Storing and Distributing Uniform Across Multiple Sites
By The Velocity Wear Team
The garments arriving is the halfway point. Getting them to individuals across sites, tracking who has what, and handling exchanges and new starters is where uniform programmes consume administrative time — usually somebody’s, unplanned.
Three distribution models
- 1**Bagged per person at source.** The supplier bags and labels by name. Costs more per order, removes almost all sorting work, and is the right answer for multi-site rollouts above a few dozen people.
- 2**Bulk to sites, sorted locally.** Cheaper to ship, pushes the work to site managers who did not ask for it. Workable for small teams in one place.
- 3**Central stockroom, issued on request.** Best for ongoing replenishment, worst for an initial rollout, since everyone needs kit at once.
Most programmes end up using the first for rollout and the third for replenishment, which is a sensible combination rather than an inconsistency.
What to track, minimally
- **Who has what, and in what size.** The single most useful record, because it makes replenishment and leaver recovery possible.
- **When it was issued,** so replacement cycles can be applied consistently rather than on request.
- **Current stock by size,** so you know what to reorder before someone cannot be kitted.
A spreadsheet is enough for most organisations. The failure is having no record at all, which means every question requires someone to go and look in a cupboard.
Buffer stock, and how much
Hold enough of the common sizes to kit expected new starters over your reorder lead time, plus exchanges. In high-turnover sectors that is a meaningful quantity; in stable ones it is small.
Buffer stock is where a per-design minimum helps: a top-up order can be a genuine spread of sizes rather than a bulk commitment to whichever size hit the minimum.
Leavers
Decide the policy before you need it. Recovering uniform is only worth it for expensive items in good condition, and only if branding does not prevent reissue — heavily branded garments generally cannot be given to someone else comfortably.
That is another argument for company branding on the garment and names on removable badges: it keeps garments reissuable and makes recovery worthwhile.
Storage practicalities
Keep garments dry, off the floor and out of direct light — sunlight fades stock over months, which is an unpleasant discovery when the buffer no longer matches what is in service. Store by size rather than by person, since sizes are what people ask for.
