Effective Inventory Management for Assistant Managers

In this episode, we'll delve into techniques and best practices to master accurate stock tracking, set par levels and reorder points, and understand the importance of FIFO and FEFO methods. 

What is Survive?

This podcast is for convenience store sales associates looking to promote to assistant managers as well as for new assistant managers. This can be a tough role when you just get thrown into position. I will prepare you to survive in this role.

Effective Inventory Management for Assistant Managers
Howdy folks. Mike Hernandez here. Welcome Assistant Managers to this edition of Survive from C-Store Center on effective inventory management. As convenience store assistant managers, you play a critical role in maintaining the smooth operation of your stores, and inventory control is at the heart of it. In this episode, we'll delve into techniques and best practices to master accurate stock tracking, set par levels and reorder points, and understand the importance of FIFO and FEFO methods. Let's dive right in!
1. Accurate Stock Tracking: The cornerstone of efficient inventory management is knowing exactly what's on your shelves. Modern inventory control software tools allow you to track your stock in real-time. Regularly update your system with new arrivals and sales to ensure accurate counts. Remember, you can't manage what you don't measure!
Now, let's dig deeper into the importance of accurate stock tracking. Imagine running a bustling convenience store, and one of your best-selling items is freshly baked bread. Your loyal customers know they can count on you for the softest loaves in town. It's a hot summer day, and your store is buzzing with activity.

A regular customer rushes in one afternoon, looking for their favorite bread. They've just gotten off work and plan to make some delicious sandwiches for a picnic. But to their disappointment, the bread shelf is empty. It's not what you want to see as a store manager.

In this scenario, accurate stock tracking becomes your best friend. A robust inventory control system gives you real-time visibility into your bread inventory. You'd know precisely how many loaves are left and when to reorder. But on this particular day, without the proper stock tracking, you're left with an unhappy customer and a missed sales opportunity.

Accurate stock tracking isn't just about avoiding stockouts; it's about consistently ensuring that you meet your customers' needs. It's the difference between a store that runs like a well-oiled machine and one that struggles to keep up with demand.

So, as convenience store assistant managers, remember that your customers rely on your store for their daily needs. Accurate stock tracking is your secret weapon to keep them returning for more products they love. It's not just about managing inventory; it's about delivering exceptional customer experiences.
1. Setting Par Levels: Par levels are the minimum quantity of a product you should always have in stock. They act as a safety net, preventing you from running out of popular items. Consider factors like historical sales data, seasonality, and lead time to set par levels effectively. These levels can vary from product to product so that a one-size-fits-all approach won't cut it.
Now, let's delve into the concept of setting par levels, which is another crucial aspect of effective inventory management. Imagine you're managing a convenience store, and one of your most popular products is a brand of potato chips that flies off the shelves faster than you can restock them.

On a typical day, customers rush in, eagerly grabbing bags of those irresistible chips. You know they can't resist the satisfying crunch and flavor. But one day, something unexpected happens. There's a sudden surge of customers, more than you usually have during that time of day.

As you watch the crowd, you notice the potato chip shelf slowly emptying. Panic starts to creep in as you realize you might run out of this customer favorite. Your regulars rely on your store for their snack cravings, and you can't disappoint them.

This is where setting par levels comes into play. Par levels act as your safety net. They ensure that you have enough stock to meet customer demand even during unexpected rushes like this one. By setting a par level for those beloved potato chips, you would have known it was time to reorder well before the shelf started looking bare.

Without par levels, you're left with a store full of eager customers but empty shelves, and that's a recipe for customer dissatisfaction. Setting par levels helps you strike that delicate balance between keeping enough inventory to meet customer demand and avoiding overstocking, which can lead to wastage.

As convenience store assistant managers, remember that setting par levels is like having a trusted ally watching your back, ensuring you're always ready to cater to your customer's needs, no matter how busy or unpredictable the day may be. It's about keeping your store well-stocked and your customers happy.
1. Reorder Points: Reorder points are your inventory's traffic lights. They signal when it's time to reorder a product to avoid stockouts. Calculating reorder points involves lead time and the desired safety stock level. A smart rule of thumb is to reorder when your stock reaches the reorder point, ensuring a smooth flow of products and avoiding frantic last-minute orders.
Now, let's delve into reorder points, like the traffic lights for your inventory, guiding you to when it's time to reorder a product and avoid those dreaded stockouts.

Imagine you're managing a bustling convenience store, and one of your top-selling items is a premium brand of coffee. It's the kind of coffee with a loyal following; your customers can't start their day without it. But here's the challenge: this coffee isn't available from just any supplier, and there's a lead time of a few days to get it delivered to your store.

One morning, as you prepare to open shop, you notice that the shelves where this beloved coffee should be are looking emptier than usual. The coffee bean bags are running low, and you know that you'll be entirely out of stock in just a day or two. Your regular morning customers rely on your store for their caffeine fix, and you can't afford to disappoint them.

This is where the concept of reorder points comes to the rescue. Reorder points are your early warning system, ensuring you reorder products well before running out. To calculate the reorder point, consider factors like lead time (the time it takes for the coffee to be delivered) and the desired safety stock level (the extra bags of coffee you want to keep on hand to cover unexpected fluctuations in demand).

By setting a reorder point for this premium coffee, you would have known it was time to place an order before the stock ran critically low. You'd have ensured that your customers always have access to their favorite brew, making your store their go-to destination for their morning pick-me-up.

Without reorder points, you'd be in a situation where you run out of a product your customers love, which can lead to lost sales and disappointed customers. So, remember that reorder points are your inventory's traffic lights, helping you navigate the supply chain smoothly and satisfy your customers.
1. FIFO - First-In, First-Out: This method ensures that the oldest products are sold first, reducing the risk of products going bad or becoming obsolete. Always place new stock behind existing items and regularly check for expiration dates. FIFO ensures that your customers get the freshest products, which translates to happier customers and less waste.
Let's now explore the concept of FIFO, which stands for First-In, First-Out. Think of this method as a culinary rule applied to your inventory – the oldest ingredients are used first to ensure freshness and quality. In convenience stores, FIFO is vital in managing perishable items like food, beverages, and toiletries.

Imagine you're in charge of a bustling convenience store, and one of your top-selling items is freshly baked bread. Your customers love the soft, aromatic loaves from your store's oven every morning. But there's a catch: these loaves have a limited shelf life and are at their best when fresh out of the oven.

Now, picture a scenario where you receive a new shipment of bread each morning. The first step in applying FIFO is to place the freshly delivered loaves behind the ones you already have in stock, ensuring that the older loaves are up front and ready for sale. This way, your staff and customers will naturally reach for the older loaves first, ensuring that no loaf goes stale or unsold.

By following the FIFO method, you're not only minimizing the risk of products going bad or becoming obsolete, but you're also providing your customers with the best possible quality and ensuring that they keep coming back for that delicious, fresh-baked bread they love.

So, just like a skilled chef in a kitchen in your convenience store, FIFO ensures that your inventory is managed with precision, guaranteeing the highest quality products for your customers and minimizing waste.





1. FEFO - First-Expired, First-Out: FEFO takes the concept a step further for perishable items like food and beverages. It prioritizes selling products with the nearest expiration dates first. Doing so reduces the likelihood of items expiring on your shelves and minimizes food waste.
Now, let's delve into the concept of FEFO, which stands for First-Expired, First-Out. This approach takes the principles of inventory management to an even more refined level, especially when dealing with perishable items like food and beverages in your convenience store.

Imagine you're in charge of a convenience store that prides itself on offering a variety of fresh salads, sandwiches, and beverages, including a popular line of yogurt drinks. These yogurt drinks come in different flavors and are a favorite among your health-conscious customers. However, they have a limited shelf life, and their quality is at its peak before expiration.

Here's where FEFO comes into play. To ensure your customers always get the freshest yogurt drinks, you meticulously inspect the expiration dates on each bottle when you receive a new shipment. Then, you arrange them on the shelves so that those with the nearest expiration dates are front and center, ready for purchase.

By implementing FEFO, you first prioritize selling products with the closest expiration dates. This reduces the likelihood of items expiring on your shelves and minimizes food waste, which is not only good for your bottom line but also environmentally responsible.

Your customers appreciate that they can trust your store to offer fresh, high-quality products consistently. This level of attention to detail, as exemplified by FEFO, sets your convenience store apart and keeps customers coming back for more.

In essence, FEFO is your secret weapon in ensuring that you deliver top-notch products to your customers while also being a responsible steward of your inventory. It's a win-win that keeps your store thriving and your customers satisfied.

Now, let's bring it all together. Imagine you're managing a convenience store during the summer, and your best-selling item is a popular brand of ice cream. Your stock tracking system reveals that you typically sell 30 cartons a week. Based on this data, you set a par level of 40 cartons to ensure you never run out unexpectedly. You also calculate a reorder point of 20 cartons, taking into account a two-week lead time from your supplier.
With FIFO and FEFO methods in place, you're diligent about placing new stock at the back and regularly checking expiration dates. As a result, you're consistently serving fresh ice cream to your customers, and your inventory is optimized to minimize waste.
In conclusion, effective inventory management is the linchpin of a successful convenience store. By mastering stock tracking, setting par levels and reorder points, and implementing FIFO and FEFO methods, you'll keep your customers satisfied and boost your store's profitability.
Oh, and before I go, here are some questions for you to consider:

1. How can you fine-tune your par levels to adapt to changing customer preferences?
2. Are any perishable items in your store that could benefit from the FEFO method?
3. How can you leverage your inventory control software tools to streamline the management process further?
Think about these questions and apply the knowledge you've gained today to become a true maestro of inventory management. Thank you for your attention, and here's to more organized and profitable convenience stores!
I look forward to your insights and questions. Please email your questions and comments to [e-mail].
Thank you for tuning in to another insightful episode of "Survive" from C-Store Center. I hope you enjoyed the valuable information. If you find it useful, please share the podcast with anyone who might benefit. Again, I'm Mike Hernandez. Goodbye, and see you in the next episode!
Survive by C-Store Center is a Sink or Swim Production.