How Smart Nonprofits Source Their Community Outreach Supplies

Many charitable organizations operate on tight budgets, but the best ones have figured out one important thing: where you get items almost matters as much as what you get. For example, between the organization that’s always scrambling to make things work and the one that has a sufficient status quo, the latter is better planned from a sourcing approach.

The first challenge any community program faces is identifying what suppliers will best fit nonprofit needs. As great as retail stores are for interim programs, they don’t have the sustainability or dependability level required by many organizations. Thus, it’s important to find wholesale companies who can provide enough quantity at an effective price for altruistic ventures.

Many organizations have found success working with niche suppliers. For example, Bags in Bulk is a one-stop shop for supply needs with an eye toward donation efforts which helps organizations acquire everything from clothing to basic survival needs at prices that can do more for less. This means that organizations can serve more community members without constantly having to fundraise.

New nonprofit managers are often shocked when they realize that costs per unit make a world of difference. For example, a $3 unit seems feasible when considering one person. However, when multiplied by 500 people, that same unit purchased in bulk may cost $1.50 or less which suddenly means the ability to serve more people equals half the price.

Yet cost per unit is more than the price tag. Shipping prices, minimums and delivery timelines result in a true price. The organizations which understand this and plan effectively get better results. For example, some suppliers have flat shipping costs which make ordering in bulk worth it; others require minimums which force organizations to get more than what they need.

A Compelling Mix Between Quality and Price

Cheap means charitable but cheap quality backfires. For example, clothing that falls apart after one wear does nothing. Bags that rip immediately create more work for volunteers. The best organizations know how to balance wear and tear and price.

Yet this is complicated when board members and donors want to minimize costs at all costs. Yet losing items and having complaints voiced by community members takes up time and energy too. Therefore, smart sourcing means finding a good balance that appreciates lower prices with good quality.

Inventory is never purchased at random by successful programs; their storerooms look like little warehouses that recognize in/out because organizations need them to work effectively.

The best organizations project months in advance about what they need for the year. They know they need extra clothing for the winter and with back-to-school time comes an influx of requests for bags, supplies and clothing, and summer often calls for different items. Thus, planning in advance helps take advantage of price decreases and keeps organizations active instead of stagnant.

Understanding Suppliers as More Than Just Suppliers

Asking someone for a receipt is different than knowing they won’t hesitate to help them out when good sourcing ideas go awry. What happens when there’s damage? What happens if someone needs an emergent order? What happens if a special event requires something specific?

Organizations that source well early on and know they have contact agents who have their backs get better service than those who don’t cultivate relationships. This means effective communication about needs, timely payment when possible and understanding that wholesale warehouses have their own needs too, good relations often prevent complications from ever happening.

Timing Purchases When Appropriate

Purchasing at the last minute is expensive and stressful. Organizations that well-time their own need calendar with others’ timelines can minimize expense and approach better results. For example, ordering winter items in September is appropriate; waiting until the first snow is not.

Some wholesalers appreciate down-season purchases; others have regular purchases or educated guesses about when they run sales or decrease prices. Understanding this nuances the budget differently without sacrificing what the community deserves to receive.

Making Distribution Easier When Sourcing Properly

How items arrive makes all the difference for volunteers who disperse them—items packed in cases, sizes already sorted out or things delivered in proper quantities makes running the program easier.

The best sourcing decision comprehends the process from truck delivery to community member acquisition. Bulk orders mean lower prices, but they need to arrive in ways for efficient volunteers. The organizations that fail to account for this simplistic rationale waste hours getting things ready post-delivery with no packaging.

The difference long-term for good sourcing supply chains built to work effectively mean that organizations can work on their actual mission as opposed to consistently dealing with acquisition concerns every few weeks/months down the line.

If an organization knows where to turn for good quality items at good prices, they’ll feel confident supporting their programming consistently over the years instead of wondering if they can even serve their communities on any given day. Too few people value reliability; both community members and general volunteers/donors appreciate long-term continuity without change.