How To Manage And Optimize Spare Parts Inventory

July 5, 2022

From manufacturing equipment to fleet maintenance, having spare parts at your disposal is critical to keeping your most essential equipment functional at all times. The problem? Businesses with disorganized spare parts systems can end up with fewer components than they need at a given time. 


This shortage can complicate matters should you not have the components you need to keep your business operational. Fortunately, all that’s required to avoid this issue entirely is to better manage and optimize your spare parts inventory. This guide will dive into a few helpful tips to make spare parts management seamless. 


Label Your Parts and Develop a Process for Removal

Arguably two of the most significant issues that those dealing with spare parts inventory management face are not properly labeling parts and not creating a system to track their removal. 


By labeling, we don’t mean that you need to inform your employees about what these items are (although this is helpful). Instead, you need a labeling system that results in efficient inventory management. Two great systems include the ABC system (highest, intermediate, and lowest consumption value, respectively) and the XYZ system (little variation and reliable forecast, some variation, most variation, respectively). 


Of course, properly labeling does little if employees do not have a system they can follow when removing and tracking parts.  So, create a standard work order process and train employees so that they know to file a formal work order and how the system functions. This training will eliminate any issues you’re currently facing on this front. 


Understand Your Buying Cycles and How Much Inventory You Have

Spare parts are necessary, but the last thing you want to do is order too much (or little) or cut deep into your profits to keep these items on hand. 


To better address the first part, you can use sawtooth diagrams and create a visualization of when you replenish your spare parts inventory and how quickly it dwindles over time. Then, with further insight into your purchasing habits and how often you go through spare parts, you can better prepare for the future. 


To ensure you’re not spending too much on inventory, you can use a formula for support. The economic order quantity is designed to help you minimize inventory holding and related costs. You can calculate the economic order quantity using the following formula: EOQ = square root of 2(setup costs)(demand rate) / (holding costs).


Conduct Regular Cycle Counts and Occasional Total Inventory Counts

Managing your spare parts inventory involves more than just labeling products and developing systems around them. Checking in to see what you have on hand and ensuring that your new systems are functioning as expected is also crucial to the process. 


Total inventory counts may be conducted from time to time. However, cycle counts can be useful as they’re not disruptive. These types of counts are audits of a group of inventory parts to ensure that the amount of items in your inventory matches what you have in your system. You may even develop a regular schedule for these types of checks!


Get Reliable Inventory Management Support From Action Supply

Need help managing your spare parts inventory? Action Supply is here to help! Our account representatives dedicate themselves to supporting your business by offering fully-managed inventory services. So, keep your business covered and your inventory full of the parts you need when you need them by contacting us today!


April 17, 2025
Spring is here, and that means longer workdays, increased demand, and unpredictable Gulf Coast weather. Whether you're in construction, industrial maintenance, or fleet operations, this is the season to get ahead of equipment maintenance before the heat, humidity, and workload take a toll. At Action Supply, we know downtime isn’t an option. That’s why we’ve put together this spring maintenance checklist to keep your equipment running efficiently, safely, and reliably all season long. 1. Inspect Your Equipment: Catch Issues Early The first step in spring maintenance is a full equipment inspection. Look for: Leaks or fluid loss – Check hydraulic lines, hoses, and seals for wear. Rust or corrosion – The Gulf Coast’s humidity speeds up deterioration. Apply protective coatings where needed. Tire & track wear – Construction sites and rough terrain cause excessive tread wear. Electrical connections – Moisture buildup can lead to short circuits or malfunctions. Pro Tip: Preventative maintenance is always cheaper than emergency repairs. Schedule routine inspections now to avoid costly downtime later. 2. Protect Against Corrosion & Rust The heat, salt air, and high humidity in the Gulf Coast accelerate rust and corrosion, which can weaken equipment and reduce efficiency. Be sure to: Apply anti-corrosion sprays to exposed metal parts. Store equipment properly when not in use to limit moisture exposure. Use high-performance lubricants to reduce friction and wear. Action Supply has a full selection of lubricants, protective coatings, and rust inhibitors to help extend the life of your equipment. Talk to our team for recommendations! 3. Keep Lubricants & Fluids in Check With rising temperatures, oil, grease, and hydraulic fluids work harder to keep machinery running smoothly. Check and replace: Engine oil – Prevent overheating & engine wear Hydraulic fluid – Ensure smooth, responsive operation Gear oil – Protect against friction damage Coolants – Keep engines from overheating in Gulf Coast heat Action Supply carries high-quality lubricants designed to handle extreme conditions. Stock up now before peak season hits! 4. Clean & Protect Your Equipment Spring cleaning isn’t just for homes—it’s essential for keeping heavy machinery, trucks, and tools in top shape. ✔️ Pressure wash equipment to remove dirt, debris, and buildup. ✔️ Clear air filters to improve engine performance. ✔️ Check radiators & cooling systems to prevent overheating. ✔️ Inspect and replace worn belts and hoses before they break. Pro Tip: A clean machine is an efficient machine. Regular maintenance extends the life of your equipment and improves safety. 5. Prepare for Spring Storms & Extreme Heat The Gulf Coast is known for sudden storms and extreme temperatures. Be prepared by: Storing backup parts and supplies in case of emergency repairs. Ensuring generators & backup power sources are operational. Keeping emergency safety gear stocked and accessible. Need help finding the right supplies? Action Supply has everything from industrial tools to safety gear to keep your crew prepared.  Get Ready for a Productive Spring with Action Supply At Action Supply, we have the supplies, tools, and expertise to help you protect and maintain your equipment for peak performance. Call us today to stock up on lubricants, safety gear, and essential maintenance supplies before the season kicks into high gear. Stay ahead of the game—because downtime isn’t an option.
March 8, 2025
Discover how effective industrial inventory management balances stock levels, improves operations, and boosts profitability. Learn key strategies for tracking, forecasting, and optimization from Action Supply's experts.
By Jayson Matos November 19, 2024
On November 8th, 2023, the US Bureau of Labor Statistics released its annual report on workplace injuries. Private industry employers reported 2.6 million nonfatal workplace injuries and illnesses in 2023. This report underscores the importance of preparing for workplace challenges, especially during the winter when injuries rise due to cold, winter weather, and slippery surfaces. Gulf Coast winters bring extreme temperature fluctuations, sudden cold snaps, heavy rain, and high humidity. High-quality personal protective equipment (PPE) and safety supplies protect against the various hazards these conditions present. Ensure your oil and gas workers have these items on hand to keep them safe and productive. Insulated and Weatherproof Jackets Sudden drops in temperature or prolonged exposure to cooler temperatures can impair a worker’s focus, dexterity, and reaction time. Thermal insulation maintains body warmth while waterproof coatings protect against rain and damp conditions. These prevent discomfort and the risks associated with wet clothing, such as hypothermia or reduced mobility. If your workers are often near heavy machinery or fleet vehicles, consider looking for high-visibility jackets with ANSI-compliant reflective strips. They are designed to remain effective even in wet or overcast weather. Workspace-Specific Insulated Gloves Choose gloves that combine the features your workers need in their tasks. You may need gloves suitable for different responsibilities or areas of the workplace. Some features to consider include: Chemical-resistant gloves protect against hazardous materials like acids and solvents. Insulation keeps hands warm, preventing cold-related injuries that impair grip and coordination. These are essential for workers who will work outdoors or in cold indoor areas for extended periods of time. Shock insulation is good for those who work near machinery and electrical components. Anti-vibration gloves reduce the harmful effects of vibration on hands and arms while using power tools or machinery. Cut resistance protects against sharp objects when at work. Good cut protection is considered anything rated A3 and lower. Flexible designs ensure dexterity for precision tasks like repairs and maintenance. Choosing the right gloves will help keep your workers safe from winter weather and the unique challenges of their workplace. High-Traction, Insulated Boots Even without rain or sleet, temperatures can dip low enough to freeze dew and condensation, creating near-invisible slippery surfaces. Boots should feature slip-resistant soles with high traction scores, designed to grip wet, oily, or icy surfaces. Look for acid- and chemical-resistant materials in boot construction to prevent damage and ensure durability in harsh environments. Reinforced-toe options can protect workers from falling objects and other hazards. Insulation prevents cold-related numbness that can affect balance and safety. Hand Sanitizer for Workplace Hygiene and Safety In colder months, workers may be less inclined to wash their hands regularly due to limited access to warm water at job sites. Hand sanitizer provides a convenient alternative to reduce the spread of germs and maintain cleanliness. Choose sanitizers with at least 60% alcohol for maximum effectiveness against bacteria and viruses. Non-greasy formulas are ideal to avoid slippery hands when using tools or operating equipment. Station hand sanitizer dispensers near fleet vehicles, tool storage areas, and break rooms to encourage frequent use without disrupting workflows. Essential Items for First Aid Kits to Treat Cold-Related Injuries Cold-related injuries are rare but possible during Gulf Coast winters, especially when workers are exposed to wet and chilly conditions for extended periods. Make sure your first aid kits are equipped for these during the winter months. Thermal Blankets . Compact, heat-reflective blankets provide immediate warmth to prevent or treat hypothermia in exposed workers. Heat Packs . Disposable or reusable heat packs help warm extremities like fingers and toes. Frostbite Cream or Gel . Specialized treatments for frostbite help minimize damage while waiting for professional medical attention. Cold Weather Bandages . Adhesive bandages that stick even in cold or damp conditions will help protect cuts and scrapes. Extra tape and flexible gauze rolls are also recommended in case of slips and falls. Regularly inspect and replenish first aid kits to ensure all items are in good condition and ready for use. Fire Extinguishers for Heated Areas Indoor and outdoor heating equipment increases fire risk during the colder months. Having the right extinguisher in the right place can make a huge difference in the severity of a fire incident. Ensure extinguishers are rated for the types of fires common in heated areas. They fall under five classifications based on the type of fire they are best suited for. Class A for non-metallic materials like wood, paper, cloth, trash, and plastics Class B for flammable liquids like gasoline and oils. Class C for electrical fires, often caused by space heaters or malfunctioning equipment. Class D for Metal fires involving magnesium, sodium, potassium, and sodium-potassium alloys Class K for fires involving cooking oils and deep fryers. Position fire extinguishers within easy reach of heaters, furnaces, or other fire hazards to ensure workers and responders can react quickly in an emergency. Action Supply Provides High-Quality PPE Gear to Fit Your Needs We are uniquely positioned to assess your safety concerns and ensure you have the right safety equipment for the job. Contact us today to see how we can help you reduce winter workplace injuries with the right PPE gear.