Counting stock properly

When the record says 40 and you count 37, only one of those numbers tells you what is really there. The count is the check on the record. A count is only useful if other people can trust it, so how you count matters as much as the number you write down.

Three counting habits

You will learn a fuller method in a longer course. These three habits already make a big difference.

1. Count in a set order. Start in the same place every time and move in one direction, so nothing is skipped and nothing is counted twice.
2. Count for real. Put a hand on, or point at, every item or group as you reach it. Do not guess the number from the size of a pile.
3. Write it down as you go. Do not rely on memory. Record each number on the count sheet straight away.

Two practical tips

• Count in the same unit as the record. If the record is kept in single tins, count single tins. If it is kept in cartons, count cartons. Mixing the two is a common reason for a wrong number.
• Keep damaged stock on its own line. If an item is torn, broken or spoiled, do not count it as sellable. Set it aside and write it down separately, so the sellable number is honest and the loss is recorded.

When your count and the record disagree

Write down the difference and a short note about what you saw, then tell your manager. Never change your count to match the system, and never ignore a gap because it looks small. The record is only worth keeping if the count is allowed to correct it.

Measuring accuracy

To know whether counting is improving, you need a number. A simple one is count accuracy:

Count accuracy % = lines that matched ÷ lines counted × 100

A line is one product on the count sheet. A line matches when your count equals the record.

Your manager or owner sets the target for your business. As an example only, a business might aim for 95% or better and recount when it falls below that. The important thing is to pick a target, measure against it every time, and look into the lines that miss.