Managing Effective Stock Control to Prevent Running Out of Stock by Joe Cignetti

Effective stock control is one of the most important operational practices for any salon or retail business. Running out of stock not only interrupts daily operations but can also result in lost sales, frustrated staff, and disappointed clients. When a client expects their preferred product or colour to be available, not having it on hand can undermine trust and impact future loyalty. To avoid these situations, stock control needs to be approached as a structured, ongoing system rather than an occasional task.

The foundation of successful stock control begins with implementing a reliable tracking system. Whether this is through salon management software or a well-structured Excel spreadsheet, it is crucial to have real-time visibility of what stock is on hand, how quickly products are being used or sold, and what needs replenishment. A digital system reduces guesswork and provides accurate records of all stock movements, ensuring managers and team members are working with the same information.

In addition to tracking, analysing usage and sales patterns plays a vital role. Every product has its own movement cycle: shampoos and styling products are often fast-moving, certain treatments may peak at specific times of year, and some high-value or niche products will move more slowly. By regularly monitoring sales on both a weekly and monthly basis, patterns become clear. This allows managers to anticipate demand, identify seasonal fluctuations, and plan stock replenishment in advance.

One of the most effective methods of preventing stock shortages is to set par levels for each item. Par levels represent the minimum quantity of stock that should always be available. For example, a salon may decide to keep at least twelve bottles of its best-selling shampoo, eight tubs of treatment masks, and six tubes of each popular hair colour. Once stock drops below the par level, this becomes the signal to reorder. This system ensures that replenishment happens before products are fully depleted, providing a safety buffer and eliminating the risk of running out.

Consistency is also key in stock management, which is why a regular order cycle is recommended. Scheduling weekly or fortnightly stock checks, followed by supplier orders, prevents stock management from becoming a reactive process. Aligning this cycle with supplier delivery times creates a smooth flow where current stock overlaps with new deliveries, ensuring products are always available when needed.

Supplier relationships further strengthen stock control. Establishing clear communication with suppliers allows for quicker resolutions if urgent stock is required, early notifications if items are on backorder, and opportunities to secure discounts through bulk purchases of essential items. Suppliers who understand the demands of your business can become strategic partners in ensuring smooth stock availability.

Alongside these structured systems, it is wise to maintain a small buffer of bestselling products and core colours. Clients rely on certain shades or product ranges, and these should always be prioritised. A backroom shelf reserved for overflow stock can serve as a safety net, especially during peak trading periods or promotional campaigns when demand may temporarily spike.

Regular stocktakes are another vital element of effective stock control. Conducting monthly checks ensures that physical stock levels match the records in the system, reducing errors, shrinkage, or overlooked discrepancies. This process also helps highlight products that may not be selling as expected, giving managers the opportunity to adjust ordering or run promotions to clear slow-moving items.

Finally, effective stock control is not just the responsibility of management but of the entire team. Staff need to be trained to treat stock awareness as part of their role. Simple practices such as noting when the last item of a product has been opened, reporting low shelf levels promptly, and suggesting alternatives to clients if a product is temporarily unavailable all contribute to a smoother stock management process.

In conclusion, managing stock effectively so that a salon is never out of stock requires a blend of accurate systems, proactive planning, and team awareness. By combining digital tracking, par levels, consistent ordering, supplier relationships, buffer stock, and regular stocktakes, a salon can create a reliable flow of products that supports both staff and clients. When managed well, stock control becomes invisible to clients—what they see is a professional business that always has what they need, reinforcing trust and loyalty.