The Importance of Efficient Supply Management

For any business premises, from a coffee shop to a corporate office, supplies represent a significant part of the monthly budget. Reducing consumption not only helps to improve the profit margin, but it also contributes to sustainability, something increasingly valued by customers and business partners.

Benefits of reducing consumption

• Direct savings in operating costs: Less spending on bills translates into greater profitability.
• Regulatory compliance: In some sectors, optimizing energy consumption may be a requirement to avoid sanctions.
• Improved sustainability: Efficient use of resources reinforces the responsible image of the company.

7 Common Mistakes in Supply Management and How to avoid them

1. Not Analyzing Monthly Bills

Many businesses pay for services they don’t use or suffer from billing errors. A monthly bill review can reveal unnecessary extra costs. For example, a restaurant may be paying for a higher electrical capacity than needed, increasing its bill without justification.

Solution: Conduct a bill audit every three months and renegotiate rates with suppliers.

‍2: Ignore preventive maintenance

Common Issues in Electricity and Water Installations

Water leaks or outdated electrical installations can drastically increase costs without being noticed. A leaking faucet can waste more than 30 liters of water per day, leading to an unnecessarily high bill.

Common Problems Caused by Lack of Maintenance

• HVAC systems operating inefficiently, increasing energy bills.
• Water leaks detected too late, generating unnecessary costs.
• Unstable internet connection due to outdated equipment.

How to Implement an Efficient Maintenance Plan?

• Regularly inspect systems like air conditioning and heating.
• Hire annual inspections to prevent costly failures.
• Document all maintenance actions for better tracking.

‍3: Hire plans without analyzing real needs

Importance of hourly rates in 2025

Most electricity companies in Spain offer rates with time discrimination, where the price of electricity varies according to the time of day (rates based on peak, valley and supervalley times). Failure to adapt consumption to these rates can lead to unnecessary cost overruns.

Example: A coworking that uses high-energy electrical equipment during peak hours may be paying 30% more on their monthly bill. Adjusting the use of certain devices to off-peak hours could significantly reduce this expense.

Solution: Analyze the hours of greatest consumption and adapt activities to take advantage of periods with lower rates.

CREC Coworking, for example, it has optimized its consumption by monitoring its bills and contracting better rates with the Polaroo service, saving more than 10,000 euros.

Likewise, many businesses pay for an internet speed they don't need. Assessing real needs can save hundreds of euros a year. It is essential to adjust gas, electricity and other service plans to the actual activity of the premises.

4. Not Investing in Energy Efficiency

LED Lighting and Efficient Appliances

Replacing traditional bulbs with LEDs can reduce lighting costs by up to 70%. Additionally, using appliances with an A++ or higher energy certification lowers electricity consumption in restaurants, offices, and stores.

Smart Energy Management Systems

Technologies like motion sensors, smart thermostats, and energy monitoring software help improve consumption efficiency. Tools like Polaroo allow businesses to track energy expenses through digitalized bills and consumption monitoring, making savings and resource optimization easier.

5. Not Training Staff on Responsible Resource Use

How to Build a Culture of Savings in the Team?

In a commercial space, energy and water consumption largely depend on staff behavior. Keeping unnecessary lights on or failing to turn off devices outside working hours can add up to high costs.

Practical Strategies to Involve Employees

• Create incentives for employees who help reduce consumption.
• Install timers or motion sensors for lighting in low-traffic areas.
• Train the team in good energy-saving practices.

6. Not Comparing Supplier Rates

How to Take Advantage of Market Competition?

Many businesses stick with the same energy or internet provider for years without reviewing their rates. However, market competition often offers more attractive promotions for new customers.

Keeping up with the energy and utilities market requires time and knowledge. For companies with multiple locations, this task becomes even more complicated.

Polaroo allows businesses to delegate monitoring, tariff optimization, provider selection, and the management of services like electricity, water, gas, internet, etc. This includes service activations, cancellations, claims, and ownership changes, ensuring efficiency and control over utility expenses.

7. Not Considering Renewable Energy Sources

Solar Panels: Investment and Benefits

Although the initial investment in solar panels can be high, long-term electricity savings make them a profitable option for businesses with high energy consumption, such as gyms and factories.

Other Sustainable Alternatives

• Contracts with green energy providers.
• Installation of batteries to store energy during off-peak hours.

‍Final Tips for Efficient Management

• Conduct regular energy audits.
• Invest in technology to monitor consumption.
• Promote an energy efficiency culture in your team.
• Review and renegotiate contracts with suppliers.

Conclusion

Avoiding these mistakes in supply management can make a difference for any commercial establishment or office. It’s not just about saving money—it’s about operating more efficiently and sustainably. By implementing these strategies, businesses can optimize costs and improve their competitiveness in the market.

Start saving today and make your business more efficient!

Frequently Asked Questions (FAQs)

How much can I save by switching to LED lighting?
Switching to LEDs can reduce energy consumption by 70%.

Is it profitable to install solar panels for a small business?
Although the return on investment may take a few years, the long-term benefits are significant.

How can I find the best internet provider for my business?
Compare rates and conditions and choose the plan that best fits your needs.

Is it necessary to train staff on energy-saving practices?
Yes, involving employees is key to maintaining long-term savings habits.

How often should I conduct an energy audit?
At least once a year to identify areas for improvement and optimization.