One of the most common topics that comes up when I’m decluttering with clients is about keeping backups “just in case.” After all, it seems wise to keep an “extra” of what we regularly use, in case we run out at a time when it isn’t either convenient or possible to simply buy a replacement. On the flip side, we all live within limited space. We want our items to fit into our space in such a manner that we can easily access them when desired. Thus, figuring out how many of any particular item to keep is a bit of a balancing act. This leaves us wondering how to know whether to keep an “extra” on hand of the various supplies we use.
I will admit that the question is multi-faceted. In general, I suggest keeping multiples of items that meet at least one of the following criteria:
- Consumable supplies that we regularly use.
- Supplies that are hard to source (e.g., require a special order or out-of-the-way trip).
- Items that are no longer being manufactured, but that we still need, want, and/or use.
- Expensive things that go on periodic sale, at which time we like to stock up (again, which we know we will use).
Now that you know the criteria, let’s also consider where to keep these extras. You do not need to keep extras and backups in the same location as the supplies you are currently using. For instance, you don’t need to keep the 4-pack of toothpaste in your bathroom drawer or countertop organizer. Spares and backups are basically “stock room” items: things you store in a more remote location from which you can “shop” when needed. A smart location for extras might be:
- A linen closet (e.g., for bathroom supplies)
- A hallway dresser (e.g., for extra school supplies)
- A spare closet (e.g., for home office items)
- A shelf in a garage or basement (e.g., for bulk purchase supplies like paper towels)
Keep one or two of the things you touch every day in your prime, working area of your home, and then store the extras in a location where you can easily grab another when needed.
Have I got you thinking about items of which you may decide to keep extras and backups? Here are a few examples.
Keep an “extra” of:
- Rolls of toilet paper (as the recent pandemic taught us)
- House Key (preferably hidden outside) and car key
- Hair dryer/styling tool (since these often break after the shower, and before and an important event)
- Thumb drive (for when the printer breaks and/or the internet is down and you need to transport a document)
- Sympathy card and hostess gift (it just saves time to have one on hand)
- Batteries (esp. “D” batteries for flashlights and hearing aid batteries)
- Fuel for your generator (esp. if yours runs on gasoline, since it can be difficult to get to a gas station in situations when generators are needed)
- Bandaids
- Contact Lenses/glasses (have these “on you” at all times)
- Bottled water (always have a few jugs in the house)
- Poster board (since kids never tell you they need this until the night before a project is due)
- Extra roll of tape (especially around the holidays)
- Cell phone charger (if you can, keep one in the car since batteries often die when you are out and about)
- Extra coffee carafe (the glass ones break easily when bumped at the wrong angle… and who wants to start the day without coffee?)
- Umbrella (they always seem to break on rainy days)
- Jumper cables (keep them in the car)
- Quarters (these still come in handy for parking meters and the tooth fairy)
- Inhalers/epipens
- Medications that you regularly take
- Hairbands (for those with long hair, keep a few in your purse)
- Pen or pencil (have an extra in your car and bag)
- Printer ink cartridges (always have a spare “black” ready to go)
- Diapers (if you are in this stage of life)
- Spare pacifier and/or “lovey” if you child is attached to one (smart to buy multiples early on and, if possible, rotate them)
- Loaf of bread and a pizza in the freezer, can of soup on the shelf (you can make a meal out of these in a pinch)
- Toiletries that you use up quickly so you don’t need to make a trip or scrounge around until you can purchase more
- Feminine protection products
* * *
You may have a list that relates to your particular profession or situation, so keeping a checklist of “never run out these” is a good idea.
What items do you make sure to keep an extra or spare of?
Speaking of cell phone chargers, I do have, and frequently use, the cord for connecting my phone to my car. But when my alternator died, so did my car battery. I was able to make the call for help that I needed to, but my phone battery was worrisomely low. So I’ve started carrying a portable phone charger in my purse to connect the phone to and charge it wherever I am.
I like the concept of “shopping” from your backup supplies, partly because I have a storage bin labeled “Drug Store”. 😊
I love the “drug store” bin. When I am feeling low, that last thing I want to do is get in the car and drive to CVS!
Great tip to keep a portable charger in your purse. That’s a definite to add to the list – a charged charger. 🙂
I love how you set up this idea of “spares” by determining how much is enough. That’s an essential boundary to create, making the ‘where’ of storing those extras easier to figure out.
Your list of potential extras is also helpful. In addition to many of the items you suggested, here are some others I like to keep extras of:
• Light bulbs
• Cleaning products
• Tissue boxes and tissue packs
• Sticky notes
• Sharpies and other favorite markers and pens
• Face and hair care products
• Sunscreen
• Gum
• Napkins, foil, and plastic wrap
• Cosmetics
I have a huge box of gum in my pantry. I use it “post coffee” most days because I don’t like the coffee taste/breath. Thanks for all these terrific additions!
The uncertainty of the world has created the need for a real “just in case” called emergency preparedness. Having a list and a dedicated storage space gives validity to the essentials. Thank you for bringing these ideas full circle validating the need and how to be most prepared.
Nothing like a pandemic lockdown to shift my perspective a bit on the idea of having some backups and spares around! Now I keep more than I used to.
This is a great list of “spares” to keep. My addition to the list relates to my dog – an extra box of treats, poop bags, and a spare soft toy just in case he has absolutely destroyed his current favorite.
Keeping some extra poop bags is definitely a winning idea!
I am a big fan of back ups! I have the luxury of space in my house for them and pretty much have at least one for everything I use. I also like refills for liquid hand soap and dishwashing products. I love the poster board idea. I am no longer in that position but I remember several times when I had that problem. When the pandemic arrived, I had just been to Costco so I was in good shape on most things. That did make us all more likely to have back ups. Thanks for the tips.
COVID has us all reconsidering the value of backups. I keep more now than I used to. It isn’t my preferred method to have a lot of back stock around, but I learned from the lockdown that it is smart to have spares of the most important items.
I often quote Joshua Becker who said “if you can replace it in 20 minutes for under $20” then you can let it go. This quote seems to fit your criteria. Keeping things just in case, with no other reason is where clutter collects.
All items have to justify their real estate. Extras are handy for the most important items… I keep more now than I did before COVID. Still, there is a limit. Things can get out of control, even if they were purchased with good intent.
Add diet Coke to the list. When it’s raining or snowing, when you’re feeling under the weather, when your last little bottle of your favorite beverages falls over and sprays all over the inside of the fridge — if you need caffeine, getting down to that last one and then not having it can be a real nightmare!
I’ve learned that it’s easier to have a set of backups in your suitcase/overnight back that you only use when traveling — a mini umbrella, phone charters, one of those little nylon backpacks — and another set in your car.
Some backups are allowed just because I’m lazy — I have one set of scissors in the kitchen (not necessarily kitchen shears), one in the living room where I clip articles from magazines and open mail, and one at my desk. I don’t want to have to walk even ten steps to get a pair of scissors, though I’ll happily walk three times as far to grab a stamp or address label. Sue me! 😉
I love your list, and it’s full of the things that you just may not want to dash out to buy when you’re running low, and you may forget to add to your list. For me, having that extra roll of paper towels or bottle of hair goop means not having to run to three stores to get the exact thing you want when you’ve just run out. (And, oh, my, !YES! to the spare hair dryer. I’ll admit, I usually replace one when it dies, but on the rare occasion I get a new one while the old one is still working, it definitely goes into reserves.)
I think the most important piece of advice you gave was that your back-ups absolutely don’t need to be where the originals are. Creating a mini-mall in your cabinet or pantry or linen closet ensures that you won’t have two (the original and backup) open and in operation in parallel, especially when someone with clutter blindness would reach right past the original and opens up the backup unnecessarily!
For me it is Diet Pepsi. It used to be Tab, but then Coke discontinued it… which was very sad.
I have multiples of tools in various places as well: scissors in multiple rooms, hairbrushes in multiples rooms. Those justify themselves because they are actively used in those locations, not just an “extra.”
Having the “stockroom” is an important concept. Bulk purchases are great, but we don’t need two or three flats of soda on the kitchen floor.
I smiled when I saw the coffee carafe. My sister used to go to thrift stores to find a coffee carafe for her coffee maker. She would have more than one extra. I agree with everything in your article and it works for me. I have clients that can’t store extra in a different place. They forget they have extra and go and buy more. I have started telling them to put in their phone where the extras are stored so they can look at one “note” and know where to look. Another situation that arises is at certain stages of life you need extras on hand. When children move out you need a lot less on hand. Making the transition to having the extras you need now can be difficult for some people and they continue to over stock items. When do you stop buying the “Costco size” of everything?
Yes, that is an adjustment. I think the Costco size can work for smaller families, but you have to be careful about what you buy. Anything that expires probably isn’t a great idea for a family of 2. When my kids left, I focused on the foods I know we eat in quantity, and then paper goods, soaps, etc. It’s tough if you don’t have an “overstock” place, though, so its important to buy what works best in your space.