I have been working on my workshop – yes again – and realized that I need to be better about creating a bill of materials (BOM) for every project.
Shown above is a plastic handle with threaded stud. What did I buy it for? I don’t remember. It was in a tote box full of “imminent project” supplies and materials.
Looking at my order history, I bought this along with dowel pins, drill bushings, and 1-1/2″ wide aluminum stock.
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Ah – it’s for a drilling jig I planned to build. If I recall correctly, I was going to build a jig for drilling out larger holes into the ends of 80/20 aluminum t-slot extrusions.
I have made and purchases jigs for drilling holes along profiles, but needed something different for drilling enlarged holes into the central hole.
Here’s what it looks like. The plan was to enlarge the holes. With some of my extrusions measuring 3 feet to 6 feet long, building a jig was the simplest option.
Something happened and I put the project on hiatus, and the parts ended up sitting in a bin.
I never added the lever to other parts, as it was supposed to be a quick and imminent project. And I also didn’t have a BOM for the project, and so I lost track of what the part was purchased for.
For small projects like this, I typically treat my order documentation as the bill of materials. That works reasonably well, but sometimes I order from multiple suppliers or across multiple orders.
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Wouldn’t it make more sense to maybe document separate projects – even the smaller ones – and maybe create or update the BOMs as I source the parts?
I ordered air filter and regulator parts for different projects, but those projects were also delayed. So, now I have a mix of parts and I have to sort out again which ones were for which project. I also picked up a couple of tangential parts to play around with, and that certainly doesn’t make things any less confusing.
Creating a BOM for all of my projects seems a bit formal, but it doesn’t have to be. All I’ll be doing is creating a table or spreadsheet- maybe a singular document for all active projects – with a line about purchase intent.
It’ll basically be a copy of what I plan to order or have ordered, with a note for context.
I ordered the handle along with jig-making hardware nearly 2 years ago, and I quickly remembered once I looked up “McMaster handle” in my email inbox.
I almost always remember what I purchased something for, but that isn’t and won’t always be true.
Earlier this week I ordered cedar boards for an upcoming planter box project. I don’t need a BOM for that.
But for other multi-component projects or assemblies, including some that might not be time-sensitive or timely? Those could use a BOM.
I might do the same for materials – maybe that could be a rolling inventory of what I have on-hand, or what I purchased something for.
How do you keep track of parts purchased for multiple parallel projects? I could use some tips. Or do you tend to be “internally organized,” with similar habits as the one I’m trying to break?
Jim Felt
Geez. And I thought I was the” “only one”…
Between multiple projects, buildings, cities, hobbies and Honey Do’s I’m frequently lost. Or rather the older projects seem to get left to fend for themselves.
Jronman
If it is a paper receipt, you could write on the receipt the job. I suppose online retailers could add an option for setting what job the items are to be used for. I already write on my fuel receipts to differentiate between my business fuel and personal fuel I could start doing the same for other receipts. Another option is have a physical/digital folder holding all the receipts for a particular job.
Stuart
I often buy parts and supplies from online suppliers, and so all of the records are typically digital. I used to keep printed invoices and order slips, but I stopped doing so a few years ago.
S
I find much of it comes down to my personal interest in the project.
If the project is interesting or different, there’s a high chance I’ll pick up at least some of the parts right after seeing the idea.
But if by time the parts arrive, I’m not emotionally invested in seeing the project through, the parts tend to get forgotten about.
At least until I go to clean up that shelf to make space for something else, and remember what a unique idea it was and it’d be cool to finish, but I just need a few more parts, which I order, and then forget about…
Nathan
Best 2 things on the laptop/tablet. Fusion and Google sheets.
The on the mobile Google sheets and a PDF viewer
Came in handy on the last pergola project. Need 5 more of those screws, which screws I said, those fat long things
Ah sheet fat long things a #12 x 5.5 coated Simpson screws. Bam
Scott K
This may be in a similar vein – I’ve tried to stay on top of the misc tools that come with furniture and other products by either putting them in a small labeled bag or just wrapping a labeled tape around the tool. This is helpful for furniture that comes with a specific tool that I may not already have. My bin just reached capacity so I moved them to a Dewalt deep compartment organizer. One compartment for IKEA, one for kids’ toys, etc. I try to keep misc hardware and leftover parts in bins labeled by use like door/window hardware, plumbing, etc.
Stuart
I typically toss the tools and keep spare parts or components not immediately needed into a Ziploc bag.
I used to keep them, but if something needs tightening, I grab a wrench or hex key from my tool box, rather than rummaging through a box of spares.
I’m also looking for tips on inventory management. I am in the process of a complete overhaul of everything.
For example I have a box of 120mm fans, but I found myself asking why. A lot of those case fans were included with different computer cases and removed when building a system in favor of something quieter or higher performance. If I didn’t use them over the years, will I really need them now? Or am I likely to buy specific fans better suited to whatever project or computer build might be ahead of me?
The plastic handle above is just one part that led to a “what did I buy this for?” moment, and I’m sure there will be more.
Scott K
In reorganizing some things- I also asked myself if I should keep misc assembly tools that I own nicer versions of.
This largely comes down to space – if you have the room, saving lots of extra parts and misc items is nice because it can cut down on waste and shipping times.
I remember seeing a contractor on Instagram showing parts bins and containers labeled with QR codes that linked to the item pages for quick reordering – cool system if you regularly purchase the same parts or fasteners from the same supplier.
The system is only effective if you’ll use it. We have acquired lots of kitchen items that we rarely use but are worth keeping. We moved away from organizing by type to organizing by frequency of use which has made daily cooking much simpler.
I would think that your access to so many storage options could make this trial and error process kind of fun.
Nathan
Scavenging items used to be an issue for me too. I’ve finally at 47 stopped doing it. Other than unique hardware bits.
PKS319
In addition to BOMs, I have started to use WIP (work in progress) boxes. I use the ~22 x 17 x 4 to 12″ high totes made by many manufacturers (mine are from ssi schaefer and also come with internal boxes and dunnage). I then have all the parts for a project in one WIP box. Now, this has created a worryingly large stack of undone projects …. but that is a different issue. And of course, it covers smaller parts only.
James
I use a similar system, but with bigger boxes if needed for plumbing projects, etc. Piece of paper (BOM) taped to the box with the project (or work order) details, and then load everything in as it arrives until complete and ready for build.
It’s never perfect but it’s not terrible.
Keeping on
https://store.reekon.tools/products/p1-tagger-construction-printer
You need this ,tags everything
Stuart
I still have my Epson, and it’s been getting a lot of use. https://14cyiuhvcgv.com/epson-handheld-label-maker/%3C/a%3E%3C/p%3E
Al
I’ve been purging for the past couple of years. I’ve found this pattern that I didn’t even know that I was using:
– gallon Ziploc bags (or leftover bags from tools and equipment manuals) to contain all the parts as I acquired them
– shéet metal boxes to hold heavier parts like knobs, locks, hinges, bits, and magnetic parts trays where I had picked the screw, nuts, bolts, etc.
– receipts and packing slips were in the bags/boxes so I had a date and other items purchased to give me a clue what this was for
During the purge, I’ve finished up a couple of old projects. Started a new one when I found a gallon bag already prepped for a door project that had been abandoned. Found some countersink bits and taps that had been set aside for other projects that were completed, but I hadn’t ‘closed’ the job by emptying the bag/box.
When I noticed common parts set aside for different projects, I decided to just stock it. I now have a drawer with brackets in a few sizes from 1-1/2″ to 12″. I have bags of the correct screws to fit the brackets so I don’t improvise with drywall screws.
The supply problems during the pandemic showed me the benefits of keeping my own small stock. I have way too many DeWalt parts organizers, and ordered a couple dozen extra bins to keep in drawers or build a kit for a job and swap it into an organizer I’m carrying. This helps me stock 1# and 5# boxes of screws. I’m even replacing screws, nuts, bolts that I see for my new standard sizes. Even if it’s not needed, because consistency. (Doing the same for electrical outlets and switches, which I have a small stock of too.)
William Adams
I write/draw/sketch into a paper notebook — if I need to refer to anything, it should be in there if it wasn’t re-drawn on the computer (and possibly uploaded to Github or some other file/project sharing site). Usually the B.O.M. is a text object in the file unless it gets complex enough it warrants a separate text file or .csv/spreadsheet (though arguably, I should use the File | Notes feature in Carbide Create, ob. discl., I work for Carbide 3D).
I’ve begun using a Kindle Scribe (and sometimes if I don’t have a napkin or other bit of paper will sketch using the stylus on my Samsung Galaxy Note 10+), but it’s been just a straight paper replacement.
Physical parts just go onto a workbench at the beginning of a project — if a project is abandoned or changes and parts become surplus, they go into a suitable plastic organizer or other suitable storage (or the fall-back box by the workbench where all odds-and-ends which haven’t merited being placed in organized storage end up). When starting a project, the organized storage is reviewed, and the fall-back box is searched before a store run is made, or order placed.
Jack S
Save and use your delivery cardboard boxes. Store the project parts in one and mark the box (wide tip black magic marker) with the project/contents so it can be stacked/read, then stack them alongside each other on shelves. When the time comes, you can quickly read all the boxes, grab what you need, and go.
A similar approach works with occasional and unique tools, sprays, grease, etc. except store them in clear plastic storage containers, then affix a printed label to the end. Examples: Store drywall items (hand tools, materials like tape) in one, painting items in another, unique brake service items in another, electrical items in another, etc. Common tools stay in my tool boxes, cabinets, and benches.
Saulac
I stay away from “exotic” parts and material. I get it that it is nice to have best form and function stuff for your the stuff that you build. On the other hand, if I outfit a RV or a boat…I will make sure that everything will be from the big box stores. Overnight parts from Japan is not nice while you are building it or using in the middle of nowhere.
Stuart
What do you consider “exotic” parts and materials?
Saulac
Not trying to be cheeky…but I may say that would be anything that you would not find at the box stores. The two examples in this article are probably not something average DIYers would buy. A round knob probably work and easier to find. “Unistrut” certainly does not look as good, but much more available at lower cost. I struggle with storage/space as well. I stock up on small hardware such as nuts and bolts when I found good deals. But I am selective. I only stock popular types and size that are multi use. Then when I build something I also use only popular types and size. I have control over them after all. They say there are two types of fabricators. One start with BOM…one start with what he has. To each their own.
TonyT
Some companies that have been around for 20+ years have the same level of BOM control as Toolguyd 🙂 Of course, I’ve never seen that up close and personal…
And McMaster-Carr is great in many ways, but I hate the way they pack stuff: in bags with a line number. This makes it very hard to figure out later what a part is, unless you know what order it was from AND can find the packing slip….I spent a lot of time measuring constant force springs to figure out the exact part numbers and specs; to save time later I put them into a plastic box with Brother labels on top. At least I had some part numbers and some idea of where to look in the McMaster catalog.
Digikey, Mouser, and Newark are all much better – everything comes in bags with part numbers on them. And Digikey at least will also label them with your own part numbers IF you provide your part numbers when you order.
Stuart
I love how Mouser level things, and I had a great experience with Digikey last year too.
Allied Electroncis, now “RS America” was the worst.
My electronic parts orders can often reach several dozen items, and Mouser makes it a lot easier to initially inventory everything. I then snip part of the label to attach to a parts bin.
CMF
Oh my god, I could right a novel on all the parts, tools, projects that were once on the top of the to do list and then later on, I can barely remember what it was supposed to be, or what it was for.
Also, buying something, only to find out I had one (or sometimes 2 or 3).
Mark. M
I’m not any help with a BOM but I’ve gotten to where I’ll put leftover small parts in a small zip-lok bag and label it with a sharpie. For things like drive belts and bigger things I’ll make a tag out of duct tape and write on that with a sharpie, or on the part itself with a paint pen. Lime green paint pen is actually my favorite. On power equipment, I’ll write maintenance and fluid specs so it’s always there.
Chris
I’m about as ADHD as someone with ADHD can be. Saying I struggle with organization is an understatement. Especially at work, where I’m pulling engines and other machinery apart and leaving them in pieces while waiting for parts.
One thing I’m trying to work on is better organization. I’m trying to label EVERYTHING. Because I know sometimes I’ll order parts with the intent of fixing something the moment the parts arrive, yet every once in a while find myself being preoccupied with something else. Resulting in the parts being stored in the parts room until I remember what I was supposed to be fixing. And then at that point I usually forget what parts were for what anyways, even though I have a parts bin for each machine.
Anyways, as soon as I get parts I will write down what they are for as soon as I get them. Even if I end up using them the same day.
Hilton
I use Amazon wish lists for projects. You can even add an item from another website. Space to make comments for each item and even for the actual wish list/project.
I use the notes section to specify the price when added. You can invite others to view your wish list/project.
William
In our cabinet shop, we have a rack of clear tote bins for special order parts we buy. Each project gets a bin. This is where we store specialty hinges, lighting, etc. until we’re ready to use it for the project. The bin has a label on it. Larger items get a label placed or written on them with the job name.
The bin system has been helpful since so many times a single pair of special hinges would come in only to be set on a bench or placed in a drawer only to be lost when we actually came to use it.
Richard Miller
Ziplock bags + Prolific use of a Sharpie type marker = No more “what was this for?”
Jared
I’ve had to make a conscious effort to stop taking on unnecessary projects, most of them tools I think will be “easy” to make that I then struggle to find time to complete. I end up with the bits and pieces hanging around my shop for far too long, either taking up real estate or missing when I actually need them.
It’s not that I’m disinterested, lack motivation or get overwhelmed with the complexity – it’s that I have so many real projects to accomplish that I had to stop inventing them for fun.
For example, I thought I would make an anvil out of a chunk of train rail, router custom-fit organizer trays for some of my tool drawers, weld up a propane torch mount for the side of one of my rolling tool carts, create a punch holder for my shop press, hammer form some Snap-on-style sheet metal trays to organize some small parts in my drawers, design a tabletop mount for my portable band saw, turn a few file handles… just a few examples that come to mind.
Some of those I’ve completed, some are still on the backburner. I like doing it and it’s nice to make something tailored to my needs, but it’s too easy to invent projects for problems I could just solve with money.
For the last year to year-and-a-half, I’ve basically not undertaken any “optional” projects unless:
1) I can complete them quickly,
2) they do something I can’t just buy, or
3) are important enough that I can put everything else aside for awhile.
That’s genuinely helped me organize and keep track of project materials far better than anything else.
Stuart
That’s a completely different challenge – I consider it to be tied to time management.
There are a lot of projects where I used to be motivated by cost savings, and that’s a very difficult mindset to shake. These days, I prefer projects that save me a lot of money, bring me joy, or are better customized to my needs and wants. Even then, the list gets longer, and
I’m taking steps right now to fix that.