I’m in HR and Spend 10 Hours a Month Managing Swag Orders. How Do I Get That Time Back?

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Show How Automation Eliminates Manual Requests and Shipping

Introduction: When Swag Takes Over Your To-Do List

HR professionals are constantly pulled in a hundred directions. Between hiring, onboarding, compliance, and keeping employee engagement strong, the schedule is already packed. Then swag management sneaks its way into the mix.

What seems like a simple task—ordering t-shirts or sending out a few gifts—quickly spirals into a full-blown project. Before long, you’ve spent 10 hours this month just dealing with swag. That’s an entire workday gone, swallowed by shipping labels, spreadsheets, and Slack requests.

Here’s the good news: it doesn’t have to be this way. With the right approach, those hours can be reclaimed and put toward the work that actually moves culture and strategy forward.

Why Does Swag Take Up So Much of HR’s Time?

On the surface, swag feels like a quick win for company culture. But managing it manually is a recipe for lost time. Here’s why it’s such a drain:

• Endless requests. Every “Can I get a hoodie?” message adds to your inbox pile.

• Spreadsheet chaos. Tracking sizes, colors, and quantities manually is a never-ending job.

• Vendor juggling. Different suppliers mean different timelines and headaches.

• Shipping duty. Suddenly HR is the office mailroom, packaging and shipping boxes.

• Budget tracking. Reconciling receipts and approvals eats up more time than expected.

Add those pieces together, and the result is hours of repetitive, low-value work. Swag is supposed to bring excitement to employees, but for HR, it often just brings extra stress.

What If HR Didn’t Have to Touch Swag at All?

Picture this: employees browse a branded swag store, select what they want, and receive it directly at their doorstep. No spreadsheets. No last-minute office supply runs. No frantic late-night packing tape sessions.

That’s what automation delivers. Instead of HR being the middleman, the system takes over—freeing you to focus on strategy, not shipping.

How Automation Works

The beauty of automation is in the details. Here’s what changes when swag gets streamlined:

A Company Swag Store

Employees order from a branded, online store stocked with approved gear. The experience feels like shopping, but every item aligns with your brand.

Smart Budget Controls

Credits or allowances can be set automatically. Whether it’s $50 per quarter or a one-time welcome gift, the system handles approvals for you.

Live Inventory

No more outdated spreadsheets. Inventory updates in real time, so employees see exactly what’s available.

Direct Shipping

Every order goes straight from fulfillment to the employee’s front door. No middle stops, no cluttered office closets.

Reporting and Insights

Want to know what items employees love most? Or how much budget has been spent? Analytics are built in, giving HR a clear picture at any moment.

Instead of being stuck in logistics, you simply oversee a system that runs itself.

The ROI of Saving 10 Hours a Month

Ten hours may not sound like much at first—but it adds up quickly.

• Average HR manager hourly rate: ~$50

• 10 hours per month = $500

• Annual cost in lost time = $6,000

That’s real value sitting on the table. And that calculation doesn’t even consider the ripple effects of:

• Better onboarding experiences. New hires feel welcomed right away.

• Stronger employee morale. No waiting weeks for gear that should build excitement.

• Brand consistency. Everyone receives the same high-quality, on-brand items.

Swag automation saves money, time, and sanity all at once.

Why Employees Love Automated Swag

Swag may seem like a perk, but for employees it’s often an emotional touchpoint. When done right, it creates pride and connection. Automation makes that experience smoother, and employees notice.

They get:

• Choice. Pick items that fit their style and size.

• Speed. Gear arrives quickly, without chasing HR.

• Fairness. Every employee has equal access to quality swag.

When swag feels effortless, it actually serves its purpose—bringing people together and boosting engagement.

Why Merchloop Makes It Effortless

Plenty of providers promise swag solutions, but Merchloop takes it further by cutting out the middle layers. Here’s what makes the difference:

• On-Demand Ordering. No minimums—order one or one hundred.

• Competitive Pricing. Because decoration and fulfillment happen in-house, pricing stays at or below MSRP.

• Premium Brands. Nike, The North Face, TravisMathew, Marine Layer, and more—all available individually.

• End-to-End Service. From store creation to fulfillment, everything happens under one roof.

Instead of piecing together vendors and processes, Merchloop offers a single streamlined solution.

How to Launch Your Own Swag Store

Getting started is refreshingly simple:

1. Work with Merchloop to create your branded store.

2. Select products that represent your company best.

3. Let employees log in, shop, and check out.

4. Merchloop handles decoration, fulfillment, and shipping.

In just a few weeks, HR can go from shipping boxes in the break room to running a fully automated system.

A Real-Life HR Transformation

Consider Sarah, an HR manager at a growing tech company. Before automation, she spent more than 12 hours each month chasing down swag orders. Every new hire kit required extra effort, and every anniversary gift meant more packaging and shipping.

After moving to Merchloop, Sarah spends about 30 minutes a month on swag. Employees shop their store, orders go out automatically, and Sarah’s time goes back to focusing on employee engagement programs.

Her HR role feels more strategic. Employees get a smoother experience. Leadership sees cost savings. Everyone benefits.

Final Thoughts: Reclaim Your Hours

Swag should energize employees, not exhaust HR. If managing it is taking 10 hours of your month, the solution isn’t working—it’s time to upgrade.

By automating with Merchloop, you:

• Remove manual requests from your inbox

• Stop playing warehouse manager

• Deliver a better experience to employees

• Save thousands in productivity

The next time someone asks, “Can I get a hoodie?” you won’t dread the request. You’ll simply point them to the store—and keep your time where it belongs.

Reclaim those hours. Swag doesn’t have to be your problem anymore.