If you’re an entrepreneur looking to set up an office space for your new business, there are many things that you need to consider. The modern office looks quite different from what work spaces used to be like, with both technological advancements and employee expectations having changed a lot over the years. To help you out, here are five essential areas that you need to have covered in order to create a productive, happy, and healthy office environment for you and your staff. The specifics will vary according to the size of your business and the industry you’re in, but they should all be relevant in some way.
Space
First things first – you need an actual space to put all your essential items and your workers in! This is obvious but vital to get right. Think carefully about exactly how much space your business needs. Too much will likely increase overhead costs unnecessarily, whereas too little will make for an uncomfortable office or potentially prevent you from being able to grow and expand your business. Then it also must be fit for purpose – do you need meeting rooms? Private offices? Large collaborative workspaces? All of this will affect the property you choose.
Another thing to consider is the vibe of the space. For instance, natural light is important for both inspiring creativity and boosting everyone’s mood. Large windows that flood a room with sunlight are perfect, creating a sense of space and comfort. If you can get somewhere that has a nice view out of those windows too, even better! Finally, you’ll want to ensure that your office space has sufficient toilet facilities, plus adequate heating and air conditioning to ensure that you and your staff feel comfortable no matter what the weather.
Furniture
Once you’ve picked your office space, it will be time to start filling it with furniture. Desks and chairs are a good place to start, and you’re going to want to think carefully about them. In order to promote good health among your workers, well made ergonomic chairs are key. If people are sitting down for hours every day, their posture and health will suffer if the chairs they use are low quality. Similarly, you might want to consider investing in standing desks to allow people to stand up whilst working whilst for part of the day.
Other areas to think about include meeting rooms, where you’ll want a high-quality table and chairs in order to make a good impression on those who visit your company. A spacious whiteboard can be a great addition here, too, allowing for the free flow of ideas and improved collaboration.
Finally, kitchen equipment and water coolers will make for a much more comfortable work environment for your staff. Everyone likes to have a cup of tea or coffee whilst they work, so a kettle or coffee machine is a bare minimum. A fridge for people to store their lunch in is also key, plus a sink area for washing up. Be sure to install recycling bins to send the message to your staff that your company cares about the environment.
Computing equipment
These days, no business is going to get anywhere without decent computing equipment. Have a think about what will be most useful to your staff – for example, would desktop computers or laptops be better in your industry? Will your employees need tablets? How about landline phones or cellphones? Then there’s equipment such as scanners, photocopies, a shredder, projectors, and printers to consider. In addition, with the increase in video conferencing these days, you’ll also have to think about getting good quality audio and visual equipment such as webcams and microphones (as well as lighting and a suitable background).
Depending on the industry you work in, there may be more specialist equipment that you require as well, so be sure you don’t miss anything out. Plus, shop around to ensure you get the best quality for the best prices. It’s also worth having a supply of spares for certain pieces of equipment, such as extension leads, keyboards, computer mouses, and other small bits of hardware that break easily and useful items to go with them, such as batteries.
WiFi and software
Once you’ve purchased all of your hardware, it’s time to make sure you can actually use it! A strong internet connection is possibly the single most important thing your company will need, so arranging your WiFi installation is one of the first things you should do. Be sure to get a package that is fast enough and comprehensive enough for all your needs.
Following that, you can begin to set up your computing equipment. Again, the specific software you need will very much depend on the type of company you are in and the industry you work in. However, some options to consider include word processing programs, anti-virus software, and programs for dealing with numerical data. You might also require some design packages, website building software, or programs for e-commerce. Then there’s software that handles tasks such as accounting, payment of your staff, and inventory management. Take your time to look at what’s available, and test out a few different options before committing.
Office supplies
Once you’ve arranged everything else on this list, you can start to get down to the little things. There is a multitude of different office supplies that you will need to keep your company running smoothly. These include, but are not limited to:
- Pens (always more than you think you need)
- Pencils, sharpeners, and erasers
- Highlighters and marker pens
- Paper (including different varieties and sizes for different purposes)
- Notebooks, diaries, planners, and calendars
- Folders and files
- Staplers, staples, and a staple remover
- Elastic bands
- Scissors
- Sellotape, glue, and Blu Tack
- Hole punches
- Post-it notes
- Envelopes, plus stamps or a franking machine
- Printer ink and toner
- USB sticks and other digital storage solutions
- First-aid supplies
- Fire extinguisher and other safety equipment (be sure to check the legal requirements in your area)
- Cleaning supplies (including for the kitchen and toilets)
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