The Lowdown on Office Equipment

It is easy to get caught up in the latest and greatest equipment for your office. You want it to look fabulous and make a statement about your success. But don’t lose sight of your budget. Your cash flow could wind up looking like the national debt.

Don’t despair! It really is a breeze to make good decisions about purchasing equipment and furniture, have a good-looking office, and make your business run smoothly and efficiently.

New vs. used
Some people think that they have to have the latest equipment to hit the market. Cost doesn’t matter. This kind of thinking can lead one to buy equipment with superfluous features, or furniture that goes out of style next week. Before you equip your office, think about your real needs—what you need to make a fair impression, work efficiently, and be able to maintain a good and continuing cash flow situation. Check into used furniture and equipment. A good bargain may just be the ticket to really fulfilling your needs!

Phones
Do you really need all of the bells and whistles available in certain phone equipment today? Is voice mail necessary or will an answering machine suffice? Don’t get caught up in the hype—think about your business and what you need to handle your day-to-day communication needs. Make a list of the types of phone equipment that you absolutely must have to run your type of business professionally. Then shop for prices at least three different outlets.

Software
Just about every business today has a computer that handles a variety of tasks, from accounting to human resource management. No matter what computer platform you are using, there are a host of programs available that will cut down on the time and expense of accounting, billing, creating financial projections, letter writing, creating graphics and drawings, and even managing your day for you! Again, determine what you need in order to adequately fulfill a function and shop for the software package that will best meet your needs and your budget.

Furniture
You are projecting an image with the type of furniture that you choose to outfit your office with. Buying it used can certainly help offset costs, and comes as a recommended solution for keeping costs in check, but make sure that it is in tip-top shape. New or used, your furniture should be professional in appearance. Try for a coordinated look and a simple color scheme carried throughout your office. Good, simple, tasteful design is paramount if you intend to have clients visit your office on a regular basis.

Also, look for furniture that is comfortable and suited to working around for at least eight hours a day. If you use desktop computers, make sure your desks and chairs are ergonomically designed to minimize physical stress.

E-mail
E-mail can be the bane of the business professional’s existence. The decision to purchase e-mail will hinge a great deal on the culture of your company and how open you are about allowing your employees to freely communicate company information, both internally and externally.

Copiers
If you lease a copier, make sure you have a strong service commitment from the copier or leasing company. You need to know how quickly you can get a replacement machine delivered should your leased equipment fail. Get everything regarding the leasing terms and the service offerings in writing. And keep good records of service visits and the type of work performed.

Fax machines
It is nearly impossible to find a business that does not use some form of fax machine. Some business use stand-alones while others fax via software and modems that are a part of their personal computer. Some companies tie their networked computers into one fax machine. Whatever method you choose, you really should have some fax capability. You will quickly find a need to both send and receive information via fax, and it can also be used as a highly successful marketing tool.

* Source Streetwise Small Business Start-Up