If you’re setting up a new office, there are lots of things to consider when it comes to kitting it out. Apart from the office furniture and setting up new energy and water contracts, one of the most important things you’ll need to do is sort out the technology your team will use. Like it or not, offices are now completely reliant on technology, so it’s important you get it sorted out as soon as possible.
Computers are, of course, the staple of the office. Emails are sent, documents are created and meetings are scheduled through virtual calendars. You need to make sure you get computers which will stand up well to the test of time and won’t date quickly. You might be tempted to buy older computers to save money, but buying the newest range you can afford means that they will be an action for much longer. Also think about compatibility issues in your industry. Lots of design agencies work with Macs, for instance, whereas standard office jobs tend to use PCs.
Printers, scanners and other paraphernalia
While many offices are becoming paperless, it doesn’t mean that it’s time to throw away your printer just yet. There will always be times you need a hard copy of a document, so get yourself a couple of black and white and colour printers to cover all eventualities. A scanner can be useful if you need to send evidence of a paper document, a cheque or a piece of identification. A webcam and microphone are essential if you plan on holding video conferences.
A good phone system is a vital element of any office. It allows clients to call you and an internal system means that staff members can quickly and easily get in touch with people from other departments, make transfers to the relevant person and hold several calls over the same line. An Avaya phone system is ideal for this purpose, and they are used in offices up and down the country.
Screens and speakers
Boardrooms in which conferences and video meetings will be held should be equipped with an HD screen and good quality speakers to ensure everyone can see and hear what is happening. Microphones should also be placed around the table to make sure everyone is able to have their say at the boardroom table, and so that the person on the other end of the call is able to get fully involved in the action. Ideally, it should feel as though they are almost in the room with you.
Charles Huxtable is an office workspace consultant who advises business owners on the most efective use of technology and equipment in the modern workplace