Office Equipment Checklist for Starting a Business

To make sure you don't overlook any important equipment needs when starting up your business, it's a good idea to create an office equipment checklist. Start with some key items, such as those listed below.

• Phone system. Your first purchase should be the phone system that best meets your office needs, for both the present and the future. This means purchasing one that can grow as your business does. Also, make sure you're comfortable with how the system operates, and try not to get talked into features that you don't need.
• Computers. When buying office computers, it's essential that you understand what your needs are, because doing so will allow you to weigh the costs against the features that each offers. Once you've decided on a platform -- i.e., PC or Apple -- stick with it for networking purposes. And if you'll be working primarily from your office, desktops are the way to go because they're less expensive than laptops.
• Printers. Monochrome laser printers offer speed at an affordable price, while color laser printers, although more expensive, are now within the budget ranges of many small businesses. If your small business has limited printing needs, you might be able to get by with a multifunctional three-in-one printer/copier/scanner. The knock on multifunctional machines is that they aren't built for heavy use. If one component breaks and you need to take the unit to the shop, you'll be without the other components as well.
• Copier. For limited use and light workloads, small offices can avoid purchasing a copier by scanning documents and printing multiple copies, or by using a three-in-one. If your office will have heavier copying needs, a dedicated copy machine is a necessity. Consider leasing if you can't afford to purchase one outright.
• Security system. It needn't necessarily be elaborate, but if you have costly equipment and/or valuable data in your office, some type of security system is a must. Also read Financing Equipment with Business Loans for advice.
• Internet connectivity. For limited use you can survive with a 56k modem or DSL, but as your needs grow you'll want either a cable modem or a dedicated T-1 line.
• Fax machine. The need for fax machines has decreased enormously with the proliferation of e-mail. However, it's still best to have one on-hand should the need present itself. For most offices, an inexpensive fax machine will suffice.
• Digital camera. Many businesses today are finding that a digital camera can be beneficial for product marketing, promotion, and other business needs. For this reason, purchasing a simple point-and-shoot model is a good idea.

In addition to the equipment listed above, you may also consider purchasing an inexpensive paper shredder to dispose of unwanted documents, particularly those that contain personal or classified information. Two other pieces of equipment that are commonly found in most business offices are a refrigerator and a microwave. The more employees you have, the more likely it is that you'll need to set up a kitchen space or break area. Be sure to read Tax Incentives for Office Equipment Purchases for additional information on this topic.

Conclusion

Do your best to take a practical approach when shopping for office equipment. All the bells and whistles can be enticing, but many times you just don't need those added features. Match the equipment you buy to the type of business you're running and the people who will be utilizing the equipment. Also, whenever possible, look for energy-saving features that can save you money on electric bills. Finally, read all warranties carefully when purchasing any office equipment.