Preparing for a new employee involves more than choosing a laptop and creating an email address.
The computer may receive the most attention, but smaller items such as a compatible docking station, monitor cables, headset or spare charger can easily be overlooked. Missing even one essential accessory can leave a new employee unable to use their complete setup on their first day.
A well-planned workstation should suit the employee’s role, working location and daily tasks. It should also be easy to connect, comfortable to use and consistent with the equipment already used throughout the business.
This checklist covers the essential technology needed to create a complete workstation for a new employee.
Start With the Employee’s Role
Before choosing any equipment, consider how and where the employee will work.
An employee who remains at the same desk every day will have different requirements from someone who regularly works from home, visits customers or moves between several workplace locations.
Consider:
- Whether they need a laptop or desktop computer
- The applications they will use
- Whether they will work from multiple locations
- How many monitors they require
- Whether they regularly make video or telephone calls
- If they need to travel with their equipment
- What connections are available at their desk
- Whether their equipment should match an existing business standard
Starting with the role helps avoid paying for unnecessary features while ensuring the employee has everything needed to work effectively.
1. A Suitable Business Computer
The computer is the foundation of the workstation.
A laptop is generally the most flexible option for employees who work from home, attend meetings or move between locations. It can be connected to a larger monitor and full-size accessories at the desk while remaining portable when required.
A desktop computer may be more appropriate for a fixed workstation where portability is unnecessary. Desktops can provide strong performance, easier expansion and a tidy permanent setup.
When comparing computers, consider:
- The applications the employee will use
- Required performance and storage
- Screen size and portability
- Battery life
- Available USB-C, USB-A, HDMI and network connections
- Compatibility with existing docking stations and accessories
- Warranty and support
- Business security and management features
Choosing one or two standard computer configurations can also make purchasing, deployment and future support easier across the business.
2. A Compatible Docking Station
A docking station can turn a portable laptop into a complete desktop-style workstation.
Instead of connecting the monitor, keyboard, mouse, network cable, charger and other accessories individually, the employee can connect everything through one dock. In many setups, a single USB-C cable can connect the laptop to the entire workstation and provide charging at the same time.
Before purchasing a dock, check:
- Whether the laptop supports docking through USB-C or Thunderbolt
- How much charging power the laptop requires
- Whether the employee needs one, two or more monitors
- The resolution and refresh rate of those monitors
- Whether the monitors use HDMI or DisplayPort
- The number of USB ports required
- Whether wired Ethernet is needed
- Compatibility with the laptop’s operating system
Not every USB-C port supports video output or charging, and not every dock can run the same number of displays. Checking compatibility before purchasing can prevent a frustrating setup on the employee’s first day.
3. One or Two External Monitors
A larger external monitor provides a more practical workspace than relying entirely on a laptop screen.
The right monitor depends on the work being performed. General office users may prioritise clear text and comfortable viewing, while employees working with design, plans, photography or video may require higher resolution, a larger screen or more accurate colour.
Consider:
- Screen size
- Resolution
- Available HDMI, DisplayPort or USB-C connections
- Height and tilt adjustment
- Built-in speakers
- VESA mounting compatibility
- Whether one or two screens are required
- The available desk space
A second monitor can be useful for employees who regularly work across multiple applications. For example, they may keep email, notes or reference information open on one screen while working in another program.
Monitor arms can also free up desk space and make it easier to position each display at a comfortable height.
4. Keyboard and Mouse
Laptop keyboards and trackpads are useful when travelling, but a separate keyboard and mouse will usually provide a more comfortable permanent workstation.
Wired options are straightforward and do not require batteries or charging. Wireless models reduce cables and can create a cleaner desk, while Bluetooth accessories may connect without occupying a USB port.
When choosing a keyboard and mouse, consider:
- Wired, wireless or Bluetooth connectivity
- Full-size or compact keyboard layout
- Whether a numeric keypad is required
- Right-handed or ambidextrous mouse design
- Rechargeable or replaceable batteries
- Multi-device switching
- Comfort during extended use
- Compatibility with the employee’s computer
Using consistent keyboard and mouse sets throughout the business can make replacements and workstation changes easier.
5. A Headset for Calls and Online Meetings
A suitable headset is essential for employees who regularly use Microsoft Teams, Zoom, softphone applications or other communication platforms.
Although laptop microphones and speakers can work for occasional calls, they may pick up background noise and create distractions in a shared office. A headset gives the employee clearer audio and helps prevent conversations from being broadcast throughout the workplace.
Options include:
- Wired USB headsets for simple, reliable desk use
- Wireless headsets for employees who move around during calls
- Bluetooth headsets that can connect to multiple devices
- Mono headsets that leave one ear uncovered
- Stereo headsets for greater concentration
- Noise-cancelling microphones for busy environments
- Active noise cancellation for reducing surrounding sound
Comfort is especially important if the headset will be worn for several hours each day.
6. Webcam and Video-Meeting Equipment
Most current laptops include a built-in webcam, which may be sufficient for occasional video meetings.
An external webcam can provide better positioning and a more professional image when the laptop is connected to separate monitors or placed in a docking station. This prevents the employee from having to look down at a laptop positioned beside or underneath the main screen.
Consider:
- Video resolution
- Performance in different lighting conditions
- Automatic focus and framing
- Built-in microphones
- Privacy shutters
- Monitor-mounting options
- Compatibility with the organisation’s meeting platform
A small desk light may also improve video quality in rooms with poor or uneven lighting.
7. The Correct Charger and Power Equipment
The original laptop charger may regularly travel with the employee, but leaving a second charger at their main desk or home office can make hybrid work much easier.
Before purchasing an additional charger, check:
- The required wattage
- Whether the laptop charges through USB-C
- USB Power Delivery compatibility
- The number of devices that need charging
- Whether a longer cable is required
- The manufacturer’s compatibility requirements
The workstation may also need a suitable power board or surge protector for the computer, monitors, dock, phone charger and other equipment.
Avoid connecting several low-quality adaptors together. A properly planned power setup is safer, tidier and easier for the employee to manage.
8. Laptop Bag or Carrying Case
Employees who travel with a laptop should have a suitable bag, sleeve or backpack to protect it.
The bag should fit the actual laptop size and provide enough space for the charger, mouse, headset and other accessories. Useful features may include padded compartments, reinforced corners, water-resistant materials and separate storage for cables.
Employees carrying more equipment may benefit from a backpack, while a lightweight sleeve may be sufficient for moving between meeting rooms or nearby locations.
9. Cables, Adaptors and Frequently Forgotten Accessories
The smaller components are often the items that prevent an otherwise complete workstation from working correctly.
Depending on the setup, the employee may also require:
- HDMI or DisplayPort cables
- USB-C cables capable of carrying video and power
- USB adaptors
- Ethernet cables
- USB-C-to-Ethernet adaptors
- Monitor arms or stands
- Cable-management accessories
- Laptop stands
- A surge-protected power board
- A spare laptop charger
- A privacy filter
- A portable monitor
- A wireless presenter
- A laptop security lock
It is important to check what cables are included with each product rather than assuming everything required will be in the box.
10. Printing and Scanning Requirements
Not every employee needs a printer at their desk.
In a central office, a shared multifunction printer will often be the more practical option. Employees working remotely, visiting customer sites or handling specialised documents may require their own compact printer, scanner or portable document solution.
Consider whether the employee needs to:
- Print in mono or colour
- Scan documents regularly
- Print labels, receipts or specialised media
- Work with A3 documents
- Print while away from the main office
- Access a shared workplace printer
- Order their own replacement ink or toner
Assessing the employee’s actual printing requirements can prevent the purchase of unnecessary equipment or a device that does not suit their workload.
11. Software, Accounts and Security
The physical equipment is only one part of preparing a new workstation.
Before the employee starts, the business should also arrange:
- Email and Microsoft 365 access
- Required software licences
- Shared files and folders
- Multi-factor authentication
- Password-management access
- Security and antivirus protection
- Backup or cloud-storage access
- Printer and scanner connections
- Video-meeting accounts
- Remote-access tools where required
- Access permissions for their role
Preparing these items in advance allows the employee to begin working without spending their first day waiting for accounts, licences and permissions.
Create a Standard New Employee Setup
Businesses that recruit regularly can save time by creating a standard equipment package for common roles.
A standard workstation could include:
- Business laptop
- Docking station
- One or two monitors
- Keyboard and mouse
- Headset
- Webcam
- Spare charger
- Power board
- Laptop bag
- Required cables and adaptors
Additional equipment can then be added for employees with specialised requirements.
Standardisation helps ensure compatible equipment is purchased, gives employees a consistent experience and makes replacing or moving devices easier in the future.
Complete New Employee Technology Checklist
Before the employee begins, confirm that you have arranged:
- An appropriate laptop or desktop computer
- A compatible docking station
- The required number of monitors
- A keyboard and mouse
- A suitable headset
- A webcam if required
- The correct charger and power equipment
- A laptop bag or protective case
- All required cables and adaptors
- Printing or scanning access
- Software licences and user accounts
- Security, backup and access permissions
The equipment should also be connected, updated and tested before the employee’s first day.
Equip Your New Employee From Day One
A complete workstation helps a new employee get started without missing equipment, incompatible accessories or avoidable delays.
Hunter Office Technology can help businesses select compatible computers, monitors, docks, peripherals and accessories for individual employees or standardised workstation deployments.
We can help put the complete technology package together and arrange direct delivery, whether you are preparing for one new starter or equipping a larger team.
Contact Hunter Office Technology for assistance creating a practical, compatible workstation for your next employee.