Setting up a small business office involves more than purchasing a few computers and connecting to the internet.
The equipment needs to work together, suit the number of employees and support the way the business operates. Planning the complete setup can also prevent missing accessories, unreliable connections and unnecessary purchases.
Here are the main technology essentials to consider when creating or upgrading a small business office.
Employee Workstations
Each employee needs a workstation suited to their role.
A typical setup may include:
- Laptop or desktop computer
- One or two monitors
- Docking station
- Keyboard and mouse
- Headset and webcam
- Required cables and adaptors
- Surge-protected power board
Laptops provide greater flexibility for meetings, working from home and moving between locations. Desktops may suit permanent workstations where portability is unnecessary.
Using consistent computers, monitors and accessories across the business can make purchasing, setup and future replacements easier.
Printer and Scanner
Most small offices benefit from a shared multifunction printer that can print, copy and scan.
Before choosing one, consider:
- How many people will use it
- Expected monthly print volume
- Mono or colour printing
- A4 or A3 document requirements
- Scanning speed and document feeder capacity
- Automatic double-sided printing and scanning
- Ink or toner costs
- Warranty and servicing options
Choosing a printer based only on its purchase price can lead to higher running costs or a device that struggles with the required workload.
Some businesses may also benefit from a dedicated document scanner, label printer or wide-format printer depending on the work they perform.
Internet and Office Networking
Reliable internet and Wi-Fi are essential for cloud applications, online meetings, email, phones and everyday communication.
The correct setup may require more than the basic modem or router supplied with an internet connection. Consider:
- The number of connected devices
- Office size and layout
- Wi-Fi coverage
- Wired network connections
- Network switches
- Separate guest Wi-Fi
- Internet phone systems
- Backup internet options
Router and access-point placement can have a major effect on coverage. This should be considered during the office layout rather than after desks and furniture are already installed.
Phones and Communication Equipment
Depending on how the business communicates, employees may require desk phones, wireless handsets, headsets or computer-based calling software.
A suitable office headset can be particularly useful for employees who regularly make calls or attend Microsoft Teams and Zoom meetings.
Consider whether staff need to:
- Answer a central business number
- Transfer calls between employees
- Work from home or other locations
- Make calls through their computers
- Move around while speaking
- Connect a headset to multiple devices
Planning phone and headset requirements together helps create a more consistent communication setup.
Meeting and Presentation Equipment
Even a small office may need an area for customer presentations, team meetings or video conferences.
Depending on the room, this could include:
- Commercial display or monitor
- Webcam or conferencing camera
- Microphones and speakers
- Wireless presentation equipment
- HDMI or USB-C connections
- Charging and power access
The display size and equipment should suit the room, seating layout and number of participants. A small meeting area will not require the same setup as a boardroom or training space.
Everyday Office Equipment
Several smaller product categories can easily be missed during the initial setup.
Your business may also require:
- Paper shredder
- Laminator
- Label printer
- Portable storage
- Laptop bags
- Spare chargers
- Monitor arms
- Cable-management accessories
- Power boards and surge protection
- Uninterruptible power supply
A UPS provides temporary battery power during an outage and may be particularly useful for networking equipment, servers or other devices that need to remain operational.
Software, Backup and Security
Physical equipment is only one part of a functional office.
Businesses should also plan for:
- Email and Microsoft 365
- File storage and sharing
- Data backup
- Multi-factor authentication
- Antivirus and endpoint security
- Password management
- Software licensing
- Access permissions
- Device updates
These requirements should be organised before employees begin using the equipment rather than added after a problem occurs.
Small Business Office Technology Checklist
Before opening or upgrading the office, confirm that you have considered:
- Computers and employee workstations
- Monitors, docks and peripherals
- Printer and scanning requirements
- Internet and Wi-Fi coverage
- Phones, headsets and communication
- Meeting and presentation equipment
- Power protection and backup
- Software, security and data backup
- Smaller office equipment and accessories
Put the Complete Office Together
Choosing office technology as one complete setup helps ensure the equipment is compatible and appropriate for the way the business operates.
Hunter Office Technology can assist with computers, printing, networking, communications, meeting-room equipment and everyday technology products. Equipment can be selected for individual requirements and delivered directly to your business.
For businesses completing a larger office project, Hunter Office Furniture can also design and deliver the full workplace fit-out.
Contact Hunter Office Technology to discuss the equipment required for your new or upgraded small business office.