I’ve had more than a few experiences setting up a new office, or taking over a severely out-of-date office in need of an overhaul.
If you are not careful, you can rack up an expensive pile of invoices before you ever get down to doing any real work only to find that what you have doesn’t quite meet your needs.
Here are a few tips to ensure that not only do you save money setting up a new office but that you also address all of your needs.
1. Outline your needs
This may seem straight-forward, but too many people jump straight into buying the desk or getting the newest computers. In reality, those things — while big ticket items that need to be carefully thought out before purchased — aren’t what’s going to kill your pocketbook.
It’s the filing drawers you don’t need and the extra work tables you do that will pile on the expenses.
If this is a home office or a small shop (two- or three-person), simply think through your workflow. Don’t forget the business side of life (i.e. how you will file invoices, keep up with manuals, store supplies, etc.)
If you are looking at a larger operation, go the extra step of diagraming work spaces. Think through as many of the nuances of your business as you can.
Spending a little time here will save you much money down the road.
2. Skimp on the desk
Desks should meet some simple needs: Hard surface on which to write with a keyboard tray for ergonomic purposes.
Personally, I hate drawers, though I still get desks with them for most people in the offices. Drawers cause clutter and items to be lost. Less drawers can save you in office supplies. Trust me!
3. Buy comfortable chairs
When setting up an office, there are a few places where you should not skimp. Chairs are one of them. Take the money you save on desks and put it here.
That does not mean you have to go purchase a $750 ergonomic chair. However, you would be wise to consider one that meets your budget. In the long run, the more comfortable people are at their desks, the more work they will get done. Past that, you can help cut down on posture problems. (Coming from a relatively young man with a bad back, that will mean a lot to your co-workers.)
5. Buy Mac computers
I’ve heard the arguments about Macs being more expensive than PCs. And, perhaps there is some truth to that if you compare a solid MacBook with a bottom-feeder PC you get from Office Depot. But, you get what you pay for, my friends.
That said, Macs are easy to use, easy to network and are not as susceptible to viruses and spyware. They also hold up much better than PCs, especially when it comes to having to replace hard drives.
If you are concerned about the lack of tech support for Macs in your area, don’t be. First, you will need tech support a lot less. Second, purchase the Apple Protection Plan if you are not computer savvy. Their help desks are phenomenal. If you are the least bit computer savvy, rely on the online forums and help articles. It’s a great database, and I’ve rarely had to look anywhere else for what little has ailed my Macs.
6. Be smart on computers
Not everyone needs the latest MacBook Pro. In fact, if you don’t need to buy a new computer, don’t. Go with a refurbished model or purchase a slightly used computer from that guy who has to have the newest everything. (Trust me, they are everywhere.)
7. Buy second monitors
Here’s another place where you should not skimp. Dual monitors will increase your productivity. I cannot fathom working on some projects without a dual-monitor setup. The only time I sacrifice this setup is when I decide to work from a mobile office for a while. (See more about this in the last point.)
But do not purchase just any old cheap monitor. In addition to increasing productivity, good monitors will help with eye strain. Too, creative professionals will benefit from the clarity of their screens.
8. Look at software alternatives
I’m not a fan of Google Docs, but there are plenty of free office suites out there. Likewise, you can get away with iWorks for a lot less than Microsoft Office.
Depending on your business, decide what you need and search online for those price-savers. If you are going to be working with lite graphics that take only a 1/1000th of PhotoShop’s power, try Pixelmator or another alternative.
9. Go cable for Internet
OK. I hate AT&T. While I have their DSL service in my home office, it is only because I will not give up my DirecTV for cable to get Internet through Comcast.
That said, if you have the choice between AT&T or a cable high-speed provider, go with cable. In many instances, it will be cheaper, and you get cable to boot. Too, cable is up to four times faster than DSL.
Now, not everyone will have the simple choices of two or three providers; some will have far more choices. But the point here is to shop around. In today’s fluctuating market, deals are ever changing. Make sure you leverage this to your advantage.
10. Make the right choice on phones
If you can get away with it, I would go with all cell phones and unlimited data plans. Most people prefer their cell phones to landlines. Too, we increasingly communicate with e-mail, SMS and IM.
If you feel you need a phone system, then consider going with an online system. To do this, you will most likely need a T1-type internet connection. So keep this in mind when choosing the right Internet provider.
11. Spend money on “amenities”
Do not sacrifice coffee makers, refrigerators and water coolers to save money. If anything, buy premium coffee or contract with a service to provide coffee.
Your workers will spend more time at the office than they will awake at their homes. Make sure they are comfortable. It will pay off with increased productivity.
12. Go mobile
This goes back to Nos. 5 & 6 in a way. Buy laptops where feasible. Then, allow or even encourage people to work away from the office from time to time.
To facilitate, make sure you have one or two PC connect cards to help save money on the wi-fi fees from Starbucks. Again, this is an “amenity” that will pay off in increased productivity and creativity.
13. Hire an accountant
Depending on your business, I’m betting your strong suit is not handling the books. Therefore, do not torture yourself with it. Hire an accountant to handle your books, payables and receivables.
Outsourcing financial-related aspects of small businesses is common today. You will most likely be able to find someone who is a semi-retired accountant or business manager who enjoys doing what you hate and has made a go at doing it freelance-style.
So support other independent-minded entrepreneurs and outsource your biz office.
14. Buy an OCR scanner and a shredder
If you outsource your business office, this will be an absolute must. Past that, you can forgo the need of filing cabinets by taking your paper life and making it digital. The best on the market is the ScanSnap from Fujitsu. I swear by them.
Also, get a decent shredder. Shred every bit of paper that comes your way, especially those with sensitive information. Ditto for old credit cards or those stupid credit card offers.
Again, these are two areas where you do not want to skimp, especially the scanner.
15. Try a “mobile” office
And finally… don’t rent office space. This will not work for every kind of outfit. However, it might work for more than you think. If your business lives largely on your computer, cell phone and online servers, then why rent an office?
If you consult, then take meetings at the client’s office or at a coffee shop or in the park.
Need some quiet time to work? Go to a library or a book store or that park where you are going to meet your client later in the day.
Got a small amount of product but not enough for a warehouse that does not require storefront space? Rent a storage building instead. You can get climate control for cheaper than an office space.
Seriously. Arm yourself with a laptop, a cell phone and a PC connect card. Buy a printer for the house or use the thousands of dollars you are saving to print at a print shop. Then, make the world your office. It’s the most liberating feeling you will ever have.
