There are numerous strategies you can follow when thinking about buying office equipment. You can only get the essential things, or you can get everything your employees might need. However, the most effective way is to purchase the equipment that will get the work done smoothly and efficiently. The way your company works on a day-to-day basis has a huge effect on its overall performance and revenues. If you are still confused about what to buy, don’t worry! We’ve curated a list of 8 must-have pieces of equipment for your office. Read on to get inspired!
1. Phone System
A reliable phone system is a must-have for small, medium, and large businesses. Each office should contain a system that allows employees to contact each other. It’s a good way for communication and will save a lot of time for the employees. One of the best options is to get a voice over IP. It’s phone software that allows you to place a call over the internet; it replaces traditional phones. Many offices use VOIP because it’s less expensive than other systems and allows you to connect as many lines as possible; there’s no limit.
Instead of sending emails and waiting for replies, employees can call their colleagues and communicate with one another as much as they want. Luckily, using a VOIP system is usually free.
2. Power Generator
For some people, it might seem odd to get a power generator in an office. Still, no one wants to waste time or lose money because of power outages. No matter what type of business you own, a power outage in an office could cause huge losses in revenue. That’s why there should always be a backup plan. An insightful review of Ablesales claims that installing a reliable generator that keeps your office running during a power outage will allow you to avoid any losses and will make sure that no work is delayed. The type and size of the generator should depend on the office you have and the size of the company. You can get one that supports more than one office. However, for a small space, you can find a lightweight generator that keeps the office up and running during a power outage.
3. External Hard Drive
We all know that every office should have a desktop computer. However, many people forget that, while purchasing a computer, they should also get an external hard drive. Of course, you will have all your work and data needed on the computer, but system failures may occur no matter how perfect the software is. When the computer’s software fails, it may cause the loss of many important files, which is why it’s important to have all files and needed documents backed up on an external hard drive. You can copy all the data on your computer to the external hard drive and keep it in a safe place to avoid any inconvenience.
4. Wireless Router
Purchasing a wireless router might sound expensive for a small office. However, as your business grows, you’ll find that it costs less than buying cables every time you hire new employees, not to mention that when wireless routers are properly installed, they become more secure and won’t allow hackers to get into your system like wired ones.
Nowadays, fraud and identity theft have become very common and that’s why it’s crucial to have a paper shredder in your office. Almost all businesses deal with confidential information, from a company’s plan to customers’ personal details. This information should remain out of reach from other people, even your work colleagues. Although many people choose a paperless environment, sometimes we have to print out papers with sensitive information. In such cases, you’ll need a shredder in the office. You not only will be protecting the company from identity theft and fraud, but also will be protecting the environment as the shredders cut papers into recyclable pieces.
A scanner in the office is a must-have. Having the ability to transform all the papers into electronic documents will allow you to have a paperless society and it works well as a backup for all files. Protecting hard copy files is not an easy job and it requires a safe place where you can store all the important files, but having a digital image on your PC means that all files are protected. Also, you will not need to copy papers as you’ll be able to send them to other people and assign a different access level to specific users based on who should see the files and who can edit them. A digital copy will help you know who accessed the files and track all changes and activities on all documents.
7. Storage Unit
If you want your office to be organized, then you should consider getting a storage unit. A small place where you can store extra pens, highlighters, documents, and everything that you don’t use on a daily basis is essential. It will help organize the office and everyone will know where to go to get a new pen without any hassle. A storage unit is also vital for storing files and folders as you will automatically know where to find a certain folder when needed, without searching the entire office and wasting time.
We all want a paperless office, but some documents should be printed. Not having a printer in the office could cause a lot of issues. For example, you may need to print out some files for other companies or a customer may request a printed document. In such cases, you can print the needed files somewhere else, but it might cost you more than having a printer on hand. Even if all employees in the office use digital files, there should be a printer available when needed.
Investing in the right equipment for your office will help improve your revenues and all employees will be productive. Although some equipment might be a bit expensive, they will definitely save you time, money, and effort in the future. It’s always preferable to contact an expert to ensure that equipment, such as the generator and wireless router, will properly be installed and avoid future hassle.