Starting a business is an admirable and challenging endeavor, and thinking about office machines is probably low in your priorities. Here’s a short list of the basic office equipment that will help you be successful in your new venture.
Computer
Most of your record keeping, accounting, document writing, spreadsheets, and research will be done using a computer, so make this your first purchase. Consider whether you’ll need a laptop for visiting customers, doing work offsite, or conducting business from your back patio.If your work can be accomplished without leaving the office, a desktop system will be more economical. Deciding between a PC and a Mac is a personal preference, but a long-lasting one, as the computer should provide value for at least 3 years. Invest in a larger monitor than you may have for home use, as you’ll be using it for many hours per week.
Don't forget to load the right business software.
Multi-Function Printer
Look for deals on computers that include either a free or discounted ink-jet multi-function machine. You want to have one that not only prints, but can also copy, scan, and serve as a fax machine. Even with the Internet and email, quite a bit of business is still conducted over fax machines.These all-in-one devices are becoming so affordable that if any feature breaks, simply purchase another unit. The cost to repair will likely be more than the price of a new one. If your business requires a high volume of printing, consider investing in a laser printer.
USB Hard Drive
This is an affordable and reliable mechanism for backing up your data. Get one that has at least enough capacity to store those items you cannot restore or reinstall easily. Computers do crash, and recovering quickly could mean the difference between a minor loss in operational time versus days and potentially weeks of lost business.
Internet & Networking
An Internet connection is practically mandatory for all new businesses, due to a heavy reliance on email, the need for a web presence, and the benefits of being able to rapidly research virtually any topic. Forget dial-up and opt instead for DSL or cable Internet. Each one requires a modem specific to the type of service, and it will generally be available through the Internet service provider.Also, pick up a wireless router with at least 4 LAN ports for hard wiring in your computer or laptop. You don’t need to enable wireless right away, as that brings with it a number of security concerns, but it will be convenient to have down the road as your business expands.
Phone & Answering Machine
Don’t plan to rely on your cell phone for your business calls. Select a landline-based phone system with a built-in digital answering machine. Your recorded voice message is often the only link between your business and the outside world, and it needs to sound professional.Make sure the phone comes with a full-duplex speakerphone for effective hands-free operation. If you go with a wireless system, install the base unit in the place you work the most, as it will not be subject to interference from other radio-based devices.
You'll also need to contact your local phone carrier to set up business phone service.
Uninterruptible Power Supply (UPS)
Invest in a backup power supply, along with a surge protector, to guard against unexpected data loss due to power outages and variations in the electrical service. Most UPS devices come with software that will gracefully shut down your system in the event of an unexpected power loss.
Cell Phone
A must have device for any business, a mobile phone gives you the freedom to leave the office and still keep tabs on your operations.
Blackberry or Personal Digital Assistant
While this device is not a must have, it will enable you to stay in close contact with your business and respond rapidly to opportunities. Most of these devices double as cellular phones, thereby cutting down on the number of gadgets you’ll be carrying around.
Projector
If your business requires you to make presentations, it’s best to be armed with your own projector. You don’t want to be wasting precious meeting time figuring out how to operate your potential customer’s projector. Bring your own and concentrate instead on acing the presentation.
Shredder
Being cautious means destroying sensitive or private information about your business instead of simply tossing documents in the trash. Purchase one that does cross-cutting, also referred to as confetti-cut or diamond-cut. This stops any would-be thief from stealing your confidential information.With a relatively minor investment in a few essential office machines, your business can be adequately equipped from the beginning, leaving you free to focus on making it successful.