Setting up a new office? Simple, right? Just some desks, chairs, computer equipment and Bob’s your uncle – your office equipment list complete! Well, not exactly. There is a lot more to it.
Careful planning is required to maximise productivity, efficiency, and employee well-being. From furniture to technology and everyday office supplies, each item plays a crucial role in maintaining a smooth operation. To help you achieve the optimum new office space, here is a comprehensive office equipment list to get you started.
Office furniture
The obvious place to start on your office equipment list, you’re going to need some furniture.
Desks
Office desks are a fundamental component of any office setup. Where do you put your coffee otherwise? Never mind the monitor, computer, keyboard, mouse…you see where we’re going with this. You can choose home office desks or commercial office desks depending on your requirements. Options include electric office desks, luxury executive office desks and even designer office desks for added style.
Office chairs
Investing in ergonomic chairs is essential for employee comfort and posture support. Budget office chairs may suffice if you have a small or work-from-home business, or one that does not require you to sit down for long periods of time. On the other hand, if you do spend most of your working day sat at a desk, you should opt for ergonomic office chairs or perhaps even luxury executive chairs. Features like adjustable height, lumbar support, and breathable materials contribute to overall wellbeing and productivity. Look after your employees and they will look after you!
Filing cabinets and storage units
Office storage is crucial for any office. A cluttered office leads to cluttered minds, and often a dip in productivity too. Don’t waste time trying to find things you’ve lost! You can keep documents and supplies organised with office filing cabinets or stylish office cupboards.
Meeting room tables and chairs
A dedicated meeting space with a large meeting table and comfortable seating may be required for discussions, presentations, and collaborations with team members. You can even buy electric meeting tables these days that rise up, so your team can get really hands on with a particularly sticky project.
Reception desk and visitor seating
First impressions matter, so a professional lobby area with a welcoming reception desk and chairs for guests creates a positive image of your business.
Bookshelves
Bookshelves and office bookcases provide storage for reference materials, manuals, and decorative elements that enhance the workspace atmosphere. Even if you don’t read the books, it definitely makes you look a lot more regal!
Computers and accessories
Now you have your furniture set up, next on the office equipment list is the time to start putting the essentials on your desks!
Desktop computers or laptops
Selecting the right computer depends on job roles. In truth, desktop computers are slowly fading out and being replaced by laptops and portable devices that offer more flexibility, especially for remote or hybrid workers.
Monitors
Dual monitors can increase productivity by allowing employees to multitask efficiently. They also improve posture and ergonomic positioning by ensuring you face forward rather than downwards towards your desk.
Keyboards and mice
Ergonomic keyboards and mice help prevent strain injuries, particularly for employees who spend long hours typing.
Docking stations
For laptop users, docking stations enable you to easily connect to monitors, keyboards, and external storage devices.
Desktop power supplies
Your desks are going to need some desk top power! You should choose products that safeguard computers and other electronics from power surges and unexpected outages, protecting your data and hardware.
Headsets with microphone
For virtual meetings and calls, high quality headsets with noise cancelling microphones will improve communication and focus. It can also help employees lock in and focus, often listening to music whilst they work.
External hard drives and USB flash drives
Data backups and portable storage solutions are essential for security and easy file transfers.
Networking and communication
Two things checked off the office equipment list, now it’s time to get your office networked up and communicating!
High-speed internet connection
Reliable internet is the backbone of modern business operations. Investing in high-speed broadband ensures smooth communication and productivity. Shop around for the best price for the download and upload speeds you require. You may also need Wi-Fi signal extenders to ensure strong connectivity throughout the office, especially in large spaces.
Ethernet cables and switches
Wired connections are more stable and secure than wireless, making ethernet cables necessary for critical workstations. If you have lots of cables and wires throughout your office space, then you will need some cable management to prevent trips, falls, and fire hazards.
Video conferencing equipment
For remote meetings, high quality webcams and conference speakers improve virtual collaboration. You may also consider a VOIP (voice over internet protocol) phone to provide clear communication with clients and team members. Some roles also require mobile communication, making smartphones necessary for nomadic connectivity.
Printers, scanners and other equipment
Now, time for the enemy of almost every office ever! The printer! The dreaded nemesis of the new office equipment list! An all-in-one printer saves space and reduces costs by combining multiple functions into a single device. It will also refuse to work, shred stacks of paper and leak ink over your shirt several times a year. An often frustrating piece of equipment, but an essential one, nonetheless.
You should also consider getting a:
- Shredder: To ensure secure disposal of sensitive documents and to maintain data privacy.
- Label printer: For inventory management, mailing, or file organisation.
- Paper cutter and laminator: To prepare materials for presentations, marketing and branding, and internal documentation.
Software and IT systems
Now all the hardware is in place in your office, it’s time to think about your software and IT systems.
You need to think about your choice of:
- Operating system: Do you go with Windows or Mac? Either way, make sure all of your devices have up-to-date operating systems for security and functionality.
- Office suite: Choose the best tools for your creativity, spreadsheet, and presentation needs.
- Accounting software: This may depend on the size and nature of your business.
- Communication tools: To ensure seamless communication within your team.
- Antivirus software: To protects against cyber threats and ensure data security.
- Cloud storage: For team collaboration and backup.
Office stationery supplies
We’re getting onto the finer details of your working environment now, with the essential office stationery supplies.
- Notebooks, planners and sticky notes: For brainstorming, meeting notes, and project organisation.
- Pens, pencils, markers and highlighters: There’s never a pen when you need one! Stocking up on a variety of writing tools will ensure you never go scouting for them again.
- Staplers and hole punchers: Essential for document organisation, these tools help keep paperwork neat and accessible.
- Paper clips, binder clips and rubber bands: Just like pens and pencils, you never think about these until you need one! Small accessories like these help to bundle documents together and keep them organised.
- Folders, binders and document trays: Filing and categorising paperwork prevents clutter and improves workflow efficiency.
- Whiteboards and dry erase markers: Whiteboards are great for brainstorming sessions, project tracking, and team meetings.
- Flip charts: A useful tool for presentations, planning, and interactive team discussions.
- Envelopes and postage supplies: Having a stock of envelopes, stamps, and packaging supplies is always handy.
Office kitchen and breakroom features
If your office does not have a kitchen, then you can ignore this section of our office equipment list. If you do have a kitchen in your office, how very posh! But you will need to fill it!
This includes essentials such as:
- Coffee machine and/or kettle
- Microwave and refrigerator
- Water dispenser or fresh water tap
- Cutlery, plates and mugs
- Storage containers and cleaning supplies
Safety and security equipment
We’re almost at the end of our office equipment list, with just a few things left to cover. One of them is your safety and security. Fire extinguishers and smoke detectors are essential to protect employees and your property. You also need a first aid kit stocked with medical essentials to handle minor injuries and emergencies. You may also consider installing security cameras and an alarm system to protect office assets and ensure employee safety on and off site.
Anything else missing from your office equipment list? Contact Order Office Furniture today!
By investing in the right office equipment, businesses can create a productive, comfortable, and efficient workplace that supports employees and enhances operations. If you think there is still something missing from your checklist, we have a vast range of office furniture products that may meet your needs and desires.
To speak to a member of our team please do get in touch or call 0800 055 6209. If you would prefer to see us in person, you can see our full range of office furniture by making an appointment at our showroom in Huddersfield.
