Setting Up an Office in 5 Steps [+Free Checklist]

We have a busy work culture and you know what that means? It means you’re lucky if your office space is clean by the end of the day.

The “office checklist” is a free checklist that will help you set up your office in 5 steps. The checklist includes everything from the basics like setting up your desk to more advanced topics like getting internet access and creating a shared folder. Read more in detail here: setting up a new office checklist.

It takes forethought to set up your first genuine workplace or move to a bigger area, much like relocating to a new house. The only difference is that you’ll need to keep your company running throughout the changeover. To build a productive working environment, follow these five steps and download our free checklist to keep track of your office setup.

As a PDF, you may download the checklist for setting up an office.

Access to dependable internet, phone, and network services is one factor that may make or break an office space. Go to Business Services Connect after you’ve decided on a location for your office. There’s an instant-locator tool there that you can use to compare plans from major providers in your region, such as Spectrum, Atlantic, and Comcast, to see which one is the best match for your requirements.

Go to Business Services Connect to learn more.

To establish a productive working environment, follow these five steps:

1. Make a list of all the things you’ll need to run your company.

Make a list of everything you’ll need at your new workplace, from desks and chairs to computer gear, as well as any duties like setting up your internet connection, before you start shopping for office space. Knowing your company requirements can assist you in selecting the appropriate office size and location to support yourself and your coworkers.

The following are some of the most frequent objects found in most small company offices:

• Desks: Choose the finest office desk for your requirements and the layout of your workplace.
• Chairs: There are three different styles of chairs to choose from.
• Calculate how many and what sort of machines you’ll need.
• Determine whether or not you need any new business software.
• Internet: Look for a reliable and fast internet service provider.
• Phones: Desk phones, mobile phones, and conference phones may be required.
• Choose between a traditional phone system and a voice-over-internet-protocol (VoIP) phone system for your phone service.

Optional Services & Supplies to Support Your Office Setting

Take into account what additional services and materials your office need. You could need to set up an alarm system, a phone answering service, or even credit cards for your staff, for example. Many of them are optional, depending on your company strategy and location of your office.

Here are some of the more typical Services for the Office and products that are available as options:

• Consider if a security system or video surveillance is required.
• Setting up an after-hours answering service or using a service like Ruby Receptionist to save money on paying someone to answer your phones is a good idea.
• Amazon is an excellent site to purchase office supplies since they will deliver directly to your workplace, saving you time. Copy paper, desk organizers, and recycle containers are all good ideas.
• Bank accounts and credit cards: You may wish to set up free or low-cost bank accounts for managers and sales people, as well as decide whether to issue credit cards to them.
• A time clock can keep track of who is on site as well as the number of hours spent. Most, like Homebase, can connect to your payroll program immediately.

2. Create a floor plan for your office

Consider the arrangement of your workplace space once you’ve completed your checklist. This will assist you in determining how much furniture to purchase. Do you need private conference rooms for client or staff meetings, for example? Should managers have a window-facing desk? Is it necessary for your accountant to have their own office? Your floor design may optimize your office space for productivity depending on the amount of space you have and the kind of work you conduct.

Begin by deciding on a layout for your office:

• Open floor design: An open floor plan enhances the space’s useable size at the sacrifice of privacy and storage.
• Closed floor design: A closed floor plan provides more personal space for your employees, but it is less collaborative and can’t accommodate as many chairs.
• Modular workstation: This design combines the best of both worlds, providing your employees with additional privacy, storage, and bigger work surfaces—all while allowing for collaboration.

When it comes to setting up your office, there are a few things to keep in mind.

Dedicated workspace inside your office, such as a copy room with your fax, printers, and shredder, may be required depending on your company demands. If you anticipate customers to come in for meetings, you may need to create a lobby or waiting room with guest chairs.

Within your general workplace setup, you may wish to consider the following optional areas:

• If you anticipate guests, a formal entry or reception room is the ideal option.
• Offering coffee, beverages, and snacks, as well as providing a break area or kitchen, is a lovely touch. A refrigerator, microwave, and dishwasher are also useful.
• Conference room: If your team meets regularly, you’ll need a conference room; private rooms are best for one-on-one conversations like HR reviews.
• Lactation space: Depending on your state and business size, you may be obliged to offer a quiet place for new mothers—and it can’t be the restroom.
• Some companies prefer to put in a few pieces of equipment, such as a stationary cycle or treadmill, or an area where workers may stretch or perform yoga, to keep their personnel fit.
• Dressing area: Many service companies establish separate space in the office for field staff to change into their work clothing. Showers may be available from a plumbing company.

Simple chart software, such as SmartDraw (cloud-based), may help you plan your office space by allowing you to drag-and-drop workstations, desks, and other objects. Many of these apps may also assist you in creating an org chart and other useful business diagrams.

3. Locate an Internet Service Provider

Make sure the area is serviced by a high-speed internet provider before signing any office lease. Before you move in, find out which internet service provider (ISP) can link your workplace. After that, compare the plans, rates, and contracts of the various providers you’ve discovered. Also, keep in mind that commercial accounts are typically different from residential accounts, so read the terms carefully.

Our content operations manager offers the following advice:

Gavin Graham, Fit Small Business’s Content Operations Manager

“Setting up an internet connection with a minimum of 15 Mbps download and 5 Mbps upload will enough for most small enterprises.” The quicker the connection, however, the better, since file sizes get greater and more material is transmitted over the internet. If 50 Mbps download and 10 Mbps upload connections are available, we suggest them.”

Are you unsure which communication companies serve your area? Business Services Connect is a telecommunications cooperative that provides an instant-locator tool to assist you identify local internet, phone, television, and networking partners. To discover the perfect option for your company, you may compare plans from most of the main providers in the US, including Spectrum, Atlantic, Comcast, and others.

Go to Business Services Connect to learn more.

4. Create a communication system for your office.

When it comes to communication systems, you have numerous possibilities. What matters is that you arrange the installations or configurations of your software in advance of your relocation so that your work is not disrupted and customers can reach you.

Consider the following possibilities for workplace communication:

• • Telephone communication systems: Rather of using conventional copper-wired phone lines, many small companies are opting for voice-over-internet-protocol (VoIP) phone service.
  • Internal communication software: It’s crucial to keep in touch with your internal staff, particularly if some of them operate off-site or remotely. Consider Slack, which is free software.

• Mobile phones: Some companies supply business cell phones to field and sales staff so that they may be contacted at any time throughout the day.
• Consider a virtual phone number provider that sends calls to your company’s phone number or email address.
• Other communication tools: Email, appointment scheduling, and video conferencing software may be required depending on your company strategy or the number of workers you have.

It’s a good idea to think about how incoming calls will be routed when you choose your communication tools. To help your company, you may want to consider building up a call tree.

Most organizations will benefit from VoIP phone service since it is less expensive than a landline and provides the same level of clarity. You may quickly add or remove as many lines as you like, and you’ll be able to use your phone within minutes after hooking it in. RingCentral is an excellent choice since it comes with a free VoIP phone when you join up. Start now by filling out the form below.

5. Buy Furniture & Equipment for Your Office Setting

Then, based on your company’s demands and budget, choose the finest office furniture and PCs. That might involve looking for secondhand office furniture or just adding a few pieces to your current workplace desks, seats, and dividers.

Desks for the Office

Which Desks for the Office you choose will largely depend on your office layout. With an open plan, simple rectangular tables that you can group together will usually work the best. In a pinch, folding tables can fill in as desks, giving you an inexpensive and flexible solution that you can rearrange into any layout. The downside to folding tables is they don’t allow any room for storage, nor are they the particularly stylish.

You may spend a bit extra money on glass, aluminum, or imitation wood tables that generally contain some storage space. L-shaped tables, in particular, are ideal for constructing a modular system. For individuals who work at a computer all day, standing desks are another popular alternative.

Chairs for the Office

While there are many low-priced Chairs for the Office on the market, we recommend buying the best your budget can afford. Good chairs help to promote a happy and healthy work environment. Your staff may spend most of their day sitting, so investing in their comfort shows that you value them. You might also be saving money on lost productivity.

There are three main types of Chairs for the Office you can choose from:

• Task chairs are generally armless and small, and are designed for brief periods of time. They cost from $40 to $350 apiece and are readily relocated for group gatherings.
• Mid-back chairs, which range in price from $70 to $600 per chair, feature arms and provide extra support. For full-time office workers who sit all day, they are a better solution.
• Executive chairs are more ergonomic and comfortable than regular seats. They cost between $200 and $1,000. Many have ventilation options with extra settings.

Mid-back and executive chairs will meet the majority of your demands in most workplaces, with task chairs supplementing them at temporary workstations.

Computers in the Office

The first choice you’ll need to make is what sort of office computer to purchase if you’re going to provide a standard set of computers for your whole workforce rather than allowing individuals to select their own.

Laptop computers are more portable, while desktop PCs provide greater value with more storage and speed. If all of your business applications are online, Chromebooks, which employ G Suite software and web-based add-ons, can be a good fit.

It’s ideal if you choose your computer operating system ahead of time:

• Apple OS X: Using Apple products is perfect for enterprises that employ heavy graphics, video, gaming, audio editing, or desktop publishing, such as marketing or design.
• Windows OS: Windows is the greatest operating system for the Microsoft Office suite, which is a popular and versatile platform.

Filing & Storage

Your physical storage requirements may be reduced if your company employs an online accounting system, sales software, or cloud-based human resource (HR) and payroll services. You’ll still need a spot to keep office supplies like pencils and copy paper, as well as product brochures and promotional items.

Whether you’re looking for computer hardware, coffee, or toilet paper for your workplace, Amazon provides outstanding customer ratings and low costs. In reality, unique desk gadgets may frequently be found on Amazon, making your workplace seem more like a pleasant place to work. Most importantly, they deliver.

Go to Amazon.com.

Services for the Office

You may need to spend for weekly cleaning services or monthly window washing depending on the number of your personnel and the style of your business. Prior to moving in, you may wish to have the office painted to match your brand colors. In fact, several businesses participate in initiatives that supply live plants to improve the environment or vending machines for workers to get beverages and snacks.

When it comes to setting up an office, there are a few things to think about.

If you haven’t yet decided on a physical site for your office, consider what’s most essential to you in terms of location and cost. Is it preferable to acquire a modest office building, lease space near to your consumers, or rent a suite inside a bigger established corporate location, for example?

Here are some things to think about while setting up your office:

Location of the Office

Is it necessary for your office to be located in a commercial area, or would an industrial park suffice? Consider if your workplace receives visitors and how far employees will have to drive to get there. Some companies, such as restaurants, discover that they may carve out a tiny office niche inside an existing structure, particularly if their data and documents are housed online utilizing cloud-based software. Others may want a virtual office that allows them to meet with clients anywhere in the globe.

Purchasing or renting

Some entrepreneurs want complete control over their actual workplace location. They want their monthly rent to buy something of worth, similar to purchasing a house. In the long term, buying a business facility is generally preferable than renting. If you’re not sure how long you’ll be in one place, renting or leasing office space can be a better option.

Negotiating a Lease

One of the difficulties in leasing office space is balancing your risk with the monthly expense. In exchange for a longer-term contract, you’ll often get a discount. A lease, on the other hand, binds you to monthly payments even if you subsequently decide to move. Many long-term leases, in fact, include penalties for breaking the lease early. As a result, it’s advisable to get your lease reviewed by a company attorney or an internet legal agency to verify there are no hidden provisions.

Frequently Asked Questions (FAQs) Regarding Office Setup

Answers to typical office inquiries may be found here. If your question isn’t answered here, please post it on our forum. We’ll get back to you with an answer in a few days.

Is it necessary for me to have a physical office address in order to do business in the United States?

Many company papers, licenses, and permissions demand that you have a physical address in the United States. If you don’t want to use your home address or reside outside the nation, virtual office service providers may supply you with a virtual US business address for $50 to $200 per month. To form your company organization, they usually supply a USPS mailing address (not a P.O. box) and a US-based phone number.

When do I have to make sure my workplace is ADA-compliant?

The Americans with Disabilities Act (ADA) applies to all companies (ADA). When your company is open to the public, it’s much more critical. You must, for example, ensure that your workplace is accessible to handicapped staff and clients, such as by installing a ramp at the front entry if the only way in is up a flight of stairs or ensuring that the restroom door is big enough to accommodate a client’s wheelchair.

Is my office space expense tax deductible?

Your rent and any lease taxes paid are tax deductible if you rent or lease office space. If you own or have equity in the office building you work in, however, you should consult a tax professional to see what amount of the rent is deductible. Our article on IRS-approved company tax deductions may be found here.

What kind of insurance do I need for my business?

This is what our insurance analyst replied when we asked her this question:

Kimberlee Leonard, Fit Small Business Insurance Analyst

“Landlords frequently want at least $1 million in general liability coverage to ensure they are not liable for construction or general liability claims arising from your firm.” When it comes to examining your office’s insurance requirements, there are three major areas to consider. Any of these might put your company’s finances in jeopardy (or ultimately bankruptcy without the right insurance in place).

• Slip-and-fall incidents, mistakes and omissions, and product liability are all covered under liability plans. It’s possible that you already hold a company owner’s coverage (BOP).
• Everything from your computers and furnishings to merchandise and office build-outs is considered business property. Read more about business property insurance in this article.
• Business interruption insurance reimburses your company’s typical revenues during the time your doors are closed due to a claim.”

Conclusion

Setting up your workplace is a time-consuming procedure. The more preparation you do ahead of time, the less difficult the endeavor will be. Our checklist will come in helpful in this situation. There are solid interim choices, such as virtual offices that enable you rent space and answering services that guarantee client calls aren’t missed, if you need to set up an office fast.

To give a professional face for your firm, a basic auto-attendant may be utilized instead of a comprehensive business phone system. Ruby Receptionist can even answer your phones while you’re moving to a new workplace. With a 21-day money-back guarantee, you can try Ruby Receptionist risk-free.

Ruby Receptionist may be found on the internet.

Setting up an office in 5 steps is a good idea. This article has some great ideas of how to set up your office. Reference: office set up ideas.

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