Startup Office Equipment

Summary: The right office equipment will boost your startup's efficiency and abilities. Use this annotated checklist to determine exactly what your new company needs.

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Whether you're furnishing your first home office or setting up an office in an outside location, you'll need a variety of tools and equipment to get your business started. Fortunately, there are plenty of ways you can get it all without cleaning out your startup funds.

Instead of traditional office supply outlets, try shopping discount stores like Costco , Target, and Ikea (online and in person). All cater to small businesses and carry affordable, quality items. Also, check online listings such as eBay and Craigslist for "Going Out of Business" sales. You can often find great deals on used or refurbished items. And don't forget the "Free" section on Craigslist. You may be able to find some of what you need for literally nothing.

What equipment will you need? Here's a rundown of the basics:

Hardware: You and your staffers may be able to get by for a while using your current computers, but eventually you'll probably want to upgrade to company models. If your business requires you or your workers to be mobile, then you should get business-worthy laptops (or tablets). You can find great deals online, but it's a good idea to start your search at retail stores, where you can actually touch the machines and talk to experts about your needs. Describe exactly what you'll be using the computer for and learn about your options.

Talk to friends and business associates to get all the pros and cons, and check sites like CNET, PC World, and Top Ten Reviews for user and expert reviews before you buy.

If you don't already have a strong opinion, also consider whether to go Mac or PC. While the PC used to be the default business system, Apple is trying to become more business-oriented. There may be reasons why one or the other is best for your business, so research carefully before you decide.

Software: After you determine whether you will use a PC or Mac, your next decision is what software your business will need. Again, check the reviews and talk to as many people as you can about what they like and what they don't. At the very least, you'll need the following programs:

• Word processing, such as Microsoft Word
• Spreadsheet, such as Microsoft Excel
• PDF (portable document format) creator and reader, such as Adobe Acrobat
• Email, such as Outlook or Gmail

Other programs you might find useful:

• Presentation software, such as PowerPoint
• Instant messaging (chat) programs, such as Google Talk or AIM
• VoIP telephony, such as Skype
• Videoconferencing, such as Skype or Apple's Facetime
• Customer relationship management (CRM) systems, such as Salesforce.com

The big question is probably whether or not you need to buy Microsoft Office for your word processor, spreadsheet, presentation software, and email programs. Office is relatively expensive, and there are many low-cost or even free alternatives that provide much of the same functionality. Google Apps is free for personal use, but Office remains the standard, and is the most compatible with what your customers and suppliers are likely using. (For more information on this choice, see Google Apps vs. Microsoft Office.)

Note that many of the programs listed above use a business model called Software as a Service (SaaS) or cloud computing, which allows you to access programs online rather than installing them on a hard drive. Instead of buying cloud software, you rent it and pay as you go (a surprising number are actually free), which can save scarce cash upfront. There are pros and cons to the cloud approach, of course, so before you commit, make sure you know what is included and understand per-user costs, uptime guarantees, and security arrangements.

Servers: You may also need servers to run your new company's local network and email capabilities. Simple servers can often be sourced from local technology consulting firms, but many startups are now getting their infrastructure from the cloud, paying according to usage and avoiding upfront costs.

Phone system: Telecommunications are an important piece of the startup checklist, so do your homework. Ask yourself if you really need a phone system or can get by with mobile phones. If you think you need an office phone system, start by making an appointment to talk with the local telephone carrier about your needs.

The phone company representative will walk you through your options, such as multiple phone lines, voice mail options, and call forwarding. Will every employee need a separate phone number (so outside people can call them directly), or do you want everything to go through a receptionist (live or automated)? Do you need fax lines? You can purchase phones through the phone company, or buy on your own to save money. Just make sure you get phones compatible with your service.

Internet service: In most areas, the phone company can also handle high-speed internet, and you could save money by bundling this service with your phone. If your phone company doesn't offer Internet service or you don't like the terms, contact the local cable company or other Internet Service Providers (ISPs) to find out your options.

Copier/fax machine/printer: Yes, people still send faxes, so your business may need the capacity to both send and receive. Many companies can now get by with e-fax capabilities using existing computers. If yours needs a dedicated device, you can buy or lease a multifunction machine that will copy, print, and fax. Decide whether or not you want to spring for a color printer or stick with black and white. When deciding among printers, take into account the cost of replacement toner or ink, which is likely to be far more expensive than the printer over time.

Furniture: Whether you start your business at home or in an office, you'll need a good desk and chair for each employee. Sitting for hours at a computer in an uncomfortable workstation can result in repetitive stress injuries requiring expensive physical therapy and lost work hours. Make sure your workstations are ergonomic and well lighted. Other furniture needs may include bookshelves, file cabinets, trash and recycling receptacles, guest chairs, and a conference table. If buying new furniture seems too expensive, look into used furniture and the option of renting what you need.

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Business Takeaways:

1. The most basic equipment needs for most startups are computer hardware and software. Cloud computing may be a good way to save upfront costs on software and infrasctructure.
2. When choosing a phone system, take into account whether you will need phones for each employee and what their specific needs will be. Some companies may decide they can get by using only mobile phones.
3. Don't skimp on office ergonomics. Make sure your furniture and workstations are comfortable enough for the long hours you'll be putting in.

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