Setting up a new office is more than choosing a location and moving in. The right environment boosts productivity, enhances employee satisfaction, and creates a professional image for clients.
Whether launching your first workspace or expanding, this checklist covers essentials—from furniture to tech infrastructure—helping you build a functional, efficient workspace.
Essential Office Furniture and Ergonomics
Your office furniture forms the foundation of your workspace. Investing in quality pieces from the start can prevent costly replacements and reduce employee discomfort down the line.
Desks and Workstations
Every employee needs a proper workspace. Consider adjustable-height desks that allow workers to alternate between sitting and standing throughout the day. These desks accommodate different body types and working preferences, promoting better circulation and reducing fatigue.
For standard desks, ensure they provide adequate surface area for computers, documents, and other work materials. A typical desk should measure at least 48 inches wide and 24 inches deep to give employees enough room to work comfortably.
Ergonomic Seating
Quality chairs are non-negotiable. Look for office furniture in Salt Lake City or your local area that offers ergonomic chairs with adjustable features, including seat height, armrests, lumbar support, and tilt tension. Employees spend hours sitting, and proper support prevents back pain and improves focus.
Budget approximately $200-500 per chair for quality ergonomic seating. While this might seem steep initially, the investment pays off through reduced sick days and improved productivity.
Storage Solutions
Plan for adequate storage from day one. Filing cabinets, shelving units, and desk organizers keep your office tidy and documents accessible. Consider both personal storage for individual employees and shared storage areas for common supplies and archives.
Conference and Collaboration Spaces
Designate areas for meetings and teamwork. A conference table with comfortable seating accommodates client meetings and internal discussions. For smaller offices, consider multi-purpose furniture that serves different functions throughout the day.
Technology Infrastructure: Internet and Communications
Reliable technology infrastructure is the backbone of any modern office. Without it, even the most motivated team will struggle to perform basic tasks.
High-Speed Internet Connection
Research internet service providers in your area and select a business-grade plan. Business internet typically offers faster speeds, better reliability, and priority customer support compared to residential plans.
Aim for at least 100 Mbps download speed for small offices (5-10 employees), scaling up to 500 Mbps or more for larger teams. Consider fiber optic connections when available for superior speed and stability.
Phone Systems
Decide between traditional landlines and Voice over Internet Protocol (VoIP) systems. VoIP solutions often provide more flexibility and features at lower costs, including call forwarding, voicemail-to-email, and video conferencing capabilities.
Ensure every employee who needs to make external calls has access to a dedicated line or extension.
Networking Equipment
Install a commercial-grade router and network switches to handle your office’s internet traffic. For larger spaces, invest in wireless access points to ensure strong Wi-Fi coverage throughout the entire office.
Create separate networks for employees, guests, and IoT devices to maintain security and performance. Label networks clearly and provide guest access that doesn’t compromise your main network’s security.
Hardware Requirements
Your team needs the right tools to do their jobs effectively. Here’s what to prioritize when equipping your office.
Computers and Laptops
Assess each role’s requirements before purchasing devices. Creative professionals need more powerful machines with dedicated graphics cards, while administrative staff may function well with standard configurations.
Consider whether desktop computers or laptops better suit your business model. Laptops offer flexibility for hybrid work arrangements, while desktops typically provide better performance at similar price points.
Printers and Scanners
Even in an increasingly digital world, printing remains necessary. For small offices, a multifunction printer that handles printing, scanning, copying, and faxing covers most needs in one device.
Calculate your expected monthly print volume to choose between inkjet and laser printers. Laser printers cost more upfront but offer lower per-page costs for high-volume printing.
Monitors and Peripherals
Dual monitors can significantly boost productivity for roles involving data analysis, design work, or frequent multitasking. Invest in quality keyboards and mice to reduce strain during long work sessions.
Don’t overlook essentials like webcams, headsets, and docking stations, especially if your team participates in frequent video calls or uses laptops as their primary devices.
Backup Power Solutions
Uninterruptible Power Supply (UPS) units protect computers and sensitive equipment from power outages and surges. Install UPS units at workstations handling critical tasks or storing important data locally.
Software Essentials
Hardware means little without the software that makes it useful. Build your digital toolkit with these categories in mind.
Productivity Suites
Email, word processing, spreadsheets, and presentations form the core of most office work. Choose a comprehensive suite that integrates these functions seamlessly. Cloud-based options enable remote access and real-time collaboration.
Accounting and Financial Tools
Proper financial management starts with the right software. Select accounting tools that match your business size and complexity. Look for features like invoicing, expense tracking, payroll processing, and tax preparation support.
If you’re working with an accountant or bookkeeper, ensure your chosen software allows easy sharing and collaboration with external partners.
Project Management Platforms
As your team grows, tracking projects, deadlines, and responsibilities becomes more challenging. Project management software provides visibility into who’s doing what and helps prevent tasks from falling through the cracks.
Security Software
Protect your business with comprehensive security solutions, including antivirus software, firewalls, and VPN services. Every device should run up-to-date security software, and sensitive data should be encrypted.
Implement password management tools to help employees create and maintain strong, unique passwords for different services.
Communication and Collaboration Tools
Instant messaging platforms reduce email overload and enable quick questions and updates. Video conferencing software connects remote team members and facilitates face-to-face conversations with clients and partners.
Choose tools that integrate with your existing software ecosystem to minimize switching between applications.
Kitchen and Breakroom Amenities
Employee well-being extends beyond their desks. A well-equipped breakroom provides a space to recharge and builds workplace community.
Essential Appliances
Stock your kitchen with a refrigerator for employee lunches, a microwave for heating meals, and a coffee maker to fuel your team. A dishwasher saves time and keeps the space clean, though it’s not mandatory for smaller offices.
Consider a water filtration system or water cooler to provide fresh drinking water throughout the day.
Supplies and Basics
Provide plates, cups, utensils, and basic cleaning supplies. Paper towels, dish soap, and trash bags should always be in stock. Some offices provide coffee, tea, and basic snacks as a perk.
Seating and Tables
Create a comfortable space with tables and chairs where employees can eat lunch, take breaks, or have informal conversations. This area should feel distinctly separate from work zones to give people a true mental break.
Security Measures and Compliance
Protecting your physical space and meeting legal requirements aren’t optional—they’re fundamental to responsible business operation.
Physical Security
Install a key card or code-based entry system to control who accesses your office. Security cameras at entry points deter theft and provide records if incidents occur.
Ensure sensitive documents and valuable equipment are stored in locked areas when the office is unoccupied. Create clear policies about who has keys or access codes and update access when employees leave.
Data Security
Beyond software security, implement physical safeguards for data. Lock servers in dedicated rooms with restricted access. Establish clear protocols for handling sensitive information, including secure document disposal through shredding.
Create and regularly update your data backup system. Follow the 3-2-1 rule: keep three copies of important data on two different media types, with one copy stored offsite.
Health and Safety Compliance
Research local regulations regarding workplace safety measures. Common requirements include clearly marked emergency exits, fire extinguishers, first aid kits, and evacuation plans.
Schedule regular safety inspections and maintain records of compliance. Post required notices about employee rights, emergency procedures, and relevant health information.
Accessibility Considerations
Ensure your office accommodates employees and visitors with disabilities. This includes accessible entrances, bathrooms, and workspaces that comply with local accessibility laws.
Consider adjustable furniture, screen readers, and other accommodations that may help current or future employees perform their roles effectively.
Conclusion
Setting up a new office requires careful planning and investment, but taking the time to do it right creates an environment where your business can thrive. From ergonomic furniture to robust technology infrastructure, each element contributes to your team’s ability to do their best work.
