Mum’s Home Office: How to Set it Up

image by Fabio Bruna

Darren Mangan, consumer marketing director at Lexmark UK, shares tips on greating the best home working environment.

More and more people are now cutting back on the time they spend in the office in favour of working from home. Whether this is an attempt to redress the work/life balance, or forms part of an environmental drive to cut back on carbon emissions, an increasing number of us are becoming more flexible in our working practices.

Whether you’re an occasional home worker, or the home study is your permanent office, it’s vital that your working environment is productive, efficient and comfortable – and complies with all government legislation about working from home. Lexmark has put together a guide to help individuals set up their own home office…

1. Location, location, location
Choose your spot. Rather than using the kitchen table as a makeshift desk, it’s vital that you have a dedicated workspace. As your working day is going to be confined to a single room, it’s important that your space is both functional and inspirational – but ultimately productive and conducive to efficient working. It needs to be well-lit and away from noise or the risk of interruption. Turning a garden shed, loft conversion or garage space into an official workspace will not only help you focus and maintain a business attitude, it will look professional and impress any clients who need to visit.

2. Getting going
Once you’ve selected where to house your office, it’s important to establish the area as a professional environment. The first step will be to install the appropriate equipment.
While dedicated phone and Internet lines are crucial for a home office, a good computer and printer are a must as you will need professional quality output and service. When buying these devices remember that your work may also require you to fax, copy or scan, so an all-in-one device would be a more productive and space-saving option than single function machines. A wireless printer will also allow greater flexibility in where you store your device.

Try to set out the space logically – the aim is to create a layout that maximises efficiency and work flow. If you will be making a lot of phone calls, it is a good idea to keep the phone close to your desk or primary work-area. Similarly, keep important documents close to hand. If space is an issue, try to find furniture and equipment that can perform different purposes, or a storage cabinet that also provides a work surface.

Another important thing to consider when setting up a home office is the environmental and cost implications of doing so. In recent years a green revolution has swept the nation in a tide that’s been hard to ignore.
 
However, with celebrity-fronted campaigns and anti-plastic bag drives dominating our personal lives, the green wave has taken its time to break on professional shores.
 
Eco-friendly initiatives are easy to implement in a home office environment. By using energy efficient light bulbs, choosing a printer with duplex (two-sided) functionality and turning off electrical equipment over night, can not only help ‘save the planet’ but also saves money for your business. Lower energy bills and less spent on printing consumables, all help to keep the business’ outgoings down.

3. Sitting comfortably
Most people who work in front of a computer all day will know that unless the monitor’s at the right height and angle you end up with a sore neck. Over time, these problems can escalate and backache can become a major problem. This is neither healthy nor conducive to productivity. But it’s all too easy for office and mobile users to adopt poor working practices and to become accustomed to them. Working in a comfortable environment is essential.

It is worth investing in some ergonomic products that can alleviate the physical stresses and strains. Equipment like stands, mount arms and shelves are inexpensive but could protect you from injury. Ensure your screen is at eye level and your chair is at the right height. Consider investing in a wrist or foot rest for extra comfort, and build regular breaks into your working day so that you don’t spend too long in front of your screen. This is especially important if you use a laptop – people forget that these products were designed for working on the move, not for sustained use, so they can end up sitting hunched over a laptop for far too long.

4. Insurance
Whether you are based in a commercial area or have simply set up a small working environment at home, businesses are required by law to take out employer’s liability insurance if they employ any staff whatsoever, even on a part-time basis.

But even if you do not employ staff, you should still protect your business’ assets, equipment and building contents, as should an accident occur, everything in which you have invested your time, money and energy could be lost. Home insurance alone does not usually cover these things which is why a separate insurance cover is required.

Home Office insurance protects all office contents and computers, as well as portable equipment such as laptops and mobile phones. Some also cover ‘business interruption’ which is worth considering in case you experience flooding, power failure or something which would affect the running of your business. And if clients enter your home office, you should also consider client injury insurance.

Choosing the right type of home business insurance policy is important. Be careful of companies that offer cheap quotes without first analysing your specific situation. Above all, search the market and read the small print – as your business changes and grows you will need to make sure your home business insurance policy evolves with it.

5. The finishing touches…
To help project a professional image to visitors and maintain a productive working environment, design your work area to prevent clutter from building up on your desk. Keep a waste and recycling bin close at hand and make sure you’re equipped with plenty of storage and filing options. Put up any framed certificates of professional achievement to demonstrate your abilities and credibility, and consider producing business cards and headed paper for that extra air of professionalism. A good quality printer would allow you to do this affordably from home rather than having to invest in a more expensive outsourced service.

Once you’re all set, don’t forget to make the home office your own – add some pot plants, pictures, and the all-important kettle. Make sure you have a heater for the winter and a fan for the summer. Decorate and furnish it in a way that is professional, but also personal. After all, you wouldn’t want it looking too much like the office you’re seeking refuge from!

This entry was posted on Friday, August 21st, 2009 at 9:40 am and is filed under flexible work. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.