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    Complete Checklist For Setting Up a Home Office

    By Robert W Boyd
    Having had a home office myself for over 35 years, I have had considerable experience setting up home offices in the seven different homes that I have lived in during that time. My offices have ranged from a small corner of a bedroom, to a 250 sq. ft. office where I now work. Additionally, during that time I have read a number of articles about setting up and organizing a home office, and indeed I have written several articles on the subject myself. The following is a concise summary, in outline form, of the various factors that I have learned are important when considering setting up and organizing a home office.


    I. Sufficient Space for:

    a. Work Station (Desk & Chair)
    1. Comfort - Ergonomically correct chair & workstation suitable to you
    2. Function - consider predominant activity

    b. Storage
    1. Shelving Units: for books, 3 ring binders, etc.
    2. Storage Cabinets: for envelopes, ink/toner, paper, discs, other supplies

    c. Filing
    1. Legal size or standard?
    2. Two drawers or four? Be sure to plan for future needs

    II. Sufficient Capacity for:

    a. Electrical Outlets
    b. Telephone lines
    1. Business line (separate from home line for professionalism)

    a. Speaker Phone
    b. Mute Button
    2. Fax Line

    c. Cable
    1. TV
    2. Internet
    3. VOIP (Voice Over Internet Protocol)

    d. Inexpensive plastic cord hiding conduits will avoid overwhelming "cord clutter."

    III. Draw a Floor Plan

    a. After measuring, draw a floor plan to scale.
    b. Determine size of furniture & equipment before buying. Will it fit?


    I. Desk Function

    a. Consider primary work - computer, writing, reading?
    b. Do you need files in drawers?
    c. Do you need a Rolodex or other form of easy access to phone/address information
    d. Carefully consider functional location of phone.
    e. How will you organize daily used supplies (pens, paper clips, etc.) to avoid clutter?

    II. Chair

    a. Comfort more important than price
    b. Requires large plastic chair mat over carpet

    III. Filing Cabinets

    a. Consider function and application
    b. Set up system immediately with tabs (much easier up front)
    c. Plan for future needs (tendency is to underestimate)

    IV. Storage Cabinets

    a. Built in or portable?
    b. Locate advantageously
    c. Plan for future needs (businesses accumulate things just like people)


    I. Computer

    a. Consider current and future needs
    1. Buying "loaded" software with computer much cheaper than adding later
    2. Be sure computer is capable of scaling up along with your business
    3. Shop for best price in internet connection
    4. Be sure you have internet security (firewall/anti-virus) and sufficient backup
    5. Consider online meeting, online telephone, online postage, online faxing, etc.
    6. Be sure to have handy supply of disks or storage devices

    b. Buy service contract unless you are a "computer geek" yourself
    c. Besides software specific to your business, you will need an accounting package
    1. Be sure it fits your type of business
    2. Discuss with your CPA prior to deciding on which package to buy

    d. Protect against power problems with surge protector and battery backup

    II. Printer/Copier/Scanner

    a. Consider current and future needs
    b. Combined printer/copier/scanner OK for minimal operation, not for volume
    c. Black & White or color? Which meets your needs?
    d. High Speed? What do you realistically need? Significantly impacts price!
    e. Buy inks and toner from discounters online. Major savings!

    III. FAX

    a. Do you really need a separate fax? Consider faxing from computer.
    b. Consider volume and speed. Both impact price considerably!
    c. Buy fax cartridges from discounters online. Major savings!

    IV. Shredder

    a. For shredding all sensitive documents
    b. Important addition to waste basket for eliminating clutter


    I. Lighting

    a. Overhead - is current overhead lighting appropriate?
    b. Consider "task lighting" at your work station or desk

    II. Decor

    a. Decorate suitable to your style, but be professional, it helps productivity
    b. Redo walls if they have nonprofessional appearance (child's wallpaper for example)
    c. Carpet is best for comfort, sound absorption and warmth
    d. A "vanity wall" is fine, but consider who will be looking at it...don't overdo
    e. If clients visit, be sure their accommodations are comfortable


    I. Licenses/Authorizations

    a. Do you need a business license to operate from your home in your township?
    b. Does your neighborhood have any covenants regarding home businesses?

    II. Tax advantages: Talk to your CPA about the specific tax deductions for a home office or go to http://www.irs.gov/publications/p529/ix01.html for info direct from the IRS.

    III. Discuss your new office with your insurance agent to be sure that you are properly covered.

    Remember that your office light has an off switch. Your family likes to spend time with you too.
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