An office is a must-have in a place of work because it offers space for productivity, collective innovation, and the well-being of employees. Most contemporary workspaces are furnished with various office equipment for ease of work and comfort. A well-equipped office enhances productivity and public image.
To run a successful business, one must hire the right people. These people need office equipment to perform their jobs effectively. There are multiple tools, machines, and supplies needed in the modern-day workspace.
Types of Office Equipment and Their Uses
Office equipment is an umbrella term for the machinery, tools, and supplies normally found in an office. In today's world, the appearance of a workspace is crucial.
Technological changes have made what was once regarded as state-of-the-art equipment obsolete. Today, we have multiple supplies, tools, machinery, and electronics. Below is a list of office equipment required in all modern places of work and their uses.
Computers
A couple of decades ago, typewriters' loud noises permeated offices, and large piles of paper filled large cabinets and desktops. Today, things have changed, and computers are among the office machines and equipment needed.
Computers replaced clumsy and antiquated typewriters and calculators. They also reduced the need for information to be physically stored.
A computer is used for gathering, calculating, and storing crucial corporate data. The stored data is easy to access. Additionally, computers offer practical internal and external communication solutions if the office has internet access.
There are multiple brands of computers available in present-day Nigeria. Below are factors to consider when purchasing a computer for your office:
- Your budget
- The processor speed
- Memory
- Storage
- Operating system
- Warranties and returns
Telephones
Although the internet is gradually eliminating the need for telephones, they are still necessary in modern workplaces. After all, not everyone likes to communicate in writing. Some people find it easier to make a call.
A telephone is needed if you want to be reached at your workplace. Besides, modern office phones have a wide range of useful features, e.g., access to social media accounts and data storage.
You can install a landline or buy mobile phones, depending on your needs. Below are things you should consider when choosing a business phone system:
- The type of phone system
- Cost
- Compatibility with other business tools
- Scalability
Printers
There are instances when e-files alone are insufficient, and hard-copy documents are needed. To avail the latter, you must have one or more printers in your place of work.
Printers come in different sizes. A printer is a machine for printing text or pictures, usually when linked to a computer. Some of the factors to consider when purchasing a printer are:
- Size
- Cost
- Printing capability
- Sustainability
- Environmental safety
- User-friendliness
- Security
- Network connectivity
Document Scanners
One of the uses of office equipment is to convert printed documents into a digital format. This can only be done using document scanners. These machines convert images, pictures, faces, and written documents into a digital format, usually in PDF.
Before purchasing a scanner, consider the factors listed below:
- Performance
- Maintenance, parts, and consumables
- Hardware interface requirements
- Support for dropout color
- Overall size and noise
- Price
- Software required
Copiers
Copiers or photocopiers are among the most used office machines and equipment. A good copier lets you make copies of documents. Copiers can make copies without computers, although printers and scanners depend heavily on them.
Nowadays, most offices buy machines that combine the capabilities of a printer, scanner, and copier. They are more expensive and heavier but are more practical because you can print, copy, and scan with only one device rather than three.
Consider the following factors before purchasing a copier:
- Copy speed
- Brand
- Copy volume
- Budget
- Network capability
- Available space
Desks and Chairs
The right office desks and chairs make your office look pleasant and professional. They also make the space comfortable and accessible for employees and customers.
Employees feel more comfortable working in a pleasant environment. Therefore, you should use the right colors and lighting to increase productivity. Consider the following factors when purchasing office furniture:
- Quality
- Space available
- Aesthetics
- Privacy
- Cost
Shredders
Every business has private information that should not get into the wrong hands or unnecessary documents. It is inappropriate to dump these documents in the garbage as they are because other people may access them from the trash.
Shredders are among the business office equipment you need to discard documents without the risk of information leakage. Shredders cut paper and other media into tiny fragments so that the information can no longer be retrieved.
Consider the following aspects before buying a shredder:
- Cost
- Storage capability
- Speed and power
- Cutting type
- Jam resistance
Office Stationery
Office stationery refers to materials used for writing or typing, e.g., paper, pens, pencils, staples, sticky notes, notebooks, and ink.
The uses of stationery range from labeling to binding tools. There is a wide array of stationery, so you should contact your office equipment suppliers with a list of the things you need. Consider the following factors when choosing and buying stationery:
- Quality
- Suitability
- Cost
- Performance
- Durability
Internet Connectivity
Having a high-speed internet connection is mandatory for every contemporary business. Many businesses operate online, and a good internet connection contributes to daily tasks.
Today, many office equipment can connect to the internet. There are multiple internet providers, and here are factors to consider when choosing an internet service provider:
- Speed and bandwidth
- Customer support
- Cost
- Reliability
- Availability at your business location
- Security
Kitchen Supplies
Many modern offices have kitchenettes or basic kitchen supplies. In fact, basic kitchenware is among the must-have office supplies because employees and clients should be kept hydrated and satisfied with food and drinks.
Providing employees with free coffee and water keeps them motivated and effective. Some of the essential kitchen equipment and supplies you should consider buying are:
- Coffee machine
- Beverages
- Sugar
- Cutlery, crockery, and glasses
- Water dispenser
- Condiments
Storage Equipment
Although many businesses are going paperless, workplaces cannot be 100 percent free of hard-copy documents, files, folders, and books. It is crucial for an office to have storage equipment, e.g., desks with storage drawers, safes, shelves, and cabinets.
Below are the factors you should consider before buying office storage equipment:
- Available space
- Size
- Budget
- Aesthetics
Office Collaboration Tools
Office collaboration tools is a collective term for all office instruments and tools used for sharing knowledge and skills to achieve the best result. These include projectors, whiteboards, and bulletin boards.
These tools make it easier to keep ideas within a business organized. The factors to consider when purchasing these tools are:
- Budget
- Durability <
