How to set up an office
Checklist
- Check any legal constraints, for example, does the lease restrict your use of the space or do you require planning permission for alterations to the premises.
- Identify your furniture requirements: for example, employees' desks and chairs, storage (eg filing cabinets) and seating for visitors if necessary.
- Draw up a list of your IT requirements, including computers, printers, other peripherals (eg servers) and networking.
- Establish your telecoms requirements, including the number of phone lines you need and internet access points.
- Consider whether other services (eg fax, photocopying) can be handled by your computer system, outsourced, or need dedicated equipment.
- Consider health and safety requirements: for example, suitable furniture, adequate lighting and ventilation, fire precautions and so on.
- Consider requirements under the Disability Discrimination Act to remove physical barriers to access for those with disabilities.
- Consider any security requirements: for example, an alarm system or additional locks on windows and doors.
- Plan the office layout; put employees who work together near each other, with frequently used files in easy reach.
- Explain your plans to employees; ask for feedback and suggestions.
- Install any additional infrastructure, for example, power and lighting circuits and computer network cabling.
- Arrange decoration which creates a pleasant working environment; consider the impression which will be made on any visitors.
- Purchase any furniture or equipment you do not already have; consider financing options such as leasing.
- Organise stationery (eg letterhead, compliments slips and business cards); ensure that the letterhead includes all legally required information.
- Order other basic office supplies
- Ensure that you have all the necessary insurance policies in place before moving in.
Cardinal rules
Do:
- base the office layout on workflow
- plan a healthy, safe and secure office
- make effective use of telecoms and computing equipment
- install infrastructure first, then decorate, before moving in
Don't:
- impose office arrangements on employees without consultation
- waste money and space on unnecessary furniture and equipment
- move in before arranging security and insurance policies
Contact
- Health & Safety Executive
- The Disability Rights Commission Helpline 08457 622 633
- Royal Institution for Chartered Surveyors, 0870 333 1600
