So you get up on Monday morning, shower and head out to the
garage for the ubiquitous morning commute, right? Well, maybe
not. According to a 2007 benefits survey conducted by the
Society of Human Resources Management, 56 percent of U.S.
companies offer some type of telecommuting program. That
means that you may be headed down the hall to start your
workday, instead of down the interstate.
The widespread availability of computers and high-speed
Internet access may have contributed to your change in work
venue, or it could be the result, in part, to fallout from
the Sept. 11 terrorist attack, which started a national
dialogue about the strategic advantages of a less centralized
workforce. If the work you do allows you to dial in, e-mail,
teleconference or instant message your efforts to your
employer, you may be sitting in your fuzzy slippers right
now, eating a toaster pastry and wondering how long it's
going to take to slog through your inbox.
While you're waiting for your latest file attachment to load,
think about your workspace for a second. Do you have
everything you need? If you don't, what would you run out and
pick up if you could? Your work area may be a dedicated home
office or a TV tray in a corner of the dining room, but
wherever your virtual cubby happens to be, there are some
must-haves that will make it more functional, efficient and
comfortable.
1. Computer
If you have a home office, you might have a shredder,
probably have a printer and almost certainly have a computer.
You may love or hate it, but there's no doubt that having
access to a computer is one of the key reasons that people
are doing more work remotely.
Computers and their electronic brethren have opened up new
avenues of communication that make it immaterial whether the
person on the other end of a discussion is in the next room
or another hemisphere. Not only that, computers offer
a wealth of tools in the form of software that help us
create, collaborate, control, monitor and analyze.
In 1943, Thomas Watson, the chairman of IBM, said, "I think
there is a world market for maybe five computers." In the
intervening years, we've seen changes that would have
astonished Mr. Watson and still astonish a generation of
folks who thought that the invention of the television set
was a neat trick.
The world of computers and related peripherals is always
changing. Look at how quickly technology went from the floppy
to the thumb drive. Consider the popularity of online
software solutions or the potential for video communication.
Today, you probably work with a desktop, notebook or netbook,
but tomorrow, who knows?
2. Printer Hub
Although you may have dreamed about a paperless office at one
time or another, chances are you use your share of the white
stuff. U.S. businesses consume about four million tons of
copy paper every year. Creating all those reports, memos and
spreadsheets takes paper and plenty of ink, too. If you've
ever had to make a formal presentation, you probably know
that powering up the presses means turning on your trusty
printer and loading your spreadsheet or graphics handling
software.
Printers for the home office come in three main types:
inkjets, laser printers and all-in-ones. Printer costs have
been coming down steadily for the last decade in all
categories, but there are some tradeoffs you need to consider
when buying and using a printer.
Inkjets are usually the least expensive printers to buy but
one of the most expensive to use. That's because ink
cartridges are so pricey.
Laser printers, on the other hand, can be inexpensive to use,
but cost a lot to buy.
The third printer variety is affectionately called an
all-in-one, or sometimes a four-in-one. This is an ingenious
printer and scanner combination. It also has onboard controls
that allow you to use it without the computer, like a copy
machine. Most all-in-ones also have faxing capability.
3. The Right Chair
Your desk chair is important to your back and your
productivity. Don't fool yourself into thinking that getting
up frequently will solve the problem. Besides the lost
productivity, you'll still feel some of the adverse affects,
like stiffness, numbness, irritability and loss of
concentration.
Your ride, even if it's only a slight swivel and a couple of
wheelies around the desk, needs to fit your body and your
workspace. The term to remember here is ergonomic, or in the
words of the American Heritage Dictionary, "designs intended
to maximize productivity by minimizing operator fatigue and
discomfort."
When shopping for an ergonomic office chair, keep these
things in mind:
* The chair seat should be 16 to 21 inches (40.64 to
53.34 centimeters) high and preferably adjustable. When
you're sitting, you should be able to keep your feet
comfortably on the floor.
* When your back is touching the backrest, there should
be a two to four inch (5.08 to 10.16 centimeter) gap between
the front edge of the seat and the back of your knees.
* The chair should have lumbar support that molds to the
curve of your lower back.
* The armrest height should allow your shoulders to relax
without tension.
* Look for a chair that's upholstered with a breathable
mesh fabric. Mesh will help dissipate heat and wick moisture
away from your body.
* To reduce instances of neck strain, consider a chair
with a tilt adjustment.
* Choose a chair that sits on a five-wheel base. It will
be more stable and have a longer useful life.
* All-steel construction is a great feature, too.
4. Shredders - Keeping it Confidential
According to Federal Trade Commission (FTC) estimates, about
nine million Americans have their identities stolen every
year. When you work from home, it isn't just your personal
information you need to worry about either. Customer lists
and other proprietary materials may be exposed to prying eyes
if you don't take steps to keep them secure. If you have
nightmares about identity thieves rooting through your
garbage for personal information, a shredder can give you
some security and peace of mind.
Older style shredders separate paper into thin ribbons.
Although these strip-cut shredders are still on the market,
they aren't as secure as shredders that cross cut the strips
into confetti. Strip cuts can be pasted back together by
enterprising thieves. (Yes, some take the time to do just
that.)
When you shop for a shredder, have a general idea of how much
paper you'll be processing at one time. Shredders are rated
for a maximum capacity, and trying to feed 200 sheets through
an eight-page capacity shredder can be time consuming and
frustrating. If you can afford it, err on the high side. The
average office worker uses about 10,000 sheets of paper
a year, so you'll probably be using that shredder more than
you think.
5. Space - Carving Out a Workspace
Ah, the joys of having enough room to keep everything in
order. Although this is a dream for many, a little judicious
organization can make a small space seem larger. Even if your
home office is more like a home shoebox, making the most of
what you've got is the key to a more productive workday.
Try these tips for maximizing the space you have and
streamlining your workflow:
* Stack electronic equipment that doesn't vent through
the top.
* Label cords to help keep them sorted and easy to
identify.
* Invest in file storage.
* Keep track of the stuff you can pitch by tagging files,
brochures and reference materials with a colored expiration
sticker.
* Exploit the wall space.
* Organize your space to complement the way you work.
If you don't have a whole room to yourself, you can still
make your space feel like a distinct and separate spot by
creating a barrier between you and the rest of the room. You
can do this with plants, furniture or a screen. The goal here
is to define the space you do have. Once you've established
a boundary, it will be easier to treat the space as a home
office instead of a haphazard work area. Marking your
territory will also come in handy when you don't want to be
disturbed.
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