| If you are considering a home office, you may | | | | quickly if they are separate. |
| feel a little overwhelmed at the logistics of | | | | |
| getting started. After all, there are a lot | | | | Another organizational tool that you may |
| of things that need to be considered. | | | | consider is a contact manager. Only you will |
| Setting up your home office should be an | | | | know if this tool is something that you can |
| exciting time, not a stressful one. Taking | | | | use, but if you deal with a lot of different |
| it one thing at a time will make it easier | | | | clients or if you need to keep a list of |
| and a lot more fun. Most of the things that | | | | potential clients and business contacts, a |
| you will need fall into 3 categories: work | | | | contact manager is going to help you |
| station, organization, and communication. | | | | tremendously. It will allow you keep a list |
| Here are a few ideas to get you started. | | | | of all of your contacts and their essential |
| | | | details such as where you met, personal |
| Work Station | | | | details about them, and what services they |
| | | | may be interested in. It will also keep |
| Your work station will most likely involve | | | | track of your appointments and to do list to |
| the most planning and expense. This is going | | | | keep you organized and on task. |
| to include your desk, chair, and computer | | | | |
| among other things. You can go simple or | | | | Communication |
| extravagant. If you are just starting out | | | | |
| and don't have a big budget, keep it simple | | | | Your communications are going to be vital to |
| and put your money into the things that will | | | | your new home office. This is another place |
| help you work more comfortably and | | | | where you want to make sure that you don't |
| efficiently first. | | | | skimp. Make sure that your entire |
| | | | communication system, from Internet access to |
| Keep your desk functional and space | | | | fax is efficient and projects an image of |
| appropriate without being flimsy. There will | | | | professionalism. |
| be plenty of time to upgrade to that cherry | | | | |
| desk with the marble table top later. One | | | | First of all, dial up just won't do. It may |
| with a file drawer and CPU cubby built in | | | | have been fine for your occasional surfing or |
| will help you maximize the use of your space. | | | | for the kids to do their homework. But dial |
| An "L" or "U" shaped desk has the advantage | | | | up does not move at the speed of business. |
| of giving you a workspace for your computer | | | | You will be wasting enormous amounts of time |
| and keyboard while also allowing for space to | | | | waiting for your downloads whether it is web |
| spread out documents that you are working on | | | | pages or email. It will be worth it to |
| and/or a writing space. Many people find | | | | upgrade to DSL or cable. |
| that a desk that has a keyboard tray allows | | | | |
| them to sit more ergonomically correct while | | | | For your phone and fax communications there |
| others prefer to use the keyboard on the | | | | are a number of options. When establishing |
| desktop. The other ergonomically important | | | | your home office communications important |
| aspect of your office will be your chair. | | | | things to consider are image, flexibility, |
| | | | and space. Instead of the expense and hassle |
| Your chair should be something that you | | | | of installing a second phone line, consider a |
| splurge on. You will want a chair that has | | | | virtual phone system that will forward your |
| adjustments for height and back support. You | | | | calls to your already existing phone line. |
| should be able to sit at the back of the | | | | There are a number of advantages of setting |
| chair, with your feet flat on the floor and | | | | up your communications this way. |
| have about 2 inches between the seat of the | | | | |
| chair and the back of your knees. For those | | | | Your image is going to be very important as |
| people with shorter legs that are not able to | | | | you establish your home office. One of the |
| set the height of their chair to comfortably | | | | first impressions people will get of you and |
| reach their desk, and still have their feet | | | | your business is when they call you. First |
| flat on the ground, a foot stool is | | | | and foremost, it is important to keep your |
| recommended. A cushioned chair with fabric | | | | personal calls separate from your business |
| is also usually preferable to leather or a | | | | calls. Nothing screams unprofessional louder |
| hard surface. The cushioning will pad your | | | | than your child answering a client's call. A |
| backside while the fabric allows it breathe | | | | virtual phone system will assist in the |
| during extended sitting. You may be spending | | | | professional image department in a number of |
| a lot of time in this chair talking on the | | | | ways. |
| phone or staring at a computer screen and you | | | | |
| want to make sure it is comfortable. | | | | One, it will allow you to have the call |
| | | | announced to you so that you, and your child, |
| Next you will need to consider your computer | | | | know that it is a business call coming in and |
| and monitor. If you already have a computer, | | | | can handle it appropriately. Two, most |
| evaluate its efficiency and ability to handle | | | | virtual phone systems have an automated |
| the increased demands that will be put on it | | | | attendant, just like the Fortune 500 |
| while going from recreational use to full | | | | companies have, that will allow you to greet |
| time business use. Do you have enough memory | | | | your callers with a professional recording |
| and processing speed to handle the additional | | | | such as, "Thank you for calling ABC |
| files and workload? You may be able to | | | | Consulting. For sales press 1, for billing |
| either simply upgrade your current computer | | | | press 2". Third, it will have voicemail that |
| to handle the extra load, or it may be | | | | you can access online, through email or over |
| necessary to buy a new computer. The major | | | | the phone. That way, if you do miss a call, |
| computer makers (Dell, Gateway, Mac, IBM) can | | | | and regardless of where you are, you can get |
| usually help you with what you will need in | | | | your messages quickly, easily and get back to |
| terms of memory, processor speed and hard | | | | your clients in a timely matter. |
| drive space for what you plan on using the | | | | |
| computer for. Check out the websites or go | | | | For flexibility a virtual phone system can't |
| to your local electronics store and talk to | | | | be beat. It will allow you to transfer your |
| the sales people. They are generally very | | | | business calls to anywhere you are. So when |
| knowledgeable and willing to help. | | | | you are in your home office your calls will |
| | | | forward to you there and when you need to |
| Your monitor is going to be a work station | | | | leave, your business calls can follow you on |
| tool that you don't want to skimp on. A flat | | | | your cell phone. After all, one of the |
| screen is best. They take up less space, | | | | advantages of working from home is the |
| they are better on your eyes, and also use | | | | freedom to step out when you need, or want |
| 50% less energy. Shoot for 19 inches if you | | | | to. |
| can get one within your budget. If you do a | | | | |
| lot of detailed graphics work, 21 inches will | | | | For saving space in your new home office, |
| be preferable. Just like your chair, the | | | | combine your fax communications with your new |
| return on your investment with your monitor | | | | virtual phone system. Fax machines take up a |
| is going to be less stress and strain on your | | | | lot of space, not to mention ink, paper and |
| body and allow you to work more comfortably | | | | maintenance. Most virtual phone systems will |
| for longer periods of time. | | | | have fax features as well that will allow you |
| | | | to send and receive your faxes right from |
| Organization | | | | your computer. With electronic, or virtual, |
| | | | fax you can scrap the fax machine completely. |
| As I stated before a desk that has a file | | | | |
| drawer built in will save you the most space, | | | | Establishing a home office is an exciting |
| but the most important thing is that you do | | | | time. Don't let the logistics of it |
| have one whether it is attached or not. Some | | | | overwhelm you. Breaking things down into |
| people may also be tempted to combine their | | | | categories helps you to focus on one thing at |
| personal and business file cabinets. I | | | | a time. You need a work station, |
| wouldn't recommend this unless you can devote | | | | organization and communications. Taking each |
| a complete drawer or drawers to business | | | | one separately and determining what you will |
| only. The co-mingling of personal and | | | | need for each will make things easier on you. |
| business files only leads to confusion and | | | | You'll have your home office set up in no |
| you will be able to find things much more | | | | time. |