Read these 10 Office Equipment Tips tips to make your life smarter, better, faster and wiser. Each tip is approved by our Editors and created by expert writers so great we call them Gurus. LifeTips is the place to go when you need to know about Office Supply tips and hundreds of other topics.
Depending on your location and budget, here are a few advantages to purchasing office supplies on line versus going to the physical store.
To qualify for the label "high tech" in today's society, the word "wireless" must be prominent in all your bragging. Thanks to wireless cards for laptops and innovators like Bluetooth, connectivity and communication are more fluid than they ever have been. Good examples of high tech office equipment include:
Not so long ago, the typical office worker's desk would be consumed by a huge monitor, printer, phone system, and larger than life equipment like faxes and scanners. But times have changed, and today, you can "go portable" and not only take your office with you at the end of the day, but have less equipment to consume your desk.
The tech world is littered with latest and greatest phone systems for small businesses to choose from. To narrow down the selection, consider the following criteria:
There are many rules and regulations about confidential document disposal including that of doctor's offices and medical facilities. Paper shredders play an important part in keeping with these regulations, however, medical offices must also keep media locked and secured at all times to keep with HIPAA regulations.You can either pay a company to dispose of these documents or use a shredder yourself. There are large office sized shredding machines that can manage large loads of paper or desktop shredders that fit over a waste basket to help you shred as needed. Be sure that your employees understand what documents must be shredded in order to protect your company.
The Health Insurance Portability & Accountability Act (HIPAA) doesn't mandate a minimum shred size. However, several brands should be considered more in alignment with HIPAA regulations based not only on shred size, but also on speed and the disposal company (such as Shred It).
Also consider that HIPPA mandates privacy of other media formats as well, including floppy disks, CD-ROM, and data DVDs. A good quality shredder will be able to shred these types of formats easily.
Once you've chosen a name brand quality shredder, the next step is to find a reputable disposal company. Seek out a company that values HIPAA regulations and will provide references.
Here are some buying tips to consider when purchasing a new office phone system:
Determine your needs for your office equipment when starting out your business. Start with a list of what you need to get started, and then create a wish list of what you would like to have as part of your growth plan.
Your office may start off small and require that users share computers or have low end equipment and mismatched equipment in the early days. Choosing a growth plan that enables you to buy new equipment is a good idea but you need to prioritize, especially if you have a small budget while you are growing.
Your business growth depends on your success and the management of your funds so budget wisely for your office furniture.
Discount office furniture deals are often advertised in local newspapers. Many office supply dealers also have sales on returns or damaged items. You may be able to get a substantial discount on your purchase if the box is damaged due to a return or because of a small scratch.
When buying discount office furniture on clearance, be sure that you are aware of the return or exchange policy. Many of these sales are final sale only which means that you can not return the item. Check to ensure any item that needs assembly contains all relevant pieces. Be fully aware of any damage on the item before leaving the store.Discounts may be readily available after holiday's as well and after the back to school rush is over. It's a great idea to stock up on supplies or take advantage of sales at these times for more major purchases like desks and chairs.
When upgrading your internal office equipment such as computers, monitors, laptops and printers, consider donating your old equipment to charity. There are many charitable organizations that will benefit from using your older, but still useable equipment. Public schools, local libraries, daycare centers, community recreation centers, community job search offices as well as other charitable organizations can benefit from using your computer office equipment and you, as a company, can benefit from the tax write offs as well as building a positive community profile.
Many charitable organizations will pick up your donations and issue a tax receipt. It's very important to be sure that when you donate old equipment such as a personal computer or server that you completely erase the hard drive to protect confidential information. There are special software programs available to help you, as simply hitting the delete key may not be enough.
Some companies rarely upgrade office equipment but others upgrade on such a constant basis that they are often spending more money on their IT budget than necessary. Ask for a technology evaluation from your IT supplier to help you keep pace with your infrastructure needs while not overdoing it and spending money needlessly.
|Jennifer Mathes, Ph.D.|