11 Basics of a Functional Home Office by Eric Elmore, Marketing Director, Drucker & Scaccetti, CCPA Secretary
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There was a time in the not-so-distant past when working from home was considered a perk; a reward for loyal, responsible, and often higher-paid employees. Now we are nine months into the COVID-19 pandemic in America and working from home is fast becoming the norm. A recent study by Stanford University found that 42% of the U.S. labor force are working from home full time.
The pandemic employers to overcome an innate struggle with trusting that work would get done by employees working from home and that the “perk” would be subject to widespread abuse. And they were forced to invest in reliable and secure technology to enable and sustain the continuity of their businesses amidst mandatory quarantine orders from state and local governments.
My firm is among those that are now 100% remote with nearly 100 employees all working from home for the foreseeable future. Unlike some firms, we were already set up to make the transition because we had several staff working from home full time across four states for nearly a decade. For me, however, it had been 17 years since I had a work-from-home arrangement and I had to retool my house for the switch.
In speaking with some of our work-from-home staff, friends, family, and colleagues who also worked from home pre-pandemic, I’ve developed a list of 11 basics needed for a productive and functional home office. You don’t need everything on this list, but these are the items I have found I cannot do without. And, I have not included obvious necessities like a computer, internet connection, or phone (cell or landline). Your ideas will vary for sure; but here are mine in no specific order:
Comfortable Workspace: Whether a desk or a table, you’ll need enough space to write, access keyboards and review paperwork. A comfortable chair that provides good lumbar support is also a must. Wheels on the chair are also helpful. I have an architect’s desk, which is higher than most, and a chair almost like a stool. These provide the space and comfort I need to be productive while taking stress off my lower back.
A Door: Often, you will take calls that need your undivided attention, either on the phone or a video platform (we’ll talk about this in #5). The option for privacy is imperative. Especially when the kids and pets may be running around, or the dishwasher is running. If you can, choose a room like a spare bedroom, the basement, the attic, etc. The ability to close off from the rest of the world is key to productivity…and sanity.
Multiple Monitors: I’ve been working with two or three computer monitors for the last eight years, and I honestly don’t know how I operated without this before. It hypercharges your ability to multitask and a study by Jon Peddie Research shows it increases productivity 20-30 percent by dramatically cutting the time to accomplish tasks. Invest in additional screens if you can or ask your employer if you can retrieve the monitor(s) on your desk in the office for home use.
Webcam and Headphones: Most laptops have a webcam and mic built it, but older laptops and CPU-driven computers may not. Regardless, a higher quality webcam and headset can make for a better video conference experience. Many have noise-cancelling ability so you and those on the other end cannot hear surrounding sounds.
Video Conference App: The likes of Zoom, Google Meet, and MS Teams are and having one or more in your arsenal is now de rigueur. There are others to use as well and plug-in apps, like whiteboards, as home-work forces become more prevalent. Some suggest it’s not just about connecting with co-workers in the most visible and productive way possible, but it’s also good mentally for us to see others regularly when stuck at home. Coupled with a quality camera and headset, the virtual meetings on these platforms can be more efficient than meeting in person.
Virtual Meeting Backgrounds: Let’s face it, sometimes our house is not as neat as we’d like. The kids and pets think it’s funny to video bomb us at the worst time, and a shot of our vintage Cheech & Chong’s Up In Smoke movie poster is not always the best thing for clients to see. This is when having a professionally appropriate backdrop is the perfect solution. Common choices are simulations of professional workspaces, bookshelves, and natural scenery and landscapes.
Printer/Scanner/Copier: Yes, we’ve entered the virtual office world on a larger scale than before. And, yes, paper is used less and less in home and corporate offices. However, having a printer that can perform scanning and copying is still a must-have piece of equipment. Some companies and clients may not have embraced technology as much as you and can still require hard signatures and request to receive hardcopy documents. You’ll need to be ready for this. The scanner function helps you with electronic filing of documents, limiting the paper in your home office.
Increased Internet Bandwidth: With streaming services, cell phones, tablets, and other devices, our home internet bandwidth may already be stretched to the limit. Add the home office computer, video conferencing, wireless printers, etc. and bandwidth performance may suffer. Contact your internet provider to arrange an increase in bandwidth. There are also other ways that may help such as moving the router to a better location, changing your Wi-Fi frequency channel, updating or replacing your router, and pruning unnecessary connections.
Virtual A.I. Assistant: Google has long been the source for finding nearly anything in the known universe and is still a viable resource for that function. Virtual assistants, using artificial intelligence (A.I.), however, can often retrieve the information much faster than you take to key it on your laptop or tablet. These devices, like the Google Nest or Amazon Echo (a.k.a. Alexa), can be linked to your online store accounts enabling you to order things like office supplies with just a vocal command. They also play music giving your home office a more pleasant atmosphere.
Ample Power Outlets: Laptops, monitors, cell phones, printers, virtual assistants, lamps, TVs, all require power to work. Adding home office equipment can quickly overtake the number of power outlets in the room, especially in older homes and apartments. If you are short on outlets consider an extension power strip with a breaker switch to avoid short circuits affecting multiple devices.
Proper Lighting: A well-lit workspace helps keep your eyes protected, keeps you alert, and helps others see you better when video conferencing. Proper lighting also helps improve the efficacy of virtual backgrounds.
Check with your employer to see if it will reimburse you for some of these home office necessities and upgrades. Or, as mentioned earlier, if you already have these items in your office at work, see if you can use them at home while working there for an extended time. Having these basics will help you perform your job as well as being in the office, if not better.