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Office automation products have become more affordable and their sizes have also shrunk to fit snugly in small offices. In fact, they have become so compact that they can be easily carried around and taken out of the office. Examples of “road warrior” (a term given to people who do a lot of work outside the office) items are the laptop computer, PDA, thumb drive, MP3 player/voice recorder, etc.
Thumb/flash drives have replaced the floppy diskettes. Not only do thumb drives store more information, they are smaller and can fit comfortably in your pocket with ample space to spare. Thumb drives come in different storage capacities, from 128MB (getting phased out) to 8GB, equivalent to the storage capacities of about 5,600 pieces of 1.44MB floppy diskettes! Thumb drives are handy to carry around, especially if you need to carry softcopies of your files with you or to save copies of your clients’ files. Their sizes are getting smaller and smaller but their capacities are getting bigger and bigger. They can be easily connected to the USB sockets on your PC.
How about having a thumb drive and also a music player in one small device? Many MP3 (a type of compressed audio file format) players also come with USB sockets to enable easy connection to your computer and hassle-free file downloads via the easy “drag and drop” method. If you are not content with playing just audio files, enter the MP4 player, which also displays pictures and videos on its small colour LCD screen.
If you need to record meetings, interviews or seminars, there are many types of digital recorders in the market. These digital recorders are gradually replacing their micro cassette counterparts and are more convenient as you can download the voice files to your PC and listen to them immediately. You can also skip or move to certain parts of the recording via a click of your mouse. How’s that for convenience? Some digital voice recorders are also MP3 players and thumb drives rolled into one. It depends on what you need.
PDAs or personal digital assistants are becoming more and more common. These ‘electronic secretaries” help the user to plan and record their appointments and meetings. In addition, they also allow users to read e-books, play games, surf the Internet, send and receive emails, etc.
Advancements in technology have also something in store for the desktop computer user. Bulky CRT monitors are being replaced with slim flat screen LCD monitors that save on space and are aesthetically-pleasing. They are kinder to your eyes too. The optical computer mouse is slowly replacing the conventional “roller ball” ones and what’s more, they have also become wireless.
If you are short on space, consider a machine that does it all. Many models of multi-function printers have been introduced to the market. These printers do not only function as printers, they are scanners, faxes and photocopiers, all rolled into one! What’s more, these all-in-one printers cost less than the sum of all these items, if you were to buy them separately.
Wireless routers are really handy in the office if you want to share your broadband Internet connection among your staffs, without using wires. Some models also come with a printer port that allows you to connect your printer and print from your PC the wireless way.
DVD writers are a welcomed addition to the computer electronics fray. DVDs have higher capacities as compared to CDs. A typical DVD has 4.7 GB of space, thus allowing you to “burn” many files for back-up. A dual layer DVD has almost double that capacity. Compare this to a CD that has only 700 MB of space (1 GB ≈ 1,000 MB). DVD writers come in both “internal” and “external” forms. The former needs to be installed into your PC while the latter, which is more costly, is mobile and can be used on different PCs.
With the recent introduction of 3G mobile services, you can now surf the Internet, send and receive emails and also watch certain TV programmes via your mobile phone. You can even see the person on the other line while you talk to him/her. Just buy a 3G phone and subscribe to the 3G service provided by the telecommunications companies.
In conclusion, the advancements in technology have made our lives easier, both at home and in the office. With the sheer speed of development, it’s hard to keep up with the latest gadgets that technology has to offer. But having fairly advanced equipment in the office will help increase efficiency in your business. They are becoming more and more affordable as a result of mass production and also the low costs of production in China.
OFFICE EQUIPMENT
Making sure that you get the right equipment in your office the first time round will have you save time and money later on.
- Computer
Traditional desktops are gradually being replaced by notebooks as employees and businesses become more mobile. With notebooks, business people can bring their work away with them after leaving the office or use it to deliver presentations to their clients.
- Printer
There are many types of printers to choose from, depending on your business’s requirements. Two major types of printers are inkjet and laser printers. In general, laser printers cost more than inkjet printers. However, it is advisable to go for laser printers if your business requires heavy printing as the cost of printing is usually lower than inkjet printers and you’ll save money in the long run. There’s also the choice between monochrome (black) and colour printers, which ultimately depends on your needs. Choose a printer with a higher resolution (dpi) if you need to print images too and don’t forget to also consider the sizes of papers that can be printed by the machine.
- Photocopier
Determine your expected copying workload before deciding on a photocopier. It will not make much sense to purchase a very expensive photocopier with multifunctional features if photocopying is not done on a large scale. Many small businesses can just rely on their fax machines or the photocopy shop next door for everyday copying. This helps to cut down on maintenance charges which in most instances can be very high. If your business involves heavy copying workload, run a check on the basic features such as the speed of the photocopier or look through the manufacturer’s brochure to determine the number of copies a month it is designed to handle as well as its expected lifespan. This will give you an idea on the suitability of the photocopier in meeting your business needs. Other features you may want to keep an eye out for include reduction and enlargement, the ability to use A3 paper and automatic paper handling for multiple sheets.
- Scanner
Consider investing in a scanner with Optical Character Recognition (OCR) software if your budget allows. It can save you hours of work if you are routinely required to reproduce large volumes of text on your computer. The advantage of a scanner with OCR software is the ability to read text off a page as well as the ability to capture it in a computer file suitable for word processing or other uses. Flatbed scanners are highly recommended as they are faster and offer higher resolution. Do not hesitate to test the model you are thinking of buying by trying it out on a document that is typical of your workload.
COMPANY STATIONERY
Your company stationery plays a crucial role in enhancing your business image. Do consider investing in the following to boost your image.
- Overall Style
All your office stationery should carry the same overall style of typefaces, design and quality of paper or card for uniformity. It is advisable to choose a clear and easily-read typeface. As to the weight of the paper to be used, it would really depend on whether heavy, which can sometimes be thought of as “quality” stationery is important for your business. A prominent logo or a catchy tagline can help to build your corporate image. You can also get tips from reputable printers or designers who will be able to advise you and show you examples of their work.
- Letterhead
Letterhead on A4 size paper is used for formal correspondences to customers and suppliers. It is important to include your business name, address, telephone and fax numbers along with email address and official website address in your letterhead. By law, the company registration number should also appear in your letterhead.
- Complimentary Slips
Depending on whether you will need to send brief messages or cover notes, complimentary slips are a smaller version of your letterhead which also carries contact details of your business. As complimentary slips are compact, they are both useful and economical. They are normally printed on paper with a sticky back surface so that they can be easily attached to other documents.
- Invoices, Statements and Receipts
The volume of invoices, statements and receipts will also depend on the nature of your business. If your business only issues these occasionally, you can always print them on your letterhead paper and save on the additional cost of having invoices, statements and receipts printed externally. All you need to do is insert the appropriate heading below your letterhead to distinguish between the three.
- Business Cards
Business cards are most useful in giving your customers, suppliers and other contacts a record of your name and details. Your company’s name, your name and job title should take centre stage on your business card. You can also include relevant qualifications, if you feel it will add value to your business. Include other contact details such as your direct telephone line, fax line and mobile phone numbers. If necessary, include your email, web address and also brief details of your company’s business.
1. Printing Services
If your business requires bulk printing, the cheapest option is to either laser print or photocopy your stationery. For instance, if you are printing your letterheads for the first time, you will need to have the design on hand and will only need to pay for the cost of laser printing or photocopying. The downside of settling with this cheaper option will however result in your stationery lacking the quality and image of professional printing. For flexibility and convenience, go to a print shop or a commercial printer who will work to your specification. Although prices vary from printer to printer, generally the larger the order, the lower the printing cost will be. Many commercial printers have large resources and choices in finishing. Their machines have the capability of ensuring integrity and security in their output, from the time of paper selection to printing, right up to the various finishes to give a final output with consistent quality.
Some of the printing services provided include:
- Copying
- High-volume laser printing
- Full colour laser reproduction from a laser copier
- Black and white or multi-colour printing of letterheads, cards, pamphlets, folders, envelopes, labels, etc.
- Reproduction of case books or course notes
- A complete range of typesetting, graphic design and prepress services such as preparation of stationery, digital files for printing, etc.
- Bindery services such as punching, folding, stapling, bookbinding, etc.
In the modern workplace, we come into contact with many people, who besides sharing or visiting our workplace, are strangers. These days, safety is an issue that people cannot afford to ignore, be it personal safety or the safety of office property. Browse through the Yellow Pages for a listing of security services companies and before selecting the company of your choice, you should compare the prices and services of different companies by contacting them and asking for quotations. Once you have decided to appoint a security company, insist on having a written contract. Before signing on the dotted line, it is wise to read the terms and conditions carefully and check with a legal advisor if you are unsure of any of the clauses contained therein. Also insist on having any verbal or written agreements between you and the company incorporated into the contract of service.
Security guards patrol and inspect property to protect against fire, theft, vandalism or illegal activity. Security services are worth the investment as they are employed to protect your business investment and deter criminal activity from your office premise. Most security companies have radios and telecommunication devices to call for assistance from the police, fire brigade or hospital as the situation dictates. As you will not always be stationed in your office, you will need to fall back on security guards to look over your property while you are away. After a specific length of time and depending on their assigned shifts, the guards will become closely acquainted with your property and the people associated with it. This is important as the guards will be alert for threats to your property, your employees or even themselves.
3. Commercial Cleaning Services
It is important to have a clean and hygienic place to work in as it will give a lasting impression of a fresh and clean working environment to your visiting clients. When clients walk into your office, they instantly judge what kind of company you are by the image of your office. Therefore, consider engaging a cleaning service provider who offers a full range of cleaning and maintenance services ranging from cleaning of premises to hard floor maintaining and carpet cleaning. To find a cleaning service provider, get recommendations from other business owners or go straight to the Yellow Pages. Next, determine what your cleaning priorities should be.
Restrooms which are used by several employees should be cleaned daily. Trash in bins should also be removed regularly. Since the reception area is also one of the most visible and most used sections of the office, it will require cleaning more than most other areas. High traffic areas and those seen by customers should also be vacuumed or mopped daily whereas other parts of the office can be cleaned as and when necessary. Maintaining neat work stations is also important and if instructed, cleaning service providers will also wipe your telephones and desktops once or twice a week and dust your computers, printers and photocopiers.
Running a business takes a lot of organisation and planning. The first step should always involve engaging the right services and providing your employees with the right equipment to start in the right footing. After all, it is in the office that people spend most of their waking hours and therefore, comfort will tantamount to productivity and morale.
