Setting Up a Home Office

You may be surprised to learn that square footage isn't your first consideration when setting up a home office. What's important is whether or not the space you choose is conducive for the kind of work you plan to do. So don't start moving everything out of the spare bedroom you think is just right for your office. It may well be perfect for what you want, but before you start setting up shop in that location, there are important issues to consider.

What equipment and furniture are essential for the work you do?
In what type of environment are you more productive?
Will clients or patients come to you?
Do you and/or your clients require total privacy and/or confidentiality?
Do you need to plan for space for an employee? If so, should the employee's desk be near you or in a separate area?
How much time will you spend in your home office, and will it be during the night or during the day?
How will other family members' schedules affect your use of the office?
If you're considering using a guest bedroom for your office, consider for a moment how frequently you may still need the space for guests.
Some professions involve the use of hazardous materials and may require special clean–up facilities, a particular type of storage to guard against children getting into them, and excellent ventilation.
Do you have a product that must be stored and/or sent out?

Giving the area a test run

Once you've considered your basic needs, walk around your home and assess where it makes most sense to locate your home office. Move a temporary desk to the area and try working there for a week or two.
Consider temperature and indoor "climate." This is particularly important if you're considering a formerly unused basement, garage, or attic space where heating or air–conditioning may need to be added in order to make it habitable year–round.
Consider lighting issues and sound levels. These two issues affect your environment and you may not like what needs to be done to solve them. For example, artificial light is no replacement for sunshine, so if you really like a sunny room then an office in the basement or on the north side of the house isn't for you. And while noise can be masked, it isn't the same as working in a quiet environment.

Once you've selected the space you plan to use for your home office, then the next step is deciding what furniture you'll need in the room.

The Desk. Your desk is the "home base" for any office. Selecting the right one for your needs is important because it determines other furniture selection for the rest of the office.
Office Chair. Rather than use an old kitchen chair at your desk, invest in yourself by buying a chair of good quality. Look for one with good lower back support, and the height should be set so that your thighs are parallel to the floor when your feet are flat on the ground.
Computer and Table. Unless your computer will sit on your desk, you'll want a computer stand or table. Look for one that is big enough to hold a printer and scanner.
Work Table or Conference Table. Be sure to allow an additional 3–4 feet of space for seating around all sides of the table. This amount of space permits ample room for passage behind those sitting at the table.
Equipment. In addition to a PC, most people today want a fax machine, telephone system, and an answering machine; many also want a home copier. Consider what types of equipment you plan to have so that you can allow enough space for them.
File Cabinets. While you should definitely have a two–drawer unit within your office, more extensive filing cabinets with less frequently needed items can be located in another part of the house to maximize efficient use of a home office.
Storage of Frequently Used Items. For the purposes of office layout, the items you need to consider here are the ones you need to have at your fingertips on any given day.
Employee Work Area or Visitor Waiting Area. If you have employees, you may want a separate work area for them. And while any client you're seeing will, of course, be ushered into your office, consider where they'll wait when you can't see them immediately.

Planning where everything goes

Place your desk first. It's the most important piece of furniture in the office.
In general, office/desk layouts fall into three categories:
1. Parallel layout. Your desk forms one line, and a table or low storage piece sits right behind it, providing another surface you can reach easily from your chair.
2. An "L" layout. The "L" configuration offers excellent access between desk surface and computer.
3. Semicircle layout. The desk and equipment encircle you on one side, providing easy access to all counter space.

Once you have on paper what you consider a comfortable desk layout, ask someone to help you move your furniture into place. Before making any permanent changes, it's a good idea to give the office a dress rehearsal.

Keeping down the noise

Carpet with a good quality padding underneath is an excellent sound absorber. Hardwood floors and ceramic tiles can make any noise reverberate.
Outside noises can be buffered somewhat by draperies.
Wall coverings such as fabric or cork will help absorb some sounds and having padded furniture in the room will also deaden noises.
If sound is coming through a heat vent or air vent, your best bet is a low–playing CD player, a fish tank with an air pump, or "white noise" generator.

Good lighting is key to a good work environment

Consider the lighting of the space you've chosen. Windows will bring in warmth and sunlight, but they'll also bring in glare.

Keep your walls and ceilings a light color in order to maximize the light.
Create a level of consistency in room lighting. Your eyes become fatigued if you have to constantly readjust to different light levels.
Depending on the location of the office, consider adding a skylight.
Fluorescent lights are inexpensive and energy–efficient, but the light is diffused and the blinking of the light is irritating to some.
Halogen bulbs create excellent task lighting — bright and clear. Halogens burn very hot, and pole lamps with halogen bulbs have been the cause of fires. If you decide to use halogens, talk to the lighting store or your electrician about how you plan to use them.
To minimize desk clutter, look for a desk lamp that doesn't have to be in your way.
Position your computer screen so that you're not looking directly at the screen with the window behind. You also don't want the sun shining onto your computer screen. Both situations are very tiring for the eyes.

Helpful hints

Before settling into your office, call an electrician. You'll want a dedicated line for your computer, and you'll likely need outlets for some of your other equipment.
Contact the phone company if necessary for additional modem or telephone lines.
Install smoke alarms and purchase a fire extinguisher to keep handy.
If you can afford it, get the office painted before you settle in. Once you're set up, you'll dread the day when you might have to make time for getting the place painted.
When choosing window coverings, keep in mind the practical — sound buffering, if needed, and light reduction — but select something you like that will add some character to the room.
A few photos or mementos placed around the room are homey touches, but be careful of clutter.

Excerpted from Organize Your Home Office! by Ronni Eisenberg and Kate Kelly. Re–printed with permission from Hyperion, all copyrights to this material retained by Hyperion.

Legal disclaimer