Furnishing Your Office - A Buyer’s Guide
If you’re stuck wondering where to start, we hope the following handy buyer’s guide will help you furnish your space.
Sorrento Writing Desk Simple Suite by Mayline
Step One - Evaluating Your Space
Helpful Questions:
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How much space do I have?
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Where are my outlets?
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Will I be sharing resources (fax, copier, storage, etc.)?
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How is the foot traffic?
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What is the present lighting like?
Whether you’re setting up a multi-roomed office, a one-room home office, or even outfitting an unused corner of your kitchen, it’s a good idea to start by getting a sense of how much space you have to work with.
Take measurements. Keep them handy for reference when ordering. There’s nothing worse than finding that perfect desk—only to discover when it arrives that it doesn’t fit.
Note the location of outlets and telephone jacks. You’ll want them within easy reach, especially if you plan to use a computer. If extension cords are necessary, consider purchasing a cord cover kit from your local hardware store to keep the cord secured safely and discreetly against the wall.
Pay attention to entrances and traffic patterns in and around your office. If you’ll be sharing a telephone, fax machine, or copier, it’s a good idea to designate space for a path and work area. Consider a printer cart or mobile stand to set the shared resource apart and provide organizational space. If you’re likely to find traffic distracting, your office furniture should be arranged so that you don’t have to see it. Bookshelves can act as a functional divider, and a folding privacy screen is a great solution for adding a touch of style and solitude to your office.
What is the lighting like? Is your office a cave, or do you need sunglasses to get to the coffeemaker? A window view can be lovely and relaxing, but too much of the sun’s glare will make a computer screen unreadable. If an abbreviated work day isn’t an option, you’ll need to pick a more shielded area. Naturally dim lighting can lead to squinting and hunching over to read. If your office is too dark, you’ll need to give some thought to adding extra sources of light.
Once you’ve examined your space, you should be able to get some idea of a basic layout. Now it’s time to add detail to this rough sketch by matching up the basic components of an office with your needs.
Step Two - Choosing Your Building Blocks
Helpful Questions:
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What are my primary work activities?
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How much workspace will I need to perform these activities effectively?
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How much storage does my office require?
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How much time I do spend each day in my office chair?
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Do I have the right balance of lighting?
A few core areas provide the makeup of most offices. Let’s start with the most prominent:
Work Surface
Savannah L-Shaped Desk by Bush Furniture
Your work surface can take many forms: a desk, drafting table, computer workstation, laptop stand, utility table, etc. Depending on your primary work activities, your needs may best be met with a combination of surfaces. But how do you know which work surface you need, or how big it should be?
Think about what you do in a day. Make a list of daily tasks and consider how much space is used when performing them. Do you use a computer? Take phone calls? Grade papers? Examine files? You’ll need enough space to comfortably lay out your work. An L-shaped or U-shaped desk provides extra workspace on one or both sides, allowing multi-taskers to switch between projects with ease.
Do you work primarily on a desktop computer? A computer desk may be the way to go. Many offer monitor stands, keyboard trays, and shelves for all your peripherals. If you value mobility, many laptop stands are built to be just as portable as the equipment they support, offering lightweight designs, wheeled movement, and adjustable surfaces.
Do you receive guests? If meetings are a part of your day, an executive desk or office system will make a dramatic impression. Office systems and office suites feature classic coordinating furnishings that present a professional look, as well as providing generous workspace and plenty of storage.
Consider your available space. When furnishing a smaller area, select office furniture that will maximize available space. A corner desk provides organization, storage, and plenty of workspace while tucking neatly into the corner of an office. A tower desk takes advantage of vertical space by offering overhead shelving and storage. Mobile desks can be relocated easily and stored when not in use.
Storage
Cherry Lateral File by Office Furniture in a Flash
Too much clutter can slow down your workday. Disorganization can bring it to a standstill. Both of these problems can be addressed with the proper storage solutions.
How much storage space will you need? You’ll have to give this your best estimate. Ask yourself what you’ll need to store, be it reference books, mail, equipment, files, or paperwork.
If the list seems insurmountable, determine which items you’ll access regularly. Those will need to stay close to your work surface. Vital materials should stay within arm’s reach; this may mean you should consider adding a hutch to a desk, or choose a desk with built-in storage.
A two-drawer file cabinet is the perfect choice for any office that needs to keep files on hand, or has limited storage needs. The standard two-drawer files are small enough to fit next to your work surface. Two-drawer mobile files offer convenience and storage; not only will they go where you go, but the top will serve as an extension of your work surface. Underdesk files can be hidden directly underneath most desks.
Offices with more significant filing needs should consider full-sized filing cabinets. File cabinets are available in either a vertical or lateral style. Vertical file cabinets are narrower than lateral files, and are organized from top to bottom. They are a better choice for offices with limited space. Lateral files are wider, and allow filing from side to side. Many file cabinets offer special security features, such as locking mechanisms and fire resistance. If you work with sensitive documents, these features can give you better peace of mind.
Storage cabinets provide versatile enclosed storage. Great for storing equipment, they can also handle cleaning supplies, office supplies, or media. Storage cabinets can even serve as a place to hang coats and store personal items. Many are available with locking features to keep the contents secure.
Bookcases keep items visible and at-hand. Use them to organize books, references, and catalogs, as well as to display art, picture frames, or decorations. Bookcases are so universal that they can be matched with almost any décor, and many offer adjustable shelves to meet your storage needs.
Storage can work in almost any part of the office, but when placing it remember to leave enough clearance around doors and walkways. Also check that storage doesn’t interfere with necessary outlets—a loaded bookcase or file cabinet is not fun to move.
Seating
Blue Mesh Office Chair by Office Furniture in a Flash
A chair is just a chair, right? Not when you’re spending a good portion of your workday there. Your office chair is one of the most important choices you’ll make when purchasing office furniture. A great office chair can improve efficiency, productivity, comfort, and safety.
To find a great office chair, determine the level of support you’ll need:
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Light use office chairs are the best choices for anyone who spends more time on their feet than in their office chair. Most standard office chairs will meet the needs of light users.
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Moderate use office chairs are appropriate for workers who spend a fair amount of time in their chairs, but are frequently up and down throughout the day. Task chairs, computer chairs, and desk chairs with ample padding, adjustable seats, and lumbar support are appropriate for moderate users.
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Heavy use office chairs are best for anyone who spends a significant portion of the workday in an office chair. An ergonomic office chair is highly desirable for this type of use. Ergonomic office chairs are shaped and padded to support the contours of the body, have sturdy frames, use good quality bases with rolling casters, and are easily adjustable to accommodate most individuals. Desirable adjustment features include: seat height, back angle, back height, tilt lock, and tension control. Look for these features on executive office chairs, computer chairs, deluxe task chairs, and manager’s chairs.
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Intensive use chairs are designed for long hours of continuous use and for multi-shift work environments where one chair might be used by a variety of workers. These ergonomic office chairs are constructed with extremely durable materials that will provide support and endure in even the most demanding environments. Intensive users can find their perfect office chair by searching for 24/7 chairs, call center chairs, dispatch chairs, and 24 hour use chairs.
Once you’ve identified your requirements, you’ll be able to choose from a wide selection of office chairs that meet your needs. For a more in-depth look at selecting an office chair, please see our Office Chair Buying Guide.
Lighting
Overly bright office lighting may cause glare, which washes out computer screens and makes it difficult to see clearly. Dim lighting leads to eye fatigue and can make a space seem gloomy and unfriendly. To avoid either extreme, your office lighting must create a balance using a combination of ambient and task lighting.
Ambient lighting refers to the lighting in the surrounding area. Ceiling lights, floor lamps, and table lamps all provide this kind of lighting. Ambient lighting eliminates dark shadows and minimizes contrast. When choosing ambient lighting, the goal is to uniformly illuminate the room without causing glare. A good way to accomplish this is to use diffusers, shades, or sconces to soften the light and direct it across walls and ceilings. Computer users should aim for ambient light that matches the brightness of their computer screen. If sunlight shines directly onto the screen, consider blinds or a shade that matches your décor.
Task lighting is bright, focused light that can be used for reading or working from copy. A good task lamp is flexible and directional, allowing you to position it so that light doesn’t spill onto a nearby computer screen or into your eyes. A dimmer is a nice function on a task lamp, as it allows you to adjust the brightness as needed.
Style.
Mayline Napoli Office Suite
Hopefully now you have a good idea of your office furniture requirements. While the focus of your office is, of course, work, attention to the design and décor shouldn’t be overlooked. An office that meets your needs and yet speaks to your personal aesthetic is an amazing place to work. Be creative. Play with ideas. Sketch out floor plans. Think about color and shape. Browse images until you find one that strikes you, and let that look inspire you to create your own office.
