Setting up an office - checklist


Setting up an office - checklistWhen you move into new premises, there's a lot to think about before you're ready to start day-to-day work. This checklist tells you what you need to consider.

  • Check any legal constraints: for example, does the lease restrict your use of the space or do you require planning permission for alterations to the premises.
  • Identify your furniture requirements: for example, employees’ desks and chairs, storage (eg filing cabinets) and seating for visitors if necessary.
  • Draw up a list of your IT requirements, including computers, printers, other peripherals (eg servers) and networking.
  • Establish your telecoms requirements, including the number of phone lines you need and internet access points.
  • Consider whether other services (eg fax, photocopying) can be handled by your computer system, outsourced or need dedicated equipment.
  • Consider health and safety requirements: for example, suitable furniture, adequate lighting and ventilation, fire precautions and so on.
  • Consider requirements under the Equality Act to remove physical barriers to access for those with disabilities.
  • Consider any security requirements: for example, an alarm system or additional locks on windows and doors.
  • Plan the office layout; site employees who work together near each other, with frequently used files in easy reach.
  • Explain your plans to employees; ask for feedback and suggestions.
  • Install any additional infrastructure: for example, power and lighting circuits, and computer network cabling.
  • Arrange decoration which creates a pleasant working environment; consider the impression which will be made on any visitors.
  • Purchase any furniture or equipment you do not already have; consider financing options such as leasing.
  • Organise stationery (eg letterhead, compliments slips and business cards); ensure that the letterhead includes all legally required information.
  • Order other basic office supplies.
  • Ensure that you have all the necessary insurance policies in place before moving in.