Convenience, low overhead, tax advantages, increased productivity – the positive aspects of running a business from home are many, but in terms of space, operating from a home base can be a challenge, particularly when it comes to office equipment.
That said, no office – home or otherwise – can afford to be without a Multi-Function Printer (MFP). This “jack-of-all-trades” machine is a combination copier, printer and scanner and can take care of most document solutions needs. The number of low-cost and small environmental footprint MFP options have grown over the past few years and are available at most office supply stores or online. What must be considered when purchasing an MFP is the availability of adequate office space and access to technical support if needed.
The “big box” printers that produce documents with color are relatively inexpensive to buy, but the tradeoff comes in high operating costs. Take note that the supply costs for ink jet or toner cartridges can be steep. Having an accurate estimate of your monthly and yearly volume output will provide a good idea of potential operating costs.
The amount of supplies provided when you purchase an MFP should factor into the initial investment. MFP manufacturers typically supply the approximate yield of the ink and toner that comes with the unit. Those estimates are based on ink and toner coverage of only 4 to 5% per page, so these figures almost always appear better than the actual number of copies/prints you’ll get, especially if your printing and/or copying needs includes a large number of photos or graphics. It’s best to lean toward the conservative and estimate you’ll get 50 to 75% of the stated yields. Even taking into account the variables on supply usage, the “big box store” or online MFP is still usually the best choice for a home business with low monthly volumes of 1,000 pages or less.
As a general rule of thumb, monthly volumes of more than 3,000 per month are best handled by MFPs offered through an office equipment dealer/supplier. As a home business experiences growth, this is a good option for consideration. The initial expense is higher, but the preliminary cost would be quickly offset by much lower operating outlay. This segment of MFP is most commonly financed through a lease and is typically bundled with an allowance of copies/prints, thereby providing a fixed expense for budget purposes.
Another necessity for the home office is a shredder. There is no more cost effective tool for security and like an MFP, a shredder can be purchased for relatively small money at an office store or online. The office supply store variety is good for low volume usage; the cost goes up if looking for a more “industrial strength” shredder. Also, shredders offer varying cutting levels depending on security needs.
No home office should be without a network router, especially if it there is more than one computer that requires Internet access. Offices that utilize both a laptop and PCs would be best served with a wireless router. And sometimes overlooked is the importance of a good quality surge protector – this should be a staple of every home office.
Not so important in the day of the MFP is the need for a facsimile machine. Most MFPs, regardless of size, have the capability to fax, even though the technology is rapidly disappearing. In a twist of irony, the former cutting-edge of fax technology is now much less reliable due to the widespread use of digital data lines. The old analog lines were much more dependable for fax technology!
Equipping a home office can be a challenge; space and startup funds are often tight and there are not enough hours in the day. But with a true handle on what your document needs are and a little research, you can be assured of finding the right options, keeping in mind that those needs may change. After all, the hope of every home business owner is to experience the kind of growth and success that necessitates buying or leasing the next level of equipment.
