Employees will only perform their tasks conveniently when they’re provided with the necessary office machines. This might seem like an unnecessary expense if you’re a startup but the right choice of equipment can save you a lot of trouble and hours in your business.
Regardless of the size of your office, there are certain tools that you’re going to need. Here is a checklist of 9 vital office machines every business should have.
1. Telephone Systems
Effective communication is paramount for every business. When thinking about office machines, a good telephone system should be a priority. By doing so, employees can communicate well with each other and respond to customers without any delays.
There are different sizes, features, and options when it comes to telephone systems. It’s vital that you make a list of what you’re looking to accomplish with your system and use that as a guide to purchasing one. Many providers are willing to customize a telephone system for their customers.
The two systems that fit many businesses are VoIP phone systems and PBX. They are different in how they serve customers. PBX is a standard telephone line while VoIP is a cloud-based telephone that employees can use to communicate using the internet.
Another office tool that comes in handy is a company mobile phone. It allows your employees to work remotely and maintain a healthy work-life balance. Business mobile phones are also effective for employees who are always traveling, such as sales representatives.
2. Computer and Internet Connection
Information is the heart of every business. To leverage this, have the right office machines for staying connected to the interwebs. This includes switches, routers and ethernet cabling. This is if you’re looking to sustain many employees.
You’ll also need a modem to help your workers to stay connected outside the office. The nature of your business determines the effort you need to put to keep your employees connected and how important it is to have a representative online.
Time is precious and as a business owner you can’t afford to waste any of it in most cases. This is why you need a smartphone to ensure you remain updated and organized. For example, your smartphones allow you to keep reminders of where you should be and things you should do.
It also allows you to check your emails and social media performance of your business easily. With apps like Skype and G-suite, you can easily participate in group conversations regardless of where you are. Smartphones are great tools for a range of tasks.
4. Mailing Equipment
Product samples, documents, and catalogs are just a few examples of things that you need to ship off your company. The proper mail equipment, such as postage software and scales, can save you valuable time and money.
This is becoming a critical office machine with many customers opting to buy and transact online.
You should be prepared to get rid of papers with sensitive information as fast as you generate them. Your company is responsible for the data they possess.
It may be a client list, employees’ and customers’ sensitive information or your business financial information. If this information falls into the wrong hands, it could be catastrophic to all parties.
Having a shredder to destroy the papers helps you avoid these ugly incidences.
6. Computer and Software
Having solid operational systems is important to every business which makes software and computer essential. Computer software includes antivirus software, useful apps, CRM systems, and word processing software.
Depending on the nature of your business, you’ll need software that best fits your business structure and model. Yet there are some things like reliable anti-virus are vital for every firm as it protects your business from any cyber theft and security.
A word processing software helps your employees send information without errors. Word 2019 has made this possible. If you’re sending many emails and proposals, consider other online apps such as Grammarly for efficiency.
Create systems and workflows for your business then find the appropriate tools to help them operate.
7. Photocopiers and Printers
Whether you’re a small or large business, copiers and printers are a huge part of an office. When buying copiers, consider the workload you need it to handle in a day. This will give you a rough idea of the size and type that works well with your business.
The other option is to work with rental copiers and rental printers. Although this might be fine for startups, the recurring costs might add up real fast to a lump sum. It might also not be safe to process critical business documents in another place.
Having a photocopier and printer saves you a lot of time.
8. Screen Projector
Screen projectors can help meeting run much smoother. They make presentations so much easier by allowing everyone to view the same visuals at one time. It also gives the people that are listening a clear picture of what you’re explaining.
Projectors can be a bit pricey but they are well worth it.
Since a lot of business happens in the digital world, scanning documents to make virtual copies is useful. This will be helpful when you need to share physical paperwork with someone via email, for instance. Having a scanner can also help to make digital files for better organization and more physical office space.
Use These Essential Office Machines for Your Business
Office machines play a huge role in making sure processes are done effectively and conveniently and making things easier. Starting off with the right ones can help your overall systems and operations on the backend. Invest in the essentials to make sure your employees are well-equipped to do their tasks.
For more tips and advice, check out our blog.