Working from a Home Office

Setting up a home office that works.

Some thoughts on this topic from Michael Taplin

For this discussion, my focus is on the WORK word.
My reason for this is that in my own micro-business for the last 20 years, and in my work as a consultant and business mentor, I have seen just about every possible permutation and combination of office facility, and many of them did not work for the business, or the people or the family.
A home office that works has to meet some basic criteria. I will set them out for you, then go into them in more detail to lead you through the decision process:
• Your home office, and the things you do in it are real work. They need to be recognized as such by friends, family, and business partners. Office activities, whether they are financial, marketing, or administration, are an integral part of your future business success, and must be given the attention they deserve.
• You have to be able to go to work, this is psychologically important for you, and sets up your mood for productive work. This implies that your office is physically separate from your living area, and that you dress for work.
Just imagine the alternative. Your ‘office’ is a bench on a couple of boxes in the corner of your bedroom, or on the table in the family room. You got breakfast and packed lunches for the kids in your PJs, and having packed them off to school, you head for your office to make a few calls to customers and suppliers. You didn’t go to work; how professional do you feel? I ring you and I can hear all this in your voice. If you have to break off the conversation to deal with a toddler, how do I feel, as a prospective customer? What impression have you given me of your business?
The message is “start out the way you wish to continue”; you can’t act like a winner if you don’t feel like a winner, and you certainly don’t look like a winner in PJs and jandals. I know; its so tempting to make a few calls now, because you can shower and dress before you go out to meet a customer later.
• Your office must contain the tools you need to run your business, so that you have everything to hand. You are busy and have to turn your hand to many different activities during a working day, so your time in the office must be productive.
Now we should think about the basic functions that need to happen in your office and the tools you need to complete them efficiently.
First cab off the rank is COMMUNICATIONS. Every business has to communicate with the world outside its front door. The options presented by evolving technology are many, but my view is that you should try to keep it as simple as possible. Complications cost you money and time. I offer some comments on communications from my experience.
• A telephone is the first essential. Most small business people need both a landline and a mobile, and it can be handy to be able to switch calls from one to the other.
• Associated with the phone is a fax send and receive facility. Businesses still use the fax, particularly for legal documents and contracts. This can be software based in your computer using your printer, or it can be a dedicated multifunction device, incorporating a fax, voice message recorder, scanner and printer, preferably on plain paper. If you are looking at a stand alone fax make sure you get one with a good message facility..
• Email is the next essential. There is almost universal acceptance of email in business to business communication, and secure email of documents and spreadsheets is a common way of communicating even complex issues.
• Computers, hardware and software are the next issue. I will start from the assumption that you have a clean sheet, and a cheque book or credit card. If you already have a system, then you may be locked in to some extent, but these comments may help you to review your present system.
• If any aspect of your business is dependent on a computer, have one dedicated to the business, that the young ones cannot use for game-playing or whatever they do. They are cheap nowadays, and you can probably pick up good value on Trade me if the Homebizbuzz specials are beyond your means.
• Lots of cords, or wireless? Cords are a nightmare, and the proliferation of devices will drive you crazy. Consider a small investment in wireless connection capability, particularly if you want more than one computer hooked into broadband. We will next time.
• The Operating System you choose assuming you have not already invested in Windows, will have a significant impact on your management systems and operating costs.
o Windows is the operating system of choice for 90% of the world, and has extensive support from 3rd party software providers, particularly accounting programs. The drawback with Windows is that it is targeted by nasties and is vulnerable to viruses, worms and spy ware. If you get an infection, you may have to spend money on getting a technician to debug your system. You need sophisticated security software such as Norton’s as a minimum, and constant virus updates.
o The alternative is to go for Apple Macintosh, and the Mac OS10 system is probably the best in the world. It has built in firewalls, good built in security and does not appear to be targeted by nasties. The drawback here is that the range of 3rd party software is smaller. The latest Macs will also operate in the Windows environment, but you will have to duplicate some software.
• Software needs careful choice. The basic free software that comes with your operating system is limited, and typically the spreadsheet will not “talk” to MS Excel which is the standard nowadays. If you only want a word processor and a simple database it works just fine.
o Microsoft Office is probably the gold standard, and if you are dealing with big businesses you need it. I have grown up with it as it has developed over the last 25 years, and I have to use it. I wish there was an alternative but it has still to happen. It contains a lot of stuff you could use if you like Microsoft’s email and web browsers (Outlook and Explorer), but they are very vulnerable to viruses. There are free download alternatives such as Firefox/Thunderbird. Office contains a lot of stuff that many small business people never bother to use or learn, but that’s a matter of personal choice. They sell it to you anyway.
o You will need as a minimum a simple book-keeping programme to manage your cashbook and keep basic accounting records. QuickBooks is a possible choice and is cheaper than MYOB. MYOB is a full accounting system and you will probably have to buy in help to set it up. Both are easy to use and powerful. Both will deal with your invoicing which is most important. There are others including free downloads, but the level of support for these from accountants can vary.
• You are going to need a flat surface to work on and a good office chair. Don’t skimp on this because you will probably become a semi-permanent occupant.
• If you are different from me, you will need one or more filing cabinets, and lots of bookshelves for records and storage. You can never have too much storage.
• I could add a lot more, but I’m not writing your shopping list.
Now I come to the big issue. Where are you going to put all this stuff, and also get some quiet time away from the rug-rats to do real work?
Over the years our business has always made space for a separate office that looks professional enough for us to deal with a client in it. For the last 10 years we have enjoyed a purpose built office, which at 13m x 3m should be big enough for two people, but we are still limited by space for client meetings. It is separate from our dwelling space, with a separate entrance and toilet/shower facilities.
We are able to work in the same office doing different work, and talk to one another when we need to, but much of the time, it is private enough to be a personal workspace. The fact that we have been able to work together successfully for all this time shows that at least part of this formula works.
So my suggestion is that if you want your home business to work, make some space in your home, sleep out or garage which you can dedicate to your business. Then and only then will you be able to separate your business from your private and family life.

The author, Michael Taplin, is a management consultant, business mentor, and contract university lecturer. He left the city office hassle behind 18 years ago, and has run a busy practice from home ever since. He is also admin@jobsinrodney.co.nz so he understands how to set up and operate a web-based business from a rural area. For other useful advice, and to subscribe to our newsletters, check out www.jobsinrodney.co.nz.