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# **HOME OFFICES**

\- Prepared by the CTC Staff for the May 2004 edition of the CTC
Newsletter

According to the Bureau of Labor Statistics, 4.12 million Americans are
working at home. This article will simply introduce the subject of home
office set-ups. Much has been written about the subject to guide you in
creating an office in your home. And there are many experts you can hire
to set up and organize a home office for you.

**[Location, Location, Location]{.underline}**

Important factors to consider when choosing the location of your home
office are:

-   Size

-   Privacy

-   Light

-   Electrical and communication power and outlets

-   Climate -- temperature and humidity

-   Ventilation

-   Entry

Some possible locations for a home office include:

-   hiring an architect and contractor to add an office to your house or
    redesign an existing space

-   guest bedroom

-   closet or pantry

-   corner nook in the kitchen or a bedroom

-   garage

-   stair landing

-   a room divided by a "wall" of bookshelves or a divider screen

There are many strong reasons why a home office should be set up in a
separate room all on its own:

-   A separate room physically separates your business from the rest of
    your home.

-   The door provides privacy and keeps out noise.

-   It also defines your space -- when you are there, you are working;
    when you leave, you close the door and leave your work behind.

-   A separate room can help promote self-discipline and increase
    efficiency.

-   A separate room allows you to create a professional atmosphere in
    which to conduct your business and meet your clients.

-   It's easier to claim for tax deductions!

There are numerous other considerations in choosing the location of your
home office. An interior room in your house may lack any natural light,
expose you to more household noise and distraction, and require your
client to walk through the private areas of your house. It should be a
space where you like to be, where you can be comfortable and productive.

**[Privacy]{.underline}**

In a home office, work space and life space are in very close proximity.
You need to make your home office space private while you are working
and protected while you are not. And you need to plan well in order to
minimize any conflicts between your business and your family.

You don't want the growth of the information, supplies, and/or products
you must store on-site to encroach upon your living space.

Buy a computer just for your business. You don't want family members
using it for e-mails to their friends and computer games! Seriously
consider a separate telephone and answering service just for your
business. It will give a more professional impression and be easier to
declare on your taxes as a professional expense.

**[Design]{.underline}**

According to Neal Zimmerman in his article "Home Office Design: Basic
Planning and Organizing" for the Business@Home website (www.gohome.com),
the primary features of a home office are the working space, the support
space, and the storage space:

-   The working space is where the work is accomplished and where you
    will spend the most time.

-   The support space includes a conference area; the area in which mail
    is received, distributed, and sent; the reference library; a
    restroom; and other support sites. The support space may be located
    separately (I.e., in another room) from the working space, although
    some efficiency and convenience is sacrificed if it is.

-   The storage space includes active storage that you need everyday and
    inactive storage that you can store in remote storage areas. It also
    includes important documents such as your business registration, tax
    papers, and other irreplaceable documents.

Limit the furniture to the essentials -- too much furniture makes the
room look cluttered and makes movement less efficient. Remove any
furniture from your office that does not serve a professional purpose.

If you have limited space in your home office, you may have to furnish
it vertically to fit everything in. Built-in shelving will save space.
Modular office furniture is affordable and often uses space more
efficiently than individual pieces. You can also buy modular furniture
that can be expanded as your requirements change and grow.

Make sure furniture and equipment are positioned in a practical way.
Place everything strategically according to how you use it and how often
you use it. Consider function over aesthetics. You will need easy access
to frequently used materials and equipment. Place a bookshelf, working
files, and your telephone within easy reach. Most designers recommend an
L-shape, U-shape, or triangular layout for office furniture and
equipment as the most comfortable, convenient, and attractive.

If you are easily distracted, don't put your desk in front of a window.
Place your desk close to electrical and telephone outlets. Strive for
the most working surface area possible, so you can spread your projects
out when needed. Save work surface space with floor lamps and clip on
lamps. When planning placement of your equipment, don't forget the cable
heads that stick out of printers and faxes, the space required to pull
out the paper loader on printers and copiers, and space on your desk for
a document holder to prop up the papers you are using while working on
your computer.

Your telephone should be placed where you can reach it easily and
quickly and where noise from children, pets, televisions, and stereos
will not interfere.

Your organization system is as important as the furniture you store your
files in. If you have an organized system, then you are more likely to
file those loose papers and be able to find them more easily.

Include a planning system that will help you organize your activities.
This could include a computer or a Palm Pilot or a *Dayrunner* or a
bulletin board -- whatever matches your style and needs.

Adequate storage space will help you control clutter in your home office
and is particularly important in small spaces. Try to store similar
items together to make finding them easier.

When decorating your home office, strive for a look that blends
residential and professional by choosing patterns and colors that are
warm and soothing instead of cold and stark. Draperies and wall-to-wall
carpeting help keep the room warm and control noise. Consider space,
furniture, and equipment for amenities such as a coat rack and a coffee
maker.

**[Think Like a GSO]{.underline}**

Is there enough space to perform the job you have in mind? If your
business grows, will there be space for an assistant? A separate
entrance to the office is a good idea as is access to a separate
bathroom.

Before buying anything, test drive the room by sitting in the proposed
work space and working on your computer, writing a letter, and reading a
book. Determine how much more light you will need and where it should be
placed. Good lighting is important for your physical and mental health.
Lighting should include ambient light from windows and overhead fixtures
as well as task lighting which is directed at a single work area.

Equipment wires and cables are unsightly and can pose safety hazards.
When choosing office furniture, look for built-in wire management
systems or purchase channels or fasteners that group the wires and
cables together and hide them by attaching them to the underside or back
of furniture.

Make sure the electrical power supply to the room and the number of
outlets are adequate. Some office equipment draws so much power that
other appliances cannot be plugged into the same outlet.

Before you even set up the office, you may want to plug in all your
equipment and use it as you would during a normal business day. If
breakers pop or lights dim, then you need to consult a licensed
electrician. If you haven't bought the equipment yet, then you may want
to have the licensed electrician evaluate your possibilities. You will
need to give him a list of the equipment you plan to install with the
wattage of each piece. One machine that combines several functions may
be the perfect answer for space and electrical problems. For instance,
you can buy a printer that also works as a fax, a copier, and a scanner.
Whichever option you choose, this is a very important step -- do NOT
skip it! You don't want to lose data, damage expensive equipment, or
burn down your house!

Make sure there is good ventilation in your home office. Your electronic
equipment will generate heat. Heat can damage the equipment and make you
uncomfortable. This is a common problem in small home offices. You may
need to buy a special air-conditioning unit or a fan for the office.

**[Furniture]{.underline}**

Before you purchase any furniture or equipment for your home office,
make a shopping list. Rank the items in order of priority, then separate
"needs" and "wants." Initially, you should only purchase the
necessities. As you develop your business, your needs will be clarified
and may change. The necessities may include:

-   Desk

-   Chair

-   Filing cabinet

-   Bookcase or shelving

-   Storage for supplies and media tools (discs, CDs, etc.)

Before you buy any furniture, you should also measure the room and the
furniture proposed for it, then sketch a layout plan to make sure
everything will fit.

One option is to lease furniture and equipment when you first start out.
This will allow you to test drive it to see if it really works for you
and it will increase your flexibility as your company grows (or not!).
If you need certain office equipment only occasionally, then renting it
as needed or buying the service at Kinko's or Staples may be the best
way to go. Be sure to review any rental agreement for early cancellation
penalties.

If you use the room for other purposes, you may want to choose furniture
that hides your office equipment. Armoires, hutches, and roll top desks
can be closed up so that your "office" disappears. If you have limited
funds and/or limited space, then try to buy office furniture that serves
more than one purpose. This can be as simple as using the top of a file
cabinet for your paper cutter, buying a printer stand with paper storage
shelves underneath it, or occasionally using your desk as a conference
table. When buying furniture, opt for pieces with storage space.
Armoires and hutches can hide media equipment and store files and
supplies.

Make sure your desk is large enough for your equipment and provides
ample space for writing and maybe even conferencing if you need it. A
laptop could give you more work surface space as well as mobility.
Purchase or install a bigger bookshelf than you think you are going to
need. It will fill up faster than you ever imagined!

**[Equipment]{.underline}**

Analyze your equipment needs, make a shopping list, prioritize the list.
An equipment list often includes:

-   computer

-   printer

-   scanner

-   fax machine

-   photocopier

-   software

-   telephone

Some providers of telephone services, data transmission, and computer
systems offer free design planning services for office networks.

Most experts recommend a separate phone line for your business, which,
of course, is tax deductible and can be listed in the Yellow Pages. Get
a telephone with a hold and a speaker button. An answering machine or
service is also a good idea. Separate lines for telephone, fax, and
DSL/modem are recommended.

The computer will probably be the most expensive piece of equipment that
you will have to purchase for your office. Be sure to purchase it from a
reliable vendor that has a good reputation for support. Buy the service
contract.

All the literature recommends back-up systems for power and for data
storage. Surge protectors can prevent data loss due to fluctuating
electrical currents. An UPS (uninterrupted power supply) can give you
time to save the document you are working on when there is a power
outage. Protect your computer documents and files by developing a
schedule to store them on diskettes, zip drives, or other tools and then
store those tools off-site.

## [Ergonomics]{.underline}

When setting up your home office, always consider health and safety. In
his *Wall Street Journal* article "First, Buy a Good Chair; It Could
Cost Hundreds, but May Keep the Doctor Away," Staff Reporter Albert R.
Karr states that, "In far too many cases, the home office is a body ache
waiting to happen." Remember that on-the-job injuries don't just include
tripping over a computer cable, they also include injuries caused by
repetitive motion and awkward posture. Ergonomic disorders such as
backaches and eyestrain are not only painful, but also decrease
efficiency and productivity.

If you are going to spend a lot of time at your desk, then you should
buy a comfortable and sturdy desk chair. Everything we read emphasized
this one item as your most important investment. A chair that swivels
and rolls is ideal as it allows you to reach everything you need.
Ideally, you should be able to adjust the height of the chair so that
your line of vision is even with the computer monitor screen while your
thighs are parallel to the floor. Make sure that it is at a comfortable
height.

Your computer monitor screen should be mounted approximately 5 inches
lower than your eyes and 18 to 30 inches away from your body. The
document holder should be mounted at the same level as your computer
monitor screen and as close to it as possible. Adjustable trays for
keyboard and mouse are recommended to avoid strain on arms, shoulders,
and wrists. The keyboard should be adjusted so that your lower arms,
wrists, and hands are in a straight line when you are using it.

In order to avoid eyestrain, make sure that overhead lighting is not
reflected on your computer screen. Light from behind the computer screen
will cause glare and eyestrain. Lighting near the computer should come
from above or from the side. Facing a bare window is not a good idea. If
your

office has a window, hang draperies or blinds to cut down on glare.

Buy cables and appliances with electrical cords that are long enough.
Extension cords can create fire hazards. Cables and cords are easy to
trip over.

If you have an area rug in your office, make sure it is tacked down or
positioned so that no one will trip on it or catch a chair leg on it.
Don't run cables and cords across halls or from one room to another.
That is a recipe for disaster. Drill holes or lift baseboards if you
have to.

### **[Clients]{.underline}** 

Consider how a client will enter your office. When a client visits your
office, you don't want him to trip over your son's skateboard in the
driveway, see the dirty clothes hamper in the hallway, or smell last
night's spaghetti and garlic bread. A separate entrance may be a good
investment. Also investigate insurance liability coverage.

Other considerations might include:

-   Where will the client park?

-   Is there a guest bathroom close by?

-   Do you have to traipse into the kitchen to pour them a cup of
    coffee?

**[Neighbors]{.underline}**

In some parts of the United States, there may be zoning regulations
regarding home offices, so you need to research local laws and
ordinances before you hang out your shingle.

And speaking of shingles, are you going to place a sign in the yard?
Does your neighborhood association have rules

about that? Also, where will your clients park? Will they bother your
neighbors?

### **[Professional Help]{.underline}**

There are many books and Internet resources to consult for guidance on
setting up your home office and some of those are listed in the
"Editor's Notes" that follow.

If you need professional help to design and build -- or rebuild, as the
case may be -- your home office, then you can find interior designers,
architects, and contractors in the yellow pages and online. The
Directory of Designers, for instance, covers the entire United States --
www.i-d-d.com.

If you need professional help to organize your home office, you can find
a professional organizer in the yellow pages or online. The National
Association of Professional Organizers (NAPO) has a great website in
which you can type in your zip code and find a professional organizer
within a few miles of your house -- www.napo.net/. I typed in FSI's zip
code and they produced 31 professional organizers within 10 miles! The
Professional Organizers Web Ring (POWR) also offers this free service at
www.organizerswebring.com/.