Before you make a move, check the zoning regulations in your neighborhood. Some areas prohibit the use of homes for businesses or restrict the number of business visitors and signage allowed. If you run into difficulty, you’ll need to petition the city council to allay their concerns that your business will be an interruption to the neighborhood. If you set up shop and complaints are presented to the zoning board, you may be required to cease business until the case is settled.

After zoning issues are resolved, investigate your insurance needs. Your homeowner’s insurance may not cover business equipment. You may need to add a rider to your current policy or purchase a separate policy.

Now you’re ready to select dedicated space for your office. The kitchen table may work temporarily, but you’re likely to quickly run into some organizational problems at dinnertime!  If you don’t have an extra room, make sure the space you use is clearly marked for professional use only.

Start by making a list of the things you need for a functional office. This list will vary depending on the type of business, but let’s assume that you’ll need “typical” office supplies and furnishings.

Furniture is a good place to start. When selecting furnishings, keep in mind the available space. Ideally, you should have two desktops, one for paperwork and the other for your computer. You can purchase a traditional desk, find a U- or L- shaped unit that has plenty of space, or make your own desktop by placing a wooden panel across two 2-drawer filing cabinets (make sure it’s sturdy). A good, supportive chair will be your best friend if you spend all day at your desk. Your chair should be comfortable, supportive, and flexible. The wrong chair can hinder your productivity and cause uncomfortable back problems as well.

Storage space is crucial. Get as many filing cabinets as room allows. A bookshelf is also helpful for shelving resource materials. Don’t forget a lamp or two!

There are plenty of sources for good quality office furnishings. Traditional office supply stores often stock furniture, and there are also used office furniture stores. Check the classifieds. Check with friends—their firms may have perfectly good furniture they’re ready to unload at a reasonable cost.

The next list to make is for equipment. (Again, let’s consider a “typical” office—your needs may be quite different.) First, you’ll need a computer. Talk with people in your field about the capabilities you’ll need. If you’ll be on the road frequently, consider a laptop with a docking system. It’s more expensive than a PC, but it will save you the cost of buying a PC and a laptop.

You’ll need a modem (particularly if you’ll be using your computer for faxing). Since equipment becomes outdated quickly, purchase the fastest one you can afford (no less than a 28.8kbps). Consider your software needs: word processing, spreadsheet capabilities, contact management, presentation packages. Purchase a 17-inch monitor—you’ll be amazed at the difference it makes.

Advice: Before purchasing your system, talk to several professionals in your field and get their recommendations. Shop around to find the best deals. Sources include your local computer supplier or manufacturers on the Web. Ask suppliers about technical support. Compare prices and try to make your package and purchase as comprehensive as possible—this can save you money on costly upgrades later.

Other equipment includes a printer, a fax machine, and a copier. If most of your work will be high quality, black/white material, a laser printer is your best bet. If you’ll be incorporating color into your materials, consider an inkjet with color capabilities.

There are plenty of fax machine options. Many computers can send faxes directly from the system. This works great if you send or receive a few faxes a week, or if most of what you’re faxing is generated from your computer. However, if you’ll be faxing documents from other sources, you’ll need to have a scanner to scan the documents into your system before sending. You also have to leave your computer on all the time to receive faxes. If you fax documents frequently, it’s a good idea to purchase a separate, plain paper fax machine.

Copiers are another important consideration. Obviously, the faster the copier, the better. If you only make a few copies each week, a low-end machine is sufficient, or you can use the copier at a local establishment. If you’re a frequent copier, you’ll want to invest in a high-end machine that can handle heavy usage. It’s a hefty investment, but it will save you time and repair costs that result from overuse of a smaller machine.

There are numerous multifunction machines that handle printing, scanning, faxing, and/or copying. If all these functions are weighted evenly in your daily activities, a multifunction machine may be a good option. If one function outweighs the other, it’s probably a good idea to consider separate machines. It may cost you a bit more initially, but it will probably save you time, money, and aggravation in the future.

Advice: Office equipment costs can add up in a hurry. Investigate leasing options. It may be prudent to lease some or all of your equipment. Ask the leasing entity about buy-out options. When purchasing equipment, consider entities that offer several months of free credit—this can be helpful until you get on your feet.

The last major piece of equipment you’ll need is a phone system. Ideally, you should set up a separate line for business and a separate line for your computer (faxing and e-mailing). You’ll want your phone system to offer a hold option, speed dialing, redialing and speakerphone capabilities, and possibly caller ID or call forwarding to a pager or cell phone.

Voice mail is an ideal option (versus an answering machine) for the home-based professional. Voice mail allows you to store messages and broadcast messages to other voice mail users, and prohibits disruptions from call waiting.

Advice: Talk to your phone company about package deals that may provide discounts. Make sure your answering machine or voice mail message is clear and professional. Check your messages frequently to keep up with your clients. Make sure message retrieval from remote locations is simple.

Don’t forget the essentials, like pens, paper clips, etc. The list goes on and on, so plan ahead when setting up shop. Taking the time to do it now will allow you to concentrate more fully on the work at hand once the business starts rolling in. So, grab a pen and a cup of coffee and get started on those lists!

Elizabeth A. Thomas is a marketing consultant and business writer in Mechanicsburg. For assistance with your next communications project, contact her at 796-1393.

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