Setting up a home office: How to equip the optimal workplace
Home office is becoming increasingly popular as an alternative to working in the company office. Even though the remote work model has gained in importance, not least due to the global coronavirus pandemic, many employees were already regularly taking advantage of the benefits of working from home beforehand. In particular, the possibility of being able to focus on tasks without the disruptive background noise of the office is an argument for many in favor of the home office. In addition, the time saved by eliminating the commute to and from the office speaks in favor of working at the home workplace as a working model.
Some companies – pioneers here are also companies from the IT sector – are completely converting their business operations to home offices due to positive experiences. Going to the office might only be the exception in the future.
However, not every employee is optimally equipped to work from home. This guide helps employees and companies to make the home office a productive working environment.
Equipping your home office professionally
As is so often the case, if you want to work professionally, you need professional office equipment. We explain below which basics are included.
Office Furniture
Before choosing the right work equipment, the workplace must be equipped with suitable office furniture. Employees in the home office often do not have their own or appropriately furnished workplace. When choosing office furniture, however, the focus should be on comfort and ergonomics. Essential here are above all a professional and ergonomic office chair and a desk of suitable height. However, the right lighting is also an important element to be able to work really productively.
Note: The same occupational health and safety regulations apply to the home office as to working on the company's premises. The employer must therefore also ensure in the home office that the necessary measures are taken to protect the safety and health of employees.
Desk
The desk is also a central element in the home office. It must therefore meet a number of requirements in order to be able to work comfortably from home. The basic requirements for most employees include space for a laptop, screen, keyboard and mouse as well as a table lamp. A sufficiently deep desk allows a comfortable distance to the screen. We recommend a depth of 80 centimetres to allow space for armrests and other work materials in addition to the required devices.
To protect your health, you should regularly alternate between sitting and standing positions. This relieves strain on the back and prevents tension. Height-adjustable desks can be quickly adjusted in height.
Alternatively, there are different table attachments that also allow a standing posture. Attention should be paid to stability and a certain weight so that they can withstand the stresses of office work.
Office chair
Anyone who wants to focus on their work for several hours will appreciate an ergonomic office chair. A high-quality office chair
- promotes upright sitting and thus strengthens the back muscles,
- improves breathing and
- prevents back pain, which can otherwise lead to persistent pain and employee absence due to illness.
Lighting in the work area
To make use of natural lighting from daylight, a workstation by the window is suitable. A 90° angle between the desk and the window (i.e. a lateral position of the desk to the window) is ideal. This prevents excessive glare on either the face or the screen.
If the work area is not (temporarily) supplied with sufficient daylight, lighting plays an even more important role. A table lamp ensures optimum lighting conditions at the desk. The light points downwards and not directly at the screen or face. Indirect, dimmable room lighting creates sufficient ambient lighting in the room, which is pleasant for the eyes and general well-being.
Storage space at the workplace
Order or creative chaos - there are very different views on this. Nevertheless, every workplace should have a place to store important documents. Mobile pedestals offer additional storage space underneath the desk in an unobtrusive and space-saving way, while filing shelves create plenty of space for important files.
With the Lendis OS, employees can select their desired furnishings for the home office with just a few clicks. Delivery, set-up and furnishing? Lendis takes care of it!
Technical equipment
The equipment available to employees is essential for productivity. With the right technology, the employer ensures that all tasks can be completed (effectively) and that all employees always work with the same level of technology.
From our experience, the essential devices for a home office setup are:
- Laptop + docking station
- External monitor
- External keyboard + mouse
- Headset (noise-cancelling)
In order to work flexibly from the office or home office, it is advisable to use a company laptop that can be easily transported. In many companies, employees already work with a laptop. Where this is not yet the case, a change is recommended. This ensures that employees have all the necessary programs at their disposal at all times and that data does not have to be synchronized between several devices afterwards.
In addition, a company laptop is also recommended from a data protection perspective in order to ensure simple separation of private and professional data.
Different technical equipment is required depending on the task area. For IT and graphics departments in particular, it is important to always provide state-of-the-art equipment in order to carry out all tasks efficiently.
In addition to a laptop, an external monitor is a worthwhile investment. This can greatly increase productivity, as the eyes are not as strained and attention can be maintained for longer. An external keyboard and mouse also contribute to productivity and promote ergonomics in the workplace.
For employees whose regular tasks include making phone calls, a headset is a sensible purchase. Headsets with active noise cancellation are also helpful for employees who have problems with street noise at their home workplace or where other people are regularly present in the household.
Hire professional technology so that your employees can also work productively from home.
Ways to procure office equipment
Equipping employees for the home office can be done in different ways, each with advantages and disadvantages.
- Use of own devices
- Purchase of office equipment
- Rental of office equipment
What advantages do the individual procurement methods offer?
1. Use of own devices
Most employees also use a computer at home and have an internet connection. Mistakenly, many companies believe that this means everything is in place for working from home. This is not the case, as an adequate workspace is usually not available. In addition, private devices are rarely high-performance technology and usually do not have professional software installed. Last but not least, storing business data on private devices poses a data protection or security risk.
Info: Unless otherwise agreed, the employer is generally responsible for covering the costs of necessary work equipment. If employees procure the corresponding work equipment themselves, they are entitled to reimbursement from the employer.
2. Company purchases office equipment
By purchasing the required office furniture and other work equipment through the company itself, the above-mentioned problems can be avoided. However, the purchase is associated with high acquisition costs. If employees leave the company, the company ties up necessary capital in unused assets. Especially in times of crisis, this can lead to or exacerbate liquidity problems.
If the home office is only a temporary measure, the investment risk increases with the purchase.
3. Company rental of home office equipment
Alternatively, there is the option of renting everything that is needed for productive work in the home office. In this way, each employee can be flexibly equipped for the duration of the home office. The rental period can be freely arranged. If the assets are no longer needed, they can be easily returned.
Equipment for additional employees is provided within a short time. High acquisition costs can be avoided in favor of low monthly rentals, which keeps the cash outflow low.
With Lendis as a professional partner for office equipment, companies benefit from a large selection of high-quality and professional products. Especially in the area of technology, you benefit from our state-of-the-art promise: Every 2 years, we replace your rented products with the latest model. This means that your employees are always working with the latest technology.
LendisOS is the innovative software solution for equipping your employees' home offices with technology and furniture in an uncomplicated and flexible manner.
Useful tips for a productive working environment when working from home
In addition to the question of the necessary office equipment for the home office, it is also about choosing the right working environment. After all, you can only be productive if you feel comfortable at your workplace.
Rest
Noise is a major disruptive factor for the ability to concentrate. Therefore, look for a quiet place in your home where you can work undisturbed for longer periods of time. Passage rooms or rooms facing the street are less ideal for a workplace.
Light
Daylight has been proven to promote health and well-being. If possible, choose a room for your home office with as much daylight as possible during working hours. If this is not possible, the workplace should be illuminated with floor and table lamps. Daylight lamps, which have been proven to have a positive effect on the mood, are ideal.
Fresh air
If you work several hours a day, you need oxygen. Make sure you have a window at your workplace to let fresh air in regularly.
Air-purifying plants also help to create a pleasant climate that increases the feel-good factor and strengthens the immune system.
Tips for productive working from home
Working in a home office is different from working in an office. Setting clear rules for yourself helps to be productive in the home office. The following tips will help.
- Fixed working hours: If possible, start and end your working day at the usual times of day. It makes working with colleagues easier if all team members are available at the same times.
- Schedule breaks: Not only does the law provide for break times for employees. Time out is important to clear your head and gain new energy for upcoming tasks. Sufficient exercise and fresh air provide additional energy
- Separate professional and private tasks: A temporal and spatial separation of private and professional activities helps to complete tasks in a more focused and time-efficient manner.
- Maintain meetings: Regular appointments should also take place in the home office. A constant exchange with colleagues strengthens the sense of togetherness and facilitates working together on a project.
- Define rules for video conferences: Stick to clear rules of conversation to minimize the hurdles of video calls. For example, all listening participants switch off their microphones. A limited number of participants can help to avoid confusion. A prepared agenda serves as a guideline for the meeting. At the same time, as with face-to-face meetings, the shorter, the more efficient. A good video conference can also be held in 10–15 minutes.
- Choose appropriate clothing: To get into work mode, it helps to choose the appropriate clothing.
- Avoid distractions: Put away distractions such as cell phones as much as possible and schedule fixed blocks of time in which you work in a focused manner.