Ahhh… the intoxicating fragrance of new computer hardware. A visit to Fry’s Electronics, Best Buy, or your local Apple Store can seduce you into a bad case of buyer’s remorse, to the tune of several thousand bucks.

Sorting out the minimal and optimal hardware for your office when you’re in start-up mode generally means (1) computer, (2) monitor, (3) printer, (4) fax or multi-use machine, (5) photocopier, (6) scanner, and possibly (7) external hard drive for onsite backups, and possibly a (8) server, depending on the nature of your work. If you do photography, list those additional items you need to get up and running.

(Of course your phone system is a huge part of gearing up your office, but I’m saving more on that for another segment in this series.)

My desktop file system (yes, I still use paper and file folders in my office) includes a folder labeled “review this hardware,” in which are filed details on equipment I might add to my office when current equipment reaches the end of the line, budget allows for additional equipment, or if the nature of my workload changes. When MacWorld arrives in my mailbox, for example, I tear out ads and articles on new items I want to research further and file them.

Ok, so you may not be able to justify a brand new laptop at the outset. If you are lucky, you may actually possess all the basic equipment you need to launch your business, and your wish list will only serve to motivate you.

Let’s take a virtual peek inside some other SOHO worker’s setups.

Lisa McNeill, with Brogan and Partners, shares this about setting up your hardware once you have purchased it:

“From my own personal experience, your office hardware should also be designed with workplace health in mind. Raising monitors, getting ergonomic chairs or exercise balls, and getting foot rests are small changes that can make a huge difference in posture.”

Jesse Luna, owner of JP Luna Web Design, and blogger at Jesse Luna, who I also met over at LinkedIn says:

“I am a telecommuter and have a side business that I run from home but most of my office set up is corporate-sponsored gear.

The additional office hardware includes a Cisco VOIP phone and a Cisco 800 Series VPN (virtual private network). The VPN allows me to access our corporate network and do high permission activities like helping to manage our Web site. And to review print ad work, I have a HP Color LaserJet 2600n printer.

I use a Dell laptop that pops into a docking station which allows me to use a nice flat panel LCD monitor.

All faxing is done by scanning in documents then shooting them out using an eFax account. The last part of my virtual office is my Palm Treo which is set up to access our corporate email.

For my Web design business, I have an HP laptop, an iPhone, scanner, and b/w laser printer.

Of course my house is set up with a wireless network that I installed, running off of a Cable modem connection.”

Les DeGroff, who works in computer software in the San Francisco Bay Area, shares this:

“One area that might be worth an entire article is the value of multiple monitors or the use of keyboard, mouse, monitor KVM switches. (KVM, which stands for keyboard-video-mouse, switches enable users to control multiple computers from a single keyboard, video monitor and mouse.)

I only had a dual monitor setup for a few months at a job where I was developing test materials, but it was awesome to be able to have my application open on one screen, and documents and other tools on the other. Of course my fantasy would be to have one 6 ft (2 meter) square screen with windows for different computers.

KVM is the other direction, you have several computers and need to quickly switch between them. Desktop units have 2 to 5 computer connections, some server room versions switch between dozens.”

Protecting Your Investment

Your hardware represents the largest chunk of your budget, so make sure you protect your investment by keeping all purchase records and warranties on file so that they are readily accessible. Further, be certain that your business insurance policy covers replacement and/or repair of these elements, since, with any of them out of service for any length of time, you will be out of business.

Many VAs I know use a binder system for filing all of the manuals, etc. that arrive with a new hardware purchase. I prefer to dedicate a drawer in a file cabinet for that purpose.

Remember to add any new hardware purchases to a document named “Capital Equipment,” which you file with your business plan or your financial records. This document should list the equipment brand, model and serial #, date purchased, and purchase price. When you take an item out of service, delete it. This is a document you’ll bring with you when you meet with your tax preparer, since the items on this list will either be expensed or depreciated over the years you own them.

Additional resources elsewhere online:

Nikita Devereaux says, “I write a monthly eNewsletter, It’s a Smart Decision! that is specifically for Work @ Home Professionals. February’s (2008) edition talked about ways to keep your PC or MAC running at top capacity through regular maintenance.”

The Home Office Warrior published a series targeting those of you who are going paperless. See The Paperless Home office Part 3: Hardware.

In my Mac-driven office I adore those who write about how Macs in serious business settings. Home Office Warrior has an entire category dedicated to this subject.

OnlineOrganizing.com reminds us that we need to maintain that which we purchase. Check out their site for some good articles on tools to help you accomplish this necessary office housekeeping.

Previous posts from this series:

Equipping Your VA Office: Assessment (Part 1).

Equipping Your VA Office: Furnishings (Part 2)

Equipping Your VA Office: Software (Part 3)

Still to come in the series:

Part 5: Basic Office Supplies

Part 6: Utilities Required (phone, internet service, etc.)

Part 7: Reference Material (featuring a post by Guest Blogger, Alan Eggleston, two of whose blogs areBooksville and A Cliché a Day and How to Rewrite It).