Making your home office work

Layoffs, corporate restructuring and other changes in the workplace mean more Americans are heading to work in the basement or the guest room each morning.

Whether you’re starting your own small business, becoming an independent contractor or telecommuting from home part time, “You want to make sure that you have the systems in place to support your work —- before you start,” said Monica Premo, organizing and productivity consultant and owner of Practically Perfect in Warner Robins. “Making sure your home office is functional and will meet your work objectives is a sound investment that will save time and errors later.”

For former corporate workers, purchasing the right technology and keeping it running may be the biggest challenge. A computer, high-speed Internet connection and Microsoft Office software are essentials. You might also need a router, printer, copier, scanner, smart-phone or digital camera.

“At our Best Buy for Business locations, a business professional consultant can help you analyze your business technology needs. You can compare products, and walk out with everything you need,” said Ivan Escobar, personal shopping assistant supervisor at Best Buy in Duluth.

“Our Geek Squad can also help you install your equipment —- whether it’s a single computer, a wireless network or linking three computers together in a small business,” he said. “They don’t just pull the curtain and magically do stuff. They’ll show you how to set up and troubleshoot your system so that if the electricity goes down, you can reset it yourself.”

The good news is that prices on desktops and laptops have come down, and many stores sell packages of fully loaded computers with keyboard, printer and other add-ons.

“Wireless technology is the latest trend for home offices and families,” Escobar said.

“Many people buy more technology than they need,” Premo said. Unless you’re gaming or doing graphic arts, you don’t need a top-of-the-line laptop. “By knowing your needs, you won’t buy bells and whistles that you won’t use,” she said. A cellphone can double as a business line. A multipurpose machine for scanning, copying and printing may save you money.

Leslie Walden, founder of It’s Time to Get Organized in Atlanta, started her business at home with an old table and gradually added a desk, book shelves and storage pieces after she knew that the space would work for her.

A home office needs to be private and functional.

“Good lighting and a good chair are worth investing in, but you can often improvise and save money by using existing furniture,” she said.

Clear out clutter. You’ll need a file-storage system (paper and electronic) for current work, reference materials and records.

“Depending on your business, you may need to keep records under lock and key. If sensitive information from clients were to get out, you could be liable,” Premo said.

Keep everything you need within easy reach and accessible, Walden said. She uses wall files —- like those you see on the doors of doctors’ exam rooms —- for current projects, and a bulletin board.

“You will definitely need some kind of contact manager retrieval system,” Premo said. It could be an electronic address book (like Outlook Express), a Rolodex or software system such as ACT. “Along with that you’ll need a calendar for scheduling and time management purposes,” she said. “COZI is a free Web-based family calendar that will synchronize everyone’s schedule.

“Along with systems to support your work, you’ll need to establish some routines,” Premo said. “Your new home office may offer so much flexibility that you find it hard to focus.”

Compartmentalize work time and free time, and keep them separate. Small-business owners need to set aside regular times for the business of running the business —- accounting, marketing and sales.

“Organizing doesn’t come easy to everyone, but there’s help available through the Georgia chapter of the National Association of Professional Organizers,” Walden said. “Organizing professionals have various specialties. Choose one that fits your needs and comfort level. Remember, too, that if your home office systems aren’t right, you can tweak them until they work for you.”