In a previous post, you
learned tips for organizing your work space for computer use and how to make
the computer itself more organized and safe.
Computers are not the only equipment in a home or work office. There are printers, scanners, fax machines,
copiers, and more. Below are a few ideas
for organization of this office equipment too.
Printer
If you use a printer often
with a computer, place it on the work surface or a shelf near the computer. If you want to purchase a printer, consider a
3-in-1 that has print, copy, scan, and/or fax capabilities as this will saves
lots of space in the work area. If the
printer will not be used often, because
most work is on-line, then use a long cable to connect the printer and computer
and place the printer on a surface or shelf in a spot out of the normal work space. However, if you can get a Wi-Fi compatible
printer for your computer, that may be better as it will not require
cables. Optionally, if you work for an
organization and do not print often, consider using a company network printer
to eliminate the need to have one in your personal work space. If space allows, keep printer supplies such
as stationery, labels, envelopes, extra paper, and ink cartridges near the printer
in stacked bins or trays, on a shelf, or in drawers.
Scanner
Scanners are computer accessories
that may be useful to place documents or pictures onto the computer for ease in
storage or transmission. If a scanner is
desirable, be sure to get the one that fits your specific need. Small scanners that will take business card
data and import it into a contact database on the computer are especially
useful for people in a sales or marketing position. Other document scanners
differ in size from small units that roll paper in and out, larger flat bed
versions for laying paper on top, or versions where a scanning unit may move
across the paper on the work surface. Do
your research to determine which type of scanner best fits your need before purchasing
one that may not do the job correctly or take more space than you are willing
to allow for it. The scanner placement should
be relative to the computer based on how often it will be used, the same as a
printer.
Copier
If a copier is often used for
your work, then find the convenient place for it depending upon how often it is
used and by how many people. If multiple
people use copier, then it should be centrally located for everyone’s ease in
use. If primarily one person uses it,
then it should be closest to that person.
Whether that person uses it often or occasionally will determine if
placement is near the work area or within the individual’s personal work space. If work space allows, keep the copier
supplies such as various sizes and colors of paper, labels, envelopes, toner,
and more near the copier in stacked bins or trays, on a shelf, or in drawers.
If a copier will not be used
often, is cost prohibitive, or there is no space for one, then consider
computerized options. For example if a
computer with both a printer and scanner attached is available, a copier substitution
would be by the use of the scanner to reproduce the paper to a copy and a
printer to print out the copy. There is
also fax/copier/printer equipment available that can do double or triple duty
while requiring space for only one piece of equipment.
Fax Machine
Facsimile (fax) machines are
not as common as they once were, due to the internet and being able to send
much data via the computer. However, if
a fax machine is required for your type of work, locate it in different area
from the normal workflow. This way when
the occasional fax does come in, a break from work will be going to get the
fax.
Even better than a fax
machine, is to eliminate the equipment with fax software on a computer that
allows sending a fax via the phone/internet/network connection directly to a fax
machine or computer elsewhere. This
allows the fax composition, viewing on the computer, transmitting to others, or
saving for later reference. If a paper
copy of the fax is desirable, printing it from the computer is an option. Consider using the computer in lieu of a fax
machine if you are receiving few faxes and therefore a separate line for fax
may not be necessary. If the computer is
a usable option, the additional benefit of not having to pay for two phone or
internet lines may make using the fax software cost effective. Another option to consider is fax/copier
equipment that can do double duty as a fax or copier while requiring space for only
one piece of equipment. See printer
section for more ideas.
Other Equipment
Other equipment would
include any machines, appliances, or devices used in work or creative endeavors
that do not fit into other categories listed before. For this equipment, determine if it is still
useful and if it belongs in the new work area.
If it does, then include it in organizing plans. If it is no longer useful, then determine how
best to toss it and move on. When you
are looking for new equipment, do research, shop around, and get the one that
best meets your needs. Bells and
whistles seem great, but if they not used what good are they really? If the equipment is necessary often for your
work or special projects, it should be in the primary work area. If not, place the equipment in an alternate
location to save workspace for other things.
