Setting Up a New Office: Machines & Supplies Checklist
2 min read
Setting up a new office is exciting—but without proper planning, it can quickly become overwhelming. Choosing the right machines and supplies from the start helps ensure smooth operations, controlled costs, and long-term efficiency.
This checklist will guide you through all the essential office machines and supplies you need to get started the right way.
🏢 Step 1: Assess Your Office Needs #
Before purchasing anything, define:
- Office size and layout
- Number of employees
- Nature of work (administrative, technical, industrial)
- Daily workload
This helps avoid unnecessary purchases and ensures proper capacity planning.
🖨️ Step 2: Essential Office Machines Checklist #
✔ Printing & Document Handling #
- Printer (Laser or Inkjet)
- Multifunction printer (Print / Scan / Copy)
- Scanner
- Shredder
💡 Choose machines based on expected print volume and document usage.
✔ Computing Equipment #
- Desktop computers or laptops
- Monitors
- Keyboards & mouse
- Networking devices (routers, switches)
✔ Power & Backup Solutions #
- UPS (Uninterruptible Power Supply)
- Voltage stabilizers
- Extension cords & power strips
Reliable power protection prevents data loss and equipment damage.
❄️ Step 3: HVAC & Environment Control #
A comfortable office environment boosts productivity.
- Air conditioners or HVAC systems
- Ventilation systems
- Air purifiers (optional)
Choose energy-efficient systems to reduce long-term electricity costs.
📦 Step 4: Office Supplies Checklist #
✔ Daily-Use Supplies #
- Paper (A4, legal, specialty)
- Ink & toner cartridges
- Files, folders, and binders
- Pens, markers, notepads
✔ Desk & Workspace Essentials #
- Desk organizers
- Staplers & punches
- Calculators
- Notice boards / whiteboards
🧹 Step 5: Cleaning & Maintenance Supplies #
Keep your office clean and professional from day one.
- Cleaning tools (brooms, mops)
- Waste bins
- Tissue boxes & sanitizers
- Machine cleaning kits
🔒 Step 6: Safety & Security Essentials #
Don’t overlook safety when setting up your office.
- Fire extinguishers
- First aid kits
- CCTV or access control systems (if required)
📈 Step 7: Plan for Growth & Efficiency #
When setting up a new office, think long-term:
- Choose scalable machines
- Opt for multifunction equipment
- Invest in quality supplies
This reduces future upgrades and maintenance costs.
Final Checklist Summary #
✔ Office machines
✔ Power & backup solutions
✔ HVAC systems
✔ Office supplies & stationery
✔ Cleaning & safety equipment
A well-planned office setup creates a strong foundation for business success.
