Organizing the Home Office: Home Computer and Office Equipment, Part Two
In
the previous column we discussed the home computer, including planning
for the expenditure financially and for performance. In this column,
we discuss home office equipment and connectivity. As with all guides at Urban Home Blog, this is not meant to be a comprehensive list but one
of suggestions based on my own experience as a lifestyle writer,
homekeeper, and administrative professional. None of this is meant to
replace or supersede professional direction or advise. As always,
none of these is a compensated endorsement.
Home Office Equipment - Overview
As
with the home computer, when business equipment worked its way into
the home, society changed. From corporate programs to the gig
economy, we work from home with a regularity that our forebearers
would have found curious in its prevalence and been dumbfounded by
how well equipped we are to do so. Not only would they remember when
something such as a fax machine was the sign of an up-to-date office,
they might very well be startled to learn how out-of-date it has
become for all but a few uses. To those of us who remember gathering
around a fax to learn how to operate it, making phone calls to
confirm the mind-bending fact that a fax had arrived at its
destination, and paging through supply catalogs to find something
called thermal paper, getting used to contemporary office tech makes
us feel like pioneers on the prairie, marveling at the iron horse and
the telegraph.That’s partly because the change isn’t just in the happening, it’s in the pace. Tech ages out swiftly as new tech continuously becomes available. As with the computer, the first rule of choosing equipment for your home office is to balance usefulness against budget but to factor in depreciation (see previous column). Depreciation works on a sliding scale, and unlike the investment in the home computer, much home office equipment is low-cost. Often it is so low that comparatively it zeroes out. While no one could responsibly advise to purchase for disposability, that is a fact and a factor. With some home office equipment, the costliest option can be the worst bargain.
Computer Peripherals
Peripherals are equipment that connect to a computer to
enhance the computer's capabilities (example: web cam, speakers, etc.). The primary peripheral for the home computer is a printer,
but the first consideration regarding a printer is whether or not one
is necessary. They are certainly convenient, but they are only
necessary for households where there is enough printing to be done to
justify the cost of printer, paper, ink., and electricity. Some
justifications might be homework, correspondence, and craft,
especially if you print photographs.
As
a rule, the very cheapest home printers are not actually a bargain,
as they can be temperamental regarding working reliably and they are
almost always hungry for ink. Ink jet printers require regular
replenishment but they are still more economical than toner-based
printers. Absent an exceptional sale, a reliable ink jet printer for
moderate household use should cost $100 - $150 and last for at least
two years, with a reasonable initial usage period covered by a good
warranty. Buy a printer in person from a big box store in
consultation with sales staff. Ask the sales person to demonstrate a
few printers within your price range. Let them know that you are
looking for a printer that connects easily and compatibly to your
home computer setup including wi-fi (see below), and is easy and
intuitive to set up, use and troubleshoot. Ask the salesperson about
the printer's output (how many sheets the computer prints per
cartridge) and resolution (the sharpness of the printed image). Get
specifics regarding the return/refund window and policy, and the
warranty.
In
our home office, we use an Epson WorkForce desktop printer with a
built-in scanner, wi-fi connectivity, and high capacity high
resolution printing. We plan to replace it on a two-three year
depreciation cycle, and buy ink in multiples during January and
back-to-school sales. We supplement this office printer with a Dymo
Labelwriter. As noted in the column about correspondence, this
desktop mini is specifically designed for labels and postage,
indispensable for home office usage.
As
discussed in the column about designing the home office, in lieu of a
computer monitor we use an old flat screen tv mounted to the wall.
Doing so kept an older electronic out of a landfill and saved some
money and desk space. It also saves my eyesight, as everything from
websites to correspondence is large enough for me to see without
squinting or fussing with a monitor's display magnification. The tv
must be hard-wired to the CPU, but the keyboard and mouse are linked
wirelessly.
Connectivity
The key components of internet connectivity are the service that
provides it and a router to receive and utilize it. Most households
access the internet via a service provider, either through leased
equipment that is hard-wired or through home equipment that connects
wirelessly. Connectivity refers both to being connected to the
service provider, and to the connectivity of and between the
household systems that use it. Connectivity is where the systems for
home office and for home electronics intersect. Wireless service for
the computer and its peripherals route through the router,
effectively creating a wireless home office, but many homes utilize
the router for wireless services that include entertainment,
conditioning, and security.
Household
usage determines household connectivity. Accordingly, choosing the
router for the home wi-fi system is highly specific to household. In
our urban home, we use a PC tower as the central household and work computer, linked with peripherals (see above) and with an older
but dependable laptop for casual usage. The computer system is linked
to secure household wi-fi with a coded household and guest log-ins,
backed up weekly onto an auxiliary drive from which can also be
accessed historic files from computer systems preceding this one. As
with many households, we channel home entertainment through the
router, having decided to forego cable and a home telephone. We get
what little tv we watch through the broadcast applications that are
part of ROKU service, and take calls on our smartphones. We play
music through wi-fi using Sonos both for sound and to organize our
music library.
While
the fundamental consideration for choosing a router is the exact
specifications from the service provider, these are standarized and
apply to the provider side of connectivity. Regarding the household,
the router
should be intuitive to install, use, and troubleshoot, and have a
verifiable usage life of several years. In our urban home,
connectivity must be robust. We use a NetGear WiFi Router with dual
band range for a medium home; ports for internet, ethernet, and USB;
firewall protection; and easy to use online and app access to manage
power usage and household connectivity. As with all home electronics,
we registered the router online, both for remote access in the event
the router requires service, and to ensure that the router performs
at or beyond expectations, including not needing
to be replaced regularly.
Cord
Management
One of the benefits of a wireless home system is that it
minimizes the number of cords snaking along floorboards, puddled upon
tabletops, and tangled in junk drawers. It is recommended to go
wireless however possible, but it's hard to imagine a household that is absent electric
cords. It is worth the minimal investment of time and effort to
organize electric cording, and then to maintain the system.
There
is no such thing as a damaged electrical cord that is safe for usage.
This includes open housing, exposed wires, burned or corroded spots,
sparks, etc. Replacement cords are widely available for nearly every
electric or electronic device, so inspect each and every electrical
cord in the household. This includes loose cords and those attached
to electrics. Safely dispose of every cord that displays noticeable
wear or damage. Replace damaged loose cords, and have a reputable
electrician rewire items with damaged cords. The electrician should
also examine heavy electrics such as kitchen appliances and HVAC to
ensure that there are no safety hazards at the connections, for
repair or replacement as warranted.
Whenever
able, use power strips in the correct wattage for cords and outlet to
gather floor- or group cording into a single power source. Many
strips are color-coded for this purpose, and many offer both
heavy-duty and common usage plugs on the same strip. Whether power
strip or individual cord, don't let cords lay loosely across the
floor. For baseboard cords, anchor the cord to the board using
nail-in cable clips. It is not recommended for cords to cross the
floor, but anchor any that do with cord cover, cut to size. Assume
that every outlet is live, so make it a practice to cover every
unused outlet with an outlet plug.
On
or under flat surfaces, don't let cording hang loosely
or lay unkempt. Gently gather the excess of each cord into a figure
eight without placing undue pull on either end of the connection, and
gently bind the eight at its center with a fastening gear tie. For
cording from an electronic set up such as a home entertainment
system, print the name of the item the cord powers on a key tag and
safely hook the labeled key tag through the gear tie where it binds
the cord. Depending upon the cording or the surface, store the cords
in under-surface wire caging made for the purpose, or hang the cords
from press-on hooks adhered behind or under the flat surface.
It
is useful to create a charging station for electric devices in a
common area such as entry or hallway. Plug a multi-port USB desktop charger into an available power strip or outlet and connect charging
cords for common portable devices, including smartphone and tablet
cords in both plug sizes, fitness tracker, and cell phone. Organize
the charger and cords on a tray of the right size to hold the charger
and devices while they are charging. Finally, it is smart to retain a
few usable spare cords in good condition. Wrap and label each cord
with the loose figure eight technique (see above). Store the wrapped,labeled cords in a labeled plastic storage container in a safe, dry
area.
Electronic
Waste
The local municipality can advise regarding practices and
obligations for electronic waste, including recycling programs. Many
locales offer electronic waste donation days, when are accepted
electronics that have aged out of use. Participate in these important
programs when available, as often the equipment is repurposed for
non-profit agencies or low-income housing units to use, and any
electronic waste that is not repurposed winds up in already overflowing landfills. As a practice, before retiring / donating any
electronic item, wipe its intelligence clean by restoring it to
factory settings. The directions will be found on the item’s
website, or on tech sites such as TechSpot.
As
noted here, a simple home shredder is valuable office equipment for
households where there are no curious fingers, paws, tails, or other
body parts potentially to be harmed by them. We use Fellowes Power Shredder to follow the general practice of shredding everything containing
information we wouldn’t want anyone else to know. Many animal shelters will gratefully accept bundled paper shredding as bedding
for their charges; while you’re at it, donate gently used blankets
and pillows, volunteer hours, or funds.
RESOURCES
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