Equipping your office properly: the checklist that saves you from painful (and expensive) mistakes

Setting up an office sounds simple. A few desks, some laptops, Wi-Fi, done. Honestly ? That’s how a lot of teams end up bleeding money six months later. I’ve seen it happen in a coworking space near République in Paris : shiny MacBooks everywhere, but no decent screen, bad chairs, cables hanging like spaghetti. People looked cool. Productivity ? Meh.

The goal here is simple : help you avoid those dumb, costly mistakes. The ones you only notice when it’s too late. Whether you’re opening a new office, moving teams, or just trying to clean up a messy setup, this checklist is here to keep things sane.

Second thing before diving in : don’t underestimate basic office supplies. I know, it sounds boring. But when you’re scrambling for printer paper or adapters at 9:12 a.m., you’ll wish you had planned better. For day-to-day essentials, sites like https://fournitures-bureau.net can quietly save your nerves. Small detail, big difference.

Start with the basics : workstations that don’t sabotage your team

Let’s talk desks, chairs, and screens. Not software. Not cloud. The physical stuff.

Chairs first. Cheap chairs are a trap. They look fine in a catalog, then three weeks later someone’s back is killing them. I’ve sat on one of those “budget ergonomic” chairs for a full day. Never again. If people sit 7–8 hours a day, invest here. It’s not luxury, it’s basic respect.

Screens matter more than laptops. Working all day on a 13-inch screen is brutal. Two screens per person is not overkill anymore, it’s the norm. Even accountants and HR notice the difference immediately. Less alt-tabbing, fewer mistakes. Simple math.

Desks ? Adjustable if you can. At least deep enough so people aren’t hugging their keyboards. Sounds obvious, but I’ve seen offices where the mouse barely fits.

IT equipment : where mistakes get really expensive

This is where budgets explode if you don’t think ahead.

Computers : standardize, please. Mixing five different laptop models, three operating systems and random specs is a support nightmare. Even for small teams. Pick 1–2 models, same OS, similar specs. Life gets easier. Trust me.

Specs-wise, don’t cheap out on RAM. 16 GB should be your baseline in 2026. Anything less and people will complain. Or worse, silently suffer while everything slows down.

Docking stations and cables. Everyone forgets them. Everyone. Until desks are covered in dongles and adapters that disappear mysteriously. Standard USB-C docks, same model for everyone, labeled. It’s boring. It works.

Network gear. Please don’t rely on the ISP’s default router for a 15-person office. I’ve seen Wi-Fi collapse during a Monday morning call with a client in Berlin. Awkward silence. Invest in proper access points. Even one good one is better than three cheap extenders.

Printing, scanning, and the stuff nobody wants to manage

Printers are emotional objects. People either hate them or fear them.

My take ? One reliable multifunction printer is enough for most offices. Laser, not inkjet. Ink dries, cartridges disappear, everyone gets annoyed. Laser is boring and solid. Exactly what you want.

Scanning is still needed, even if “everything is digital.” Contracts, invoices, random paperwork. Make it easy. If scanning is painful, people won’t do it.

And yes, stock consumables. Paper, toner, labels. Running out creates chaos disproportionate to the problem. It’s almost funny. Almost.

Security : not sexy, but non-negotiable

This is where I get a bit opinionated.

If your office setup doesn’t include basic security, you’re playing with fire. And no, “we’re too small to be targeted” is not a strategy.

Checklist time :

• Encrypted laptops (BitLocker, FileVault – just enable it).
• Password manager for the team. Shared credentials in a Google Doc ? Please no.
• Automatic screen lock after a few minutes.
• Regular backups, tested at least once.

I once asked a founder when they last tested a backup. He stared at me. That pause said everything.

Meeting rooms : where bad equipment kills focus

Ever been in a meeting where nobody can hear the remote participant ? Or where the HDMI cable “worked yesterday”?

Meeting rooms deserve their own checklist.

Screen size matters. A 32-inch TV in a room for 10 people is pointless. People squint. Attention drops. Go bigger than you think.

Audio is more important than video. A decent speakerphone beats a fancy camera any day. If sound is bad, meetings fail. Simple as that.

And please, label cables. It’s a small thing. It avoids five minutes of awkward silence at the start of every call.

Software and licenses : the invisible office equipment

Office equipment isn’t just physical.

Make sure you actually know :

• Who uses what software
• Which licenses are active
• Which ones you’re paying for “just in case”

Those forgotten licenses add up fast. I’ve seen companies waste thousands a year on unused tools. It hurts when you finally notice.

Also, document access. When someone leaves, do you know what to revoke ? If the answer is “uh…”, fix that.

A quick reality check before you order everything

Before clicking “buy” everywhere, pause. Walk through your office mentally.

Where does someone plug their laptop ?
Where do they charge their phone ?
Where do they store documents ?
Where do cables go ?

This little exercise catches stupid mistakes early. And yes, everyone makes them. I still do.

Final thought : good equipment is invisible

The best-equipped offices are the ones you don’t notice. Nothing breaks. Nothing slows you down. People just work.

If your team never talks about chairs, Wi-Fi, screens, or printers… you probably did a good job.

And if you’re about to set up or upgrade your office ? Take this checklist, adapt it, argue with it if you want. Just don’t ignore it. Your future self (and your budget) will thank you.