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These articles below can also be found in the 15 - 31 October 2009 issue of Square Foot magazine:
To view the Interactive Squarefoot eMagazine
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Setting up a home office
Whether you use your home office for paying the bills or running a company, you’ll need it to work hard for its living. Jane Drew reports
Architects will tell you that mixed-use developments combining residential, workplace, retail, hospitality and leisure facilities are the way of the future. In West Kowloon, this style of living is already materialising – that gleaming city within a city provides inhabitants with somewhere both to live and work. One of the main draws for residents is that they do not have far to commute to the office; they do however have to leave the house to start their working day.
A futuristic option like West Kowloon won’t do it for you if you cling to the idea of working from home. So if you dream of having a 15-second commute from your bed to your desk, what are your options? What makes an effective home office, and how do you go about setting one up?
Before we get started, it’s important to note that while you can use your residence as an office, it’s illegal to live in a commercial building. So if you are looking for a new space in which to live and work, stick to a block that’s authorised for residential use. Given our habitually long working hours, it can be hard to tell where living lets off and work begins in Hong Kong. But building management committees do occasionally crack down on people who try to live in commercial buildings, where security grates may be closed in the evening and the fire codes normally restrict even whether the security guard can stay all night.
If you’re running a business from your home, you probably don’t want your home address used as the business address. Depending on the type of business, it may not give the impression you need. In this case, you have two options. You can rent a post office box, or you can use a CMRA (Commercial Mail Receiving Agency) mailbox service that gives you a corporate-sounding address and a suite number.
Note that operating out of your home can have financial advantages. If the business use of your home meets specific requirements, you may be able to deduct a percentage of your regular expenses, such as rent, interest, taxes, insurance, repairs and maintenance.
Before even thinking about setting up a space that will suit your personality, needs and the demands of your business, decide on a budget. If you try to do it on a shoestring budget, you may end up not having the right tools in the right places, affecting your productivity and peace of mind. Think about your needs and how you intend to use the space and then plan around it. Architects and designers agree that you need to plan for 25 percent more space than your current needs, especially if you are remodelling your home to accommodate an office or buying a new apartment with work-at-home potential.
When creating your home office, you should consider not only the space available but the nature of the work you will be doing. The amount of space you need will depend, partly, on the type of business you run. You may require a bigger space if you need to store an inventory, set up office equipment or machinery and still have room for essentials.
Plan how to arrange your office if you intend to receive customers and visitors. If you’re going to have frequent meetings, you may need conference space. If you are meeting customers informally, a couch and table in your office should do. Some home-based entrepreneurs use a desk that can be turned into a conference table to seat five or six clients. Alternatively you can look into executive suites or hotels that offer space you can lease for short periods of time.
If you have the luxury of an unused room, which is comfortable and away from distractions, to convert into an office, you’re in luck. A distinct workspace helps condition your mind that this is a place where you do work. The door is a key element defining that workspace, allowing you privacy and keeping out possible temptations and disturbances. It also allows you to put an end to the workday when you close it behind you.
If you don’t have a spare room and are prepared to do some renovations, consider converting a little-used bedroom or helper’s room. The important thing is to have a permanent workspace that is dedicated to your work. If you are going to use the living area to work in, use a free-standing privacy screen or a decorative barrier to create visual and psychological separation, thus reducing distractions and interruptions from other family members.
Your biggest financial outlay will probably be on all the hardware and software that you need to do your job efficiently, and that will allow you to communicate with the outside world. In addition to computer equipment, you’ll also need a good telephone. Caller ID helps by allowing you to screen out telemarketers or other unwanted calls. A second telephone line for your business phone, fax, and internet access is also a plus.
You’ll need a desk with plenty of workspace. It should have space for a computer, as well as room to spread out paperwork if necessary. A designer’s tip is to arrange your workspace in an L-shape or triangle with a swivel-style desk chair. With a spin of your seat or a slight roll backward or to the side, all essentials are within arm’s reach. Make sure the desk has a large keyboard tray that can accommodate your mouse pad and mouse. Many computer desks don’t have large enough trays. When space is limited, use a multifunction machine that serves as a printer, fax machine, scanner and copier.
Most jobs come with enough paper to bury kitchen, dining room and the rest of your home. Shelves, cabinets and filing cabinets are therefore necessities, since they will allow you to utilise vertical space and keep things organised. If your business requires more paperwork than you can accommodate, consider outside storage.
Proper illumination of your documents and work area increases your visual comfort and can improve productivity. Try adding a floor lamp and some targeted task lighting. Make sure that you reduce the glare from the window and overhead ceiling light. Ambient lighting, which lights up the room, should be uniform and moderately bright. Keep the room from getting stuffy through proper ventilation. It’s best if you can open windows to help air circulate. Think about the year-round conditions in this spot, not just what it’s like during the season that you are setting up your home office.
The fastest-growing category of workplace injuries (in corporate settings or at home) involves damage caused by repetitive motion, excessive force and awkward postures. Be warned: the kitchen table, your favourite armchair, bed or desktop are ergonomic danger zones and can seriously affect your health. If you write often at your dining table, the constant bending may affect your back. If you are sitting down in front of the computer for long periods of time, working with a rigid, nonadjustable, or executive chair can lead to physical strain. If you type a lot at the computer and are not sitting in a comfortable position, repetitive strain injury is a real risk. Applying ergonomics in your home office will allow you to work healthily, productively and safely.
Consider, too, the physical safety of your home office. It’s important to protect the office from break-ins and theft. Aside from getting a security system installed, there are a number of measures that you can implement to protect your office. Keep a low profile and make sure your computer systems and other expensive equipment are hid
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