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How to build the ultimate work from home setup

How to build the ultimate work from home setup

Scanner Guide

How to build the ultimate work from home setup

Tips and best practices on how to set up a home office for superior efficiency and comfort

More and more workplaces are embracing their employees’ ability to deliver results from the comfort of their own homes. The continuing surge of fully remote and hybrid work opportunities is leading workers across industries to invest in their own ideal work from home setup. But how do you know you have everything you need before you begin? Or if you’ve already arrived at your own answer to the question of “how to set up a home office,” what can you do to make it even more convenient and productive? We’ve broken down the answer into five categories.

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The building blocks of the best work from home setups

 

Working from home can be more convenient than reporting in to an office for a variety of reasons, but it also comes with its pitfalls — uncomfortable working arrangements and the potential for productivity-sapping distractions being chief among them. Fortunately, the way you approach how to set up a home office can alleviate these concerns.

    Work from home statistics

  • 58% of respondents to a McKinsey study said they had the option to work from home at least one day a week.
  • Another study found that 47% of telecommuters say managing distractions at home is a top challenge.

Top work from home setup tips

Choose a dedicated space

The surest way to minimize distractions while working at home is to physically separate yourself from them as much as possible. Using a spare room for your home office is ideal, but even picking a dedicated corner away from the hustle and bustle will be an improvement.

Invest in ergonomics

If you expect to spend a significant amount of time working in a space, ergonomic furniture is essential. The extra money and time you spend on your desk and chair (or standing desk mat) now will aid your health and productivity for years to come.

Optimize your lighting

Digital eye strain is a real problem for many workers. You can minimize its effects with purpose-built illumination such as bias lighting  (no more working by the light of your monitor alone) and taking regular screen-time breaks throughout your work.

Read more about building the ideal home office in our guides, How to Build the Best Home Office Setup for Increased Productivity and How to Arrange Your Work From Home Desk Setup.

Did You Know? Looking to bring your work from home setup into the digital age? Make sure you read our complete guide to document digitization. Click here to learn more.

Essential home office supplies and equipment

One of the drawbacks of working from home? You don’t have an office manager or supply room to visit whenever you need something to get your work done. One of the upsides? You can pick every piece to suit your preferences. Here’s how to make sure you choose the right supplies and equipment.

    Home office supply tips

  • Scanners can rapidly digitize documents.
  • Don’t overstock materials — start small, then build up.
  • Prioritize modular equipment you can upgrade or replace as needed.
  • Keep your receipts if you write off your home office on your taxes.

Top accessories and equipment for your work from home setup

Dedicated computer and monitor

Keeping one computer that is dedicated to your work can make it easier to achieve work-life balance. Meanwhile, a dedicated monitor will allow you to adjust your view for more comfort and efficiency.

Webcam and headphones

The rise of work-from-home has meant frequent video calls for many workers. Using a dedicated webcam will give you an improved picture and more angle options, while headphones will cut down on external noise and echoes.

Scanner

Letting your home office become covered by a layer of paper documents is far too easy. Picking up an efficient and space-saving document digitization device, such as those in the ScanSnap line, will help you store them digitally for later use and free up your surfaces.

Read more about equipping and stocking your work from home setup in our guides, The Complete Checklist of Work From Home Equipment and The Big List of Home Office Accessories and Supplies to Stock.

Optimize your home office setup for years to come

If you work about 40 hours a week for 50 weeks of the year, you’ll annually spend somewhere in the neighborhood of 2,000 hours in your home office. Even just reporting in remotely one day a week adds up to 400 hours spent with your work from home setup. With that in mind, it’s worthwhile to make sure every aspect of your home office is fine-tuned to perfection.

    Quick ideas for a better home office

  • Houseplants can elevate your mood.
  • Feature natural light where possible.
  • Decorate your space with personal touches.

How to set up a home office for maximum productivity

Prioritize portability

Just because you’re working from home doesn’t mean business trips are a thing of the past. Investing in a portable computer, monitor, and other accessories will let you remain productive wherever you are.

Try non-traditional desks

Standing desks have become much more common in the last ten years, but they’re just one way to try to improve your health and focus. A gentle walking pace on a treadmill desk may even help you think better.

Use minimalist storage

To prevent your home office from turning into a supply closet, use storage that’s intentionally minimal. Ensure you have access to what you need for daily duties, then figure out how to work within those constraints.

Read more about creating a better work from home setup in our guides 7 Work From Home Setup Ideas to Try and 7 Simple Home Office Setup Ideas.

Did You Know? The new RICOH Portable Monitor Series lets you take productivity and comfort with you wherever you go. Click here to learn more.

Best practices for working from home

Effectively working from home isn’t just a matter of using your physical space. You also have to be in the right headspace. To achieve minimal physical separation between your home life and your work life, it’s essential to hold to the right principles and practices to keep both sides of your life healthy and flourishing.

    Home office distraction-proofing

  • Close your door if you have one.
  • Wear noise-canceling headphones.
  • Schedule time for personal tasks.

How to work from home better

Practice time management

When you’re working by yourself, it can be easy to lose productive time — leaving you to play catch up when you should be off the clock. Create a formal schedule for your workday to keep yourself on task, then use granular time management such as the Pomodoro technique to maintain focus.

Aim for work-life balance

Even if you’re just a hallway away from your “office,” you need to have psychological distance from work so you can rest, recover, and come back fresh the next day. Shut your office door, turn off your dedicated computer, and keep work apps off your personal devices where possible.

Personalize your space

Your work from home setup is yours to do with as you please. As long as the part colleagues see in video conferences looks professional, you can have fun with the rest. Movie posters, favorite instruments, disco balls, whatever — fill your space with things that gladden and inspire you.

Read more about improving your approach to working from home in Be More Effective With These 5 Work From Home Best Practices  and 5 Things to Consider When Setting Up a Home Office.  

Did You Know? PCMag described fi-8270 as “a fast, accurate document scanner with a multitude of high-end features.” Click here to read the full review and learn why it earned an “excellent” 4 out of 5 rating.

Choosing the best home office paper document solutions

Creating a work from home setup that will stand the test of time still means being prepared to print, scan, and store paper documents. It may be tempting to localize as much of this work to one device as possible, but in many cases, a more modular approach will better serve your needs.

    Reasons to avoid all-in-one devices

  • Scan quality and efficiency features tend to be reduced.
  • They often work more slowly than standalone devices.
  • One malfunction can shut down the entire device.

Features to prioritize

Duplexing

Using both sides of the page at once means your document device will be able to work more quickly while potentially saving paper.

Wireless connectivity

Being able to link up with your computer, mobile device, and even external cloud services all without a direct wired connection makes a device easier to set up and more versatile.

Compact size

Whether it takes up a room of its own or simply a corner of your home, space will likely be at a premium in your work from home setup. Look for a device that does a lot with minimal footprint and neatly tucks away when not in use.

Read more about managing your home office documents needs in "How to Find the Best Home Office Printer-Scanner Solution."

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Our recommendation: The ScanSnap series of scanners

We know you have no shortage of options when it comes to choosing a home document scanner. We pride ourselves on having spent the last 50+ years designing and developing some of the most beloved electronics in the world, including our line of award-winning, easy-to-use, one-touch ScanSnap scanners.

The ScanSnap series was created to bring professional-grade scanning features to home and small-business users at an approachable price point without sacrificing quality. Its range of options includes scanners with compact footprints, easy processing, and intuitive interfaces that make storing and finding your digitized documents easy. Click here to learn more and shop the full line of ScanSnap scanners.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as financial or legal advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.