Choosing office equipment: destroying myths and sharing life hacks!

Technology changes quickly, and choosing the right office equipment can be a daunting task. As an IT specialist, I have encountered many situations where the wrong choice of equipment cost the company additional costs and time. That's why I decided to create this guide.

1. Computers

When choosing a PC, consider the following parameters:

Purpose of use: A graphic designer will need a more powerful computer than a sales employee.

Processor: Intel or AMD? For most office tasks, an Intel Core i5 or AMD Ryzen 5 will work well.

Memory: The minimum is 8 GB for most tasks, but for graphic design professionals or those who work with large Excel spreadsheets, 16 GB or 32 GB is a better choice.

Data storage: SSD is preferred over HDD due to speed. Consider combining two types of drives to optimize price/volume ratio. If your workplace does not require large disk storage, then install only an SSD with the minimum required capacity. Usually it is 120-250Gb.

Example: If your accountant works with a large amount of data and many databases at the same time, he may need a computer with 16 GB RAM and a 512 GB SSD.

2. Printers and MFPs

Printing frequency: For daily printing, a laser printer is recommended.

Color or monochrome: If you frequently print graphics or presentations, consider color models for general use and monochrome for personal use.

Additional functions: MFPs with copying and scanning functions are increasingly becoming a necessity.

3. Network devices

Router: When choosing, take into account the speed of the Internet connection and the number of connected devices, the need to organize VPN channels, conduct videoconferencing (video conferencing), use VoIP, etc.

Wi-Fi: Make sure your router supports the latest Wi-Fi standards for best performance, and especially look at 5G if your office is near apartment buildings.

Safety: Consider installing a firewall and/or VPN to protect your data.

Pitfalls to Avoid:

  • “Save wisely”: Buying cheap equipment can backfire due to the need for frequent replacement or repair.
  • Underestimating future needs: Buy equipment with power reserves for future scaling.
  • Dependency on one supplier: Having a variety of brands can be helpful in case of problems with one of the manufacturers.
  • Neglect of training: Make sure your team knows how to use the new equipment.

Choosing the right office equipment is an investment in your company's productivity. With the above recommendations in mind, you can make smart decisions and avoid unnecessary expenses.

Good luck in choosing!

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