25 types of office equipment and supplies and their uses

An office space in a place of work is important because it offers space for productivity, collective innovation, and the well-being of employees. Most contemporary workspaces are furnished with various types of office equipment and supplies for ease of work and comfort. A well-equipped office enhances productivity and public image.

To run a successful business, one must hire the right people. These people need various types of office equipment and supplies to perform their jobs effectively. There are multiple tools, machines, and supplies needed in the modern-day workspace.

Types of office equipment and their uses

Office equipment is an umbrella term for the machinery, tools, and supplies normally found in an office. In today's world, the appearance of a workspace is crucial.

Technological changes have made what was once regarded as state-of-the-art equipment obsolete. Today, we have multiple supplies, tools, machinery, and electronics. Below is a list of office equipment and supplies required in all modern places of work and their uses.

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1. Computers

Computers are among the most needed office machines and equipment. They replaced clumsy and antiquated typewriters and calculators. They also reduced the need for information to be physically stored.

A computer is used for gathering, calculating, and storing crucial corporate data. The stored data is easy to access. Computers offer practical internal and external communication solutions if the office has internet access.

There are multiple brands of computers available in present-day Nigeria. Below are factors to consider when purchasing a computer for your office.

• Your budget
• The processor speed
• Memory
• Storage
• Operating system
• Warranties and returns

2. Telephones

Although the internet is gradually eliminating the need for telephones, they are still necessary in modern workplaces. After all, not everyone likes to communicate online. Some people find it easier to make a call.

A telephone is needed if you want to be reached at your workplace. Besides, modern office phones have a wide range of useful features, e.g., access to social media accounts and data storage.

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You can install a landline or buy mobile phones, depending on your needs. Below are things you should consider when choosing a business phone system.

• The type of phone system
• Cost
• Compatibility with other business tools
• Scalability

3. Printers

There are instances when e-files alone are insufficient, and hard-copy documents are needed. You must have one or more printers in your place of work for hard copies.

Printers come in different sizes. A printer is a machine for printing text or pictures, usually when linked to a computer. Some of the factors to consider when purchasing a printer are explored below.

• Size
• Cost
• Printing capability
• Sustainability
• Environmental safety
• User-friendliness
• Security
• Network connectivity

4. Document scanners

Document scanners are used to convert printed documents into a digital format. These machines convert images, pictures, faces, and written documents into a digital format, usually in PDF. Before purchasing a scanner, consider the factors listed below.

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• Performance
• Maintenance, parts, and consumables
• Hardware interface requirements
• Support for dropout colour
• Overall size and noise
• Price
• Software required

5. Copiers

Copiers or photocopiers are among the most used office machines and equipment. A good copier lets you make copies of documents. Copiers can make copies without computers, although printers and scanners depend heavily on them.

Nowadays, most offices buy machines that combine the capabilities of a printer, scanner, and copier. They are more expensive and heavier but are more practical because you can print, copy, and scan with only one device rather than three. Consider the following factors before purchasing a copier.

• Copy speed
• Brand
• Copy volume
• Budget
• Network capability
• Available space

6. Desks and chairs

The right office desks and chairs make your office look pleasant and professional. They also make the space comfortable and accessible for employees and customers.

Employees feel more comfortable working in a pleasant environment. Therefore, you should use the right colours and lighting to increase productivity. Consider the following factors when purchasing office furniture.

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• Quality
• Space available
• Aesthetics
• Privacy
• Cost

7. Shredders

Every business has private information that should not get into the wrong hands or unnecessary documents. It is inappropriate to dump these documents in the garbage as they are because other people may access them from the trash.

Shredders are among the business office equipment you need to discard documents without the risk of information leakage. Shredders cut paper and other media into tiny fragments so that the information can no longer be retrieved. Consider the following aspects before buying a shredder.

• Cost
• Storage capability
• Speed and power
• Cutting type
• Jam resistance

8. Office stationery

Office stationery refers to materials used for writing or typing, e.g., paper, pens, pencils, staples, sticky notes, notebooks, and ink.

The uses of stationery range from labelling to binding tools. There is a wide array of stationery, so you should contact your office equipment suppliers with a list of things you need. Consider the following factors when choosing and buying stationery.

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• Quality
• Suitability
• Cost
• Performance
• Durability

9. Internet connectivity

Having a high-speed internet connection is mandatory for every contemporary business. Many businesses operate online, and a good internet connection contributes to daily tasks.

Today, many office equipment can connect to the internet. There are multiple internet providers, and here are factors to consider when choosing an internet service provider.

• Speed and bandwidth
• Customer support
• Cost
• Reliability
• Availability at your business location
• Security

10. Kitchen supplies

Many modern offices have kitchenettes or basic kitchen supplies. In fact, basic kitchenware is among the must-have office supplies because employees and clients should be kept hydrated and satisfied with food and drinks.

Providing employees with free coffee and water keeps them motivated and effective. Some of the essential kitchen equipment and supplies you should consider buying are listed below.

• Coffee machine
• Beverages
• Sugar
• Cutlery, crockery, and glasses
• Water dispenser
• Condiments

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11. Storage equipment

Although many businesses are going paperless, workplaces cannot be completely free of hard-copy documents, files, folders, and books. An office must have storage equipment, e.g., desks with storage drawers, safes, shelves, and cabinets.

Below are the factors you should consider before buying office storage equipment.

• Available space
• Size
• Budget
• Aesthetics

12. Office collaboration tools

Office collaboration tools are a collective term for all office instruments and tools for sharing knowledge and skills to achieve the best result. These include whiteboards and bulletin boards.

These tools make it easier to keep ideas within a business organised. The factors to consider when purchasing these tools are listed below.

• Budget
• Durability
• Ease of use
• Performance
• Size

13. Label makers and applicators

Many offices have equipment logs, where every table, chair, computer, and mouse are accounted for. As a result, label makers and applicators are required.

Making inventory taking simpler and keeping organised workspaces can be achieved through labelling. Office owners should invest in label makers and applicators to help differentiate people's things, mark various items or attach important notes.

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Consider the factors listed below before purchasing a label maker and applicator.

• Manufacturer credibility
• Customer support
• Budget
• Ease of use
• Speed
• Reliability
• Size

14. Office equipment software

Software makes your computer hardware perform important tasks and helps employees to work more efficiently. The right software can lead to new ways of working.

You should choose your software carefully so that it matches your business needs. Below are factors to consider when choosing office equipment software.

• Cost and value
• Installation and ease of use
• Frequency of updates needed
• Customer support
• Security

15. Laminating machines

Offices have special documents that require preservation. Laminators can preserve important documents, create durable business cards, make ID badges, and do other cool things.

Small offices may not require them, but they are important to have. Consider the following factors before buying a laminator.

• Document size
• Film thickness
• Number of users
• Cost

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16. Office waste management and recycling tools

In most offices, cardboard, white paper, newspapers, paper bags, magazines, and packaging make up most of the waste. Before occupying an office space, you should check with your building manager to see if there are already any recycling programmes in place.

An office should know its waste stream and determine what will be recycled. It should also contact recycling companies to arrange pick-ups. It is prudent to invest in appropriate office waste recycling tools, including trash cans, to store waste before it is picked up.

17. LCD projector

An LCD projector is a video projector for displaying video, images, or computer data on a screen or other flat surface. It can be used for doing presentations and offering education and training for staff. Some factors to consider when buying an LCD projector are listed below.

• Image quality
• Size and weight
• Brightness
• Lifespan
• Connectivity
• Aspect ratio

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18. Attendance machine

In the modern age, biometric fingerprint attendance machines are a must-have. These machines help to manage the attendance of every employee in an office with a single click of a mouse. Below are some factors to consider before installing a biometric fingerprint attendance machine.

• Features
• Biometric technology
• Access control
• Time-tracking
• Integration
• Job costing

19. Office stamp

Custom office stamps, commonly known as rubber stamps, are used for tasks such as marking inbound mail or approving documents. Customised stamps allow officer users to code inventory sheets, invoices, and other documents with unique sequences. The factors to consider when choosing an office stamp are listed below.

• Durability
• How clear it is
• Content and graphics
• How you will use the stamp
• The overall theme of the design

20. Business cards

Business cards help establish credibility, promote a brand, and make a good business or office impression. They are a convenient way to share your contact information, especially in professional settings. The key factors to consider when designing business cards are listed below.

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• Content
• Design
• Typography
• Material and finish
• Functionality
• Target audience

21. Mailing/ shipping supplies

Sending and receiving mail and other packages is a common activity in modern offices. Mailing and shipping supplies like envelopes, shipping boxes, and adhesive sealings are needed whenever a package needs to be sent out of the office. When buying office mailing supplies, you can consider factors such as:

• Quality
• Price
• Durability
• Packaging space
• Mode of delivery

22. Document trays

Document trays are used to sort, edit, and staple your documents before ultimately storing them. They keep desks better organised and come in a variety of materials, including metal, plastic, and wood. Before buying document trays, consider the tips below.

• Custom fit
• Colour
• Material
• Durability

23. Reception sofas

Commercial, reception, or office sofas are designed to suit commercial environments. They are used by office guests and visitors to relax before getting served. When choosing an office reception sofa, consider the things listed below.

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• Comfort
• Size
• Quality
• Style
• Budget
• Accessories
• Layout

24. Task lighting lamps

Task lighting lamps are lamps that provide focused light to illuminate a specific area for a task. It is used to add visibility to a small area, with light bright enough to illuminate small details, reduce strain on the eyes, and avoid distracting shadows. Consider the factors below when choosing task lighting lamps.

• Light intensity
• Colour temperature
• Energy efficiency
• Bulb type
• Maintenance
• Adjustability
• Purpose

25. Office cleaning supplies

Office cleaning supplies include dustpans, vacuum cleaners, glass cleaners, gloves, disinfecting wipes, microfibre cloths, paper towels, and air fresheners. They are used to keep offices clean. The factors to consider when choosing office cleaning supplies are listed below.

• The type of surfaces to be cleaned
• Cleaning tasks required
• Product effectiveness
• Safety and environmental impact
• User-friendliness
• Cost-effectiveness
• Compliance with regulations

What is typical office equipment?

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The definition of office supplies is consumables and equipment regularly used in offices, while office equipment refers to a collection of machines, furniture, and other items used in an office to perform tasks. Typical office equipment includes reception chairs, computers, desks, chairs, cabinetry, and LCD projectors.

What are the uses of office equipment?

Office equipment is primarily used to enhance business operations and enable workers to perform their jobs more effectively. All office users should familiarise themselves with various office equipment and their uses.

Is a TV an office equipment?

If a television is used in an office atmosphere for work requirements, it can be considered office equipment.

What are examples of office equipment?

Examples of equipment found in an office include computers, telephones, printers, and stationery. The importance of office equipment cannot be overstated. The equipment is needed for the day-to-day running of the office.

What is the difference between office supplies and equipment?

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Office supplies are consumables and equipment regularly used in offices, while office equipment refers to a collection of machines, furniture, and other items used in an office to perform tasks.

What is office equipment inventory?

Office equipment inventory is a list of equipment and assets used in an office.

What is needed in a new office?

A new office needs desks, office chairs, telephones, storage cabinets, computers, copiers, scanners, and applicable software.

What is basic office equipment?

Basic office equipment includes furniture, stationery, telephones, printers, and copiers. A basic office supplies list includes kitchen supplies and internet connectivity.

Knowing the types of office equipment and supplies and their uses is important for anyone starting a new venture. The items and supplies listed above will ensure work is done effectively and efficiently.

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