Must-Have Office Equipment

a modern office.

Every modern office needs certain office supplies to enable employees and teams to work smoothly. Some, such as computers, are essential for performing job-related tasks. Others, like kitchen supplies, are complementary since they enable your employees to have successful workdays.

Office Essentials

Having smooth and productive working days starts with equipping your office with all essential equipment. The right office tools and supplies will empower you and your team to perform tasks effectively. They will also convey a positive image to partners, clients, and other office visitors. If you are unsure which supplies you need in your office, we hope this post will guide you in the right direction.

Essential Equipment to Have In Your Office

The essentials to have in your office depend on whether you are setting up a home or site office. The former will probably not need all these listed essential supplies. The latter, however, needs almost all of them.

1. Office Furniture

Furniture comes first on the list of office essentials. You and your team need office desks, chairs, tables, cabinets, and bookshelves to work smoothly in the office. The type of office furniture to acquire depends on the size of your office and the number of employees.

When buying office furniture, consider aesthetic design and function. In the case of design, you want to acquire furniture that complements your office space while making it look professional and appealing. Your office furniture should reflect your business. It should give a good impression to clients and visitors.

The right office furniture also plays a role in motivating employees. It increases their morale and productivity. This is why you should purchase furniture your team feels confident and comfortable using. Your chairs should not be so stiff that they affect your employee’s posture and comfort.

2. Computers and Computer Accessories

You can’t run an office without computers and computer accessories in today’s business environment. Every employee in your workplace will likely need a computer. The type of computer you need depends on how you plan to use it.

If the computer is for day-to-day administrative tasks at the office, a desktop will do. A laptop will be ideal if you plan to use it in and out of the office. If the computer is for performing technical work such as software development, you may want to invest in a powerful one.

The computer and computer accessories essential for an office include:

  • Desktops
  • Laptops
  • Monitors
  • Chargers and headsets
  • Webcams
  • Keyboards and mice
  • Network cables

3. Kitchen Supplies

Providing your team with food and drinks helps keep them hydrated, energetic, and motivated to work. It also aids in keeping them focused and productive, which is why you want to invest in kitchen supplies such as coffee makers, cups, and water dispensers.

You don’t need to have a kitchen to buy kitchen supplies. Just designate a small space in your office for them. Here are the kitchen supplies to get for your office:

  • Tableware (cups, plates, spoons, and glasses)
  • Coffee makers
  • Mini fridge
  • Microwave
  • Water dispenser
  • Cutlery
  • Kitchen sink
  • Water bottles
  • Snack foods
  • Fruits
  • Coffee and tea

4. Photocopiers

Photocopiers may not be as essential as in the past, considering most businesses are now going paperless. However, you never know when you’ll need to photocopy documents for your clients or team. An in-house copier will save you money and time since you won’t have to outsource. It’s better to equip your office with this hardware regardless of how often you plan to use it.

5. Printers

A printer will come in handy when you want to convert digital documents to hard copies. Like a photocopier, you may not use this hardware daily. But when you need it, you’ll be glad to have it.

6. Scanners

A scanner does the opposite of what a printer does. It converts paper documents into digital format. A good tip would be to purchase multi-purpose hardware that can photocopy, print, and scan documents.

7. Stationery

Stationery ranks among the top essential items to have in your office. Your team won’t rely solely on computers to do their job. They still need supplies such as pens, notebooks, staplers, and paper clips to attach documents. Such stationery items are still very relevant in today’s work environment, even though most work happens digitally.

You can make your stationery items look more appealing and uniform by branding them with company elements such as name, logo, and brand colors. Branded stationery makes you look more professional to clients.

Consider purchasing the following stationery items:

  • Papers
  • Pens and pencils
  • Staplers
  • Paper clips
  • Notebooks
  • Paper trays
  • Cardholders
  • Sticky notes
  • Files and folders
  • Punches
  • Scissors
  • Highlighter pens and markers

8. Collaboration Tools

Collaboration tools, such as whiteboards and projectors, are also essential in your office. Your team will utilize these tools during meetings, presentations, and tasks that require teamwork. Below are the necessary office collaboration tools:

  • Whiteboards
  • Bulletin boards
  • Board room TV
  • Projectors

9. Telephone System

You want information to flow freely and effectively in and out of your business. The best way to ensure this happens is by investing in an office telephone system. This office equipment will empower your team to collaborate and keep in touch with clients and partners. Try acquiring the following telephone systems:

  • Conference phones
  • Smartphones
  • PBX phones
  • VoIP phones

10. Shredders

Shredders are essential for destroying papers and documents you no longer need. They help keep your office paperless and decluttered. Consider having this office supply if your business uses a lot of documents that quickly become redundant. You can also use your shredder to destroy confidential files you wouldn’t want falling into the wrong hands.

11. Mail Supplies and Equipment

If your business regularly mails documents or ships packages to clients, consider having your mailing equipment in-house. Doing so will save you time and money since you can take advantage of postage discounts. The specific mailing equipment to purchase depends on how often you post mail.

You can purchase the following mailing supplies:

  • Envelopes (of all sizes)
  • Stamps
  • Packing bags (for sending packages)
  • Mailing machine
  • Letter opener
  • Envelope printer
  • Packing tape

12. Filing and Storage Supplies

Filing and storage supplies are necessities in the office because they help keep your files and documents organized. They also store your important files safely and enable easy access whenever you need them. The amount of storage equipment to acquire depends on how many paper files you keep.

Examples of filing and storage supplies to purchase include:

  • External USBs and hard drives
  • Storage boxes
  • Suspension files
  • Filing cabinets
  • Clip folders
  • Registers

13. Dictation Machines

Dictation machines may not seem essential for an office. However, this equipment will come in handy when you need to transcribe notes, memos, meetings, seminars, and interviews.

With a dictation machine, you can dictate or record speech notes for transcription, then send the processed document to interested parties. If your business relies on transcription, consider investing in this machine.

14. First Aid Kit

Depending on your office location, you may or may not be required to have a first aid kit and trained first aid personnel on-site. Even though some jurisdictions don’t have this requirement, you may want to invest in a first-aid kit. Injuries, cuts, falls, and accidents can happen at any time in the workplace. If you have an office first aid kit, you’ll be able to give your employees immediate medical assistance to prevent further injury.

The contents to have in your office first aid kit depend on the types and level of hazards in your workplace and staff size. Most kits contain the following items:

  • Bandages
  • Plasters
  • Dressings
  • Scissors
  • Disposable gloves
  • Cleansing wipes
  • Adhesive tapes
  • Foil blankets

15. Cleaning Essentials

You want your employees to work in a sanitary and hygienic environment. A clean and organized office will increase their morale and productivity and give visitors a good impression. Consider stocking up on a few cleaning essentials such as:

  • Broom
  • Mop
  • Dustpan
  • Waste bins
  • Duster
  • Bathroom cleaner
  • Vacuum cleaner
  • Dish soap
  • Rubber gloves
  • Air freshener

Non-Equipment Office Essentials

Some supplies are non-equipment but still essential to the office. They include:

1. Office Design

Think about the design and aesthetics of your office. A well-designed office space makes employees more productive and less stressed. It eases movement around the office and grants employees their personal workspace, thus making them calm and comfortable. A good office design also gives a positive impression to clients and visitors while facilitating collaboration among your team members.

2. Internet Connection

In today’s digital environment, it’s hard to manage an office without internet access. A good internet connection enhances the flow of information in and out of your business and fosters collaboration between teams. It enhances the movement of tasks from one employee to another.

You can purchase an office modem or router to connect to the internet. Modems are suitable if you only have one or two staff. For more than three employees, you may want to get a router.

3. Business Software

Business software improves the productivity of your team. Multiple business apps and software are available, from communication apps to collaboration and project management software. The specific software you should consider depends on your work needs and business size. For more on the type of software, you may need for your office see, Small Business Software Categories To Consider


As a business owner, you want your team to have all the tools and resources they need to work smoothly and effectively. Equip your office with these essential supplies and equipment. Some are functional and necessary for job-related activities, while others are complementary. Most, however, are vital regardless of the type and size of business you run.


In the following section, you’ll find some resources you can use for ideas on how to design an office you will be happy with.

New VS Used Office Equipment

There is a benefit to purchasing used office equipment the main being price. However quality, style, and functionality are part of the cons to investing in used office furniture. If you are on a tight budget then this is something you can consider. Sometimes you can get lucky and find used furniture and equipment that is in excellent condition. See the link below for more on this topic.

Search Results – New VS Used Office Equipment

Leasing/Renting Office Equipment

Renting or leasing equipment is another option you can look into especially if you are operating in a location on a temporary basis. Naturally, there are pros and cons to leasing or renting vs purchasing. You can find out more about the pros and cons from the link below.

Search Results – Leasing/Renting Office Equipment

Office Decor Ideas

The link below offers the latest search results for office decor ideas. You can browse through them to get a concept you can use for your office.

When you find something you like, bookmark it or save the image to your computer. Once you have your collection, you can combine what you like from each to make the decor you want.

Search Results – Office Decor Ideas


Have you ever tried using the news for ideas? Try searching for office essentials on a site like Google News for ideas on creating a fully equipped, organized office. You can also set up a Google alert to be notified if anything new is reported in the news.

See Google’s news search results related to office essentials.


Videos can provide you with ideas for setting up your office so you have everything you need. In addition, starting from scratch makes it easier to set up and decorate your office the way you want.


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