Solutions for Small Spaces
The best PCs, flat-panel displays, and multifunction devices to turn your compact office into a place for serious business.Matthew McKenzie
Maybe you've sworn off fighting rush-hour traffic and spending your life in a Dilbertian cubicle. Perhaps you're ready to secede from the corporate rat race and start your own business. Or maybe your small business has grown to the point where you need to accommodate and equip some employees of your own.
Whatever the reason, you have to set up a small office--and you're not alone. Last year, according to an International Data Corporation study, people in nearly 37 million U.S. households used a home office for telecommuting, working at part-time or second jobs, or running businesses. Employers have gotten into the act, too: More firms now offer telecommuting programs to recruit and retain employees.
When you decide to work at home, you face your first executive decision right away: Where will you set up shop? If you have a spare bedroom or even a separate study in your home, consider yourself lucky: Millions of workers set up home offices by shoving the junk on the kitchen table aside and pulling up an extra chair. Some of us have scarcely enough room to hide the dirty clothes when company comes over--never mind dedicating a whole room to service as a 9-to-5 workspace.
Yet establishing a modern office involves more than clearing a place to sit and shuffle paperwork. Many small offices require the same electronic gadgets you'd find in any conventional office: a personal computer, a fax machine, a printer, a copier, a scanner, and more. By the time you cram all this hardware into your cozy office, you may not have room to turn around, much less get any work done.
Before you throw in the towel and slink back to the corporate mothership, however, consider your options for home-office furnishings carefully: If you pick the right space-saving hardware, you'll find you can set up a highly productive office in even the smallest space. For every space-wasting electronic hulk on the market, an elegant, compact alternative is available--if you're willing to pay a little more or make a few compromises. We've rounded up a passel of excellent space-saving hardware options designed to demonstrate that good things do come in small packages.
Monitors
Conventional computer monitors are among the worst space-stealers in a modern office. Large 17- and 19-inch displays may be more affordable than ever before, but they take up enough desktop real estate to qualify for their own zip codes. And though perching a monitor on a shelf or riser can help a little, you'll still forfeit a lot of prime desk space.
The solution comes in the shape of a liquid-crystal display monitor--but it doesn't come cheap. LCD panels don't use bulky cathode ray tubes, so they occupy a fraction of the space a traditional CRT display needs. Today's flat-panel displays deliver great color quality and sharp pictures, and like CRT monitors, they sport useful options such as built-in USB hubs and integrated stereo speakers.
What We See in LCDs
In our recent review of 15-inch LCD panels, Philips's Brilliance 150P ranked as a top buy. The 150P delivers a relatively sharp 15-inch picture and performs in either analog or digital mode. We noticed some jitters in its display of small text when we tested the 150P with a conventional analog graphics board--an important limitation for business users who devote a sizable amount of time to working with spreadsheets and other documents.
But the $899 150P throws in some useful extras. In addition to a standard VGA hookup, it includes a Digital Video Interface (DVI) jack that works with the digital connectors on many new PCs and video cards. Integrated with the 150P are stereo speakers that deliver adequate (but by no means outstanding) sound quality, and a built-in microphone. An optional USB hub connects the panel to as many as four other USB devices.
If you're looking primarily for top-of-the-line picture quality, the $949 Eizo FlexScan L330 may be a better deal. The L330 has the same screen size and resolution as the Philips 150P, but we thought it delivered better graphics and sharper on-screen text. The L330 earns bonus points for its aesthetically pleasing black case (it's also available in beige).
On the other hand, the L330 doesn't ladle on the extras: It includes a single VGA output, no USB support, and no integrated speakers. And because its viewable angle is slightly smaller than the Philips's, the L3330's display doesn't look quite as good when viewed from the top or side; that can be a drawback if you plan to use it for group presentations. For many users, however, the Eizo's sharp, clear picture will carry far more weight than its lack of special features.
Of course, you first have to decide whether to pay nearly $1000 for an LCD panel when you can get a perfectly good 17-inch CRT monitor for a third of the cost (see Top 10 Monitors). A 15-inch screen may not sound like a good deal for the price, but a 15-inch LCD monitor provides almost as much viewable screen area as many 17-inch CRT displays. And because LCD monitors deliver flicker-free images, they can reduce eyestrain if you spend a lot of time in front of your computer. On CRT monitors, a refresh rate of 70 Hz or higher is generally considered to be ergonomically acceptable and even the most sensitive viewer is unlikely to detect flicker at a refresh rate of 85 Hz or higher. Also, when space is an issue, you'll appreciate having an easily movable unit that takes up far less space than a comparable CRT monitor does.
PCs
Whatever other space savers you put in your work area, no office is complete without a computer. In settings where space is tight, a standard PC offers two equally unattractive options: Keep it on your desk and give up precious work space, or stick it under your desk and invest in a pair of kneepads.
One common solution is to purchase a laptop computer. Though many laptop systems are weaker and harder to use than their desktop cousins, the latest high-end laptops hold their own against many powerful desktop systems. Dell Computer's new Inspiron 8000 is a good example: A base model with a 600-MHz Celeron processor, 64MB of RAM, 8MB of video memory, and a 5GB hard drive costs $1729. If you want a system that can handle whatever you throw at it, the Inspiron 8000 can carry 512MB of RAM, 32MB of video memory, and a 32GB hard drive for $3327. And for users who like to mix work and play, the Inspiron includes such multimedia-friendly features as a crisp 15-inch display, a 24X CD-ROM drive, and integrated Harman Kardon speakers (DVD-ROM and CD-RW drives are optional). The 8000 also provides plenty of expansion room, with relatively unusual options such as an IEEE 1394 (FireWire) connector and an S-Video-out jack for connecting to televisions or other external video displays.
Of course, you'll pay dearly for all that power, and a laptop has other drawbacks as well--including the ergonomic inadvisability of spending hours a day pecking at an undersize keyboard.
If a modest budget restricts your speed options, the $1313 Micron ClientPro Cf may be a good solution (the price includes a 17-inch CRT monitor). The ClientPro Cf carries a relatively modest 600-MHz Intel Celeron processor, along with 64MB of RAM and a 7.5GB hard drive. And though the ClientPro Cf isn't as compact as a laptop, it's still about half the size of a typical PC box, making it easy to tuck under your monitor or beside your desk. Unfortunately, like most slimline PCs, the ClientPro doesn't have any expansion bays or slots--something to consider if you hope to upgrade in the future.
If neither a laptop nor a small PC is right for you, consider a third option: an all-in-one PC that packs the display, motherboard, storage, and other hardware in a single, space-saving unit. All-in-ones typically use LCD screens; the rest of the system is either attached to the back of the display or enclosed in the system's base. The result is an elegantly compact--but somewhat expensive--hybrid combining elements of desktop and laptop systems.
The IBM NetVista X40 is a classic, stylish all-in-one PC: Its flat-panel LCD and small desktop footprint are so engaging, you might want it for its looks alone. You can get the NetVista's standard configuration with a Celeron-533 or-633 processor or a Pentium III-600 or-800 CPU. The $2330 version we reviewed included a 667-MHz Pentium III CPU and 128MB of RAM. The NetVista is light on horsepower compared with a standard PC in this price range, but it should deliver enough punch for typical business users. Like Micron's ClientPro, the NetVista doesn't leave a lot of room for expansion, setting aside one open slot and no free drive bays. The built-in LCD monitor saves a lot of space, however, and if you're willing to pay a premium, the NetVista X40 makes a tempting alternative to the standard off-white box.
The 80/20 Rule
Clearly, options for setting up an efficient, clutter-free office are legion, even if you are constrained by a tight budget. Some devices--such as LCD monitors and all-in-one PCs--look great and save space but may cost hundreds or thousands more than traditional hardware.
But other space-saving devices, including multifunction devices and small-form-factor PCs, offer economical and useful alternatives if you can live without some features. How much will you miss what you give up? Many of us fancy ourselves power users, but the 80/20 Rule usually applies: For any piece of PC hardware, 80 percent of users need only 20 percent of the product's features. This precept may not hold true if you really are a power user--if you're a graphic artist, for example, you need the best computer, display, scanner, and color printer you can afford. But most of us can make do with something less than top of the line.
To avoid buying more (or less) hardware than you need, first figure out what kinds of tasks you need to accomplish and then buy equipment that gets the job done. You'll save money, conserve space, and increase your productivity.
Multifunction Devices
Fortunately, one type of space-saving hardware saves money, too. Devices that combine printer, scanner, copier, and fax machine functions have been around for quite awhile. In their early days, these devices performed inconsistently, handling one or two tasks well but falling short in other areas. Over the past couple of years, however, vendors have rolled out multifunction devices that perform all their jobs just as well as the stand-alone competition at a fraction of the price.
If you decide to shop for an MFD, the features available will give you lots to think about. Models range from a $200 desktop MFD featuring an ink jet printer to a $4000 corporate MFD with color copier, laser printer, and network card. If you expect to print a lot of text documents, you'll want an MFD with a monochrome laser, which may or may not come with color copying, faxing, and scanning features.
Small-Space Stars
One good midrange, versatile device is the $599 HP LaserJet 3200. According to its specifications, the 3200 can print up to 9 black-and-white pages per minute at 1200-by-1200-dpi resolution ( PC World's in-house testing tends to find much lower speeds than those reported by the vendor), and it supports features such as manual duplexing and booklet printing. The built-in 600-dpi scanner and monochrome copier deliver strong combinations of speed and quality, and like many multifunction products, the 3200 lets you fax and copy without turning on your PC.
In our informal tests, setting up the 3200 was quick and easy (via a parallel or USB connection). In case you need to scan lots of business documents, the 3200 (like many of its peers) comes with optical character recognition software for scanning a document and dropping it into your favorite word processor for editing.
In contrast to the LaserJet 3200, the $599 Xerox WorkCentre XK50cx is built around a color ink-jet printer. For hard-core document jockeys who rarely need color output, this model may not be ideal, but the XK50cx did produce sharp-looking text documents and high-quality color prints. And the XK50cx has an ace up its sleeve: a flatbed scanner for small or odd-shaped items that might otherwise jam its automatic document feeder. If you need higher resolution than the Xerox's 600 dpi, pass on this device and invest in a more robust stand-alone scanner.
Installing and setting up the printer's individual color cartridges took a while, but we found the XK50cx's document management and OCR software intuitive and easy to use. And as with the competing devices we tested, the unit's built-in fax machine was adequate for most home office users, offering standard features like speed dialing, polling (sending to many people at once), and group dialing.
For multimedia hounds who need to transfer images from multiple sources, the $399 Brother MFC-7400c offers the same basic features as the Xerox unit, but with a unique twist: built-in slots for CompactFlash and SmartMedia cards, the two most popular storage media for digital cameras. This arrangement enables you to get color prints from your camera by inserting the card, printing an index page of thumbnail images, and selecting the images you want to print at full size--all without using your PC. The built-in ink jet printer produced clear, sharp color output, though the included scanner wasn't quite as sharp as the ones in the Xerox and HP multifunction devices.
An optional $299 print server plugs into the MFC-7400c's parallel port. With the print server installed, the device functions as a workgroup printer and can accept print jobs remotely over the Internet. Most home users don't need this feature, but small workgroups may find it useful.
Ultimately, your needs dictate the value of a multifunction device. MFDs certainly save space, and they can deliver the quality and the value that many small businesses need. On the other hand, MFD printers can't handle the same workload as stand-alone laser printers, and multifunction ink jet printers don't quite match good dedicated photo ink jet printers in color quality. So if you need a device that can deliver premium quality while toiling under a heavy workload, you should consider buying separate devices and look for space-saving opportunities elsewhere.
Matthew McKenzie is a San Francisco-based writer and technology consultant.
Make Your Hardware Work for You
Though the right hardware can make even the tiniest office a lot more inviting, you can do a lot more to set up a productive and healthful office environment. When you're setting up your home or small office, bear in mind the following tips to stay healthy and productive:
Set Up a Dedicated Space
Dedicate a specific area of your home--no matter how small--as an office. "You need to take a home office as seriously as you would take a traditional office," advises Pam Robinson, an architect with Huntsman Architectural Group in San Francisco. "Home offices tend to get cluttered anyway, and you don't want to constantly unearth your workspace from the clutter of everyday life."
Leave Some Breathing Room
Adequate ventilation is a big concern for office designers. "Computer equipment generates a lot of heat, and that can be a problem both for the computer and for the person using it," Robinson says. She advises against setting up an office in an attic, closet, or other poorly ventilated area. If you must keep a PC in a cabinet or other enclosed space, make sure it gets enough air to stay cool--and turn it off when you aren't using it.
Don't Skimp on Your Chair
Think you can make do with an old kitchen chair? Think again. According to physical therapist Terri Hansford, an ergonomics consultant to PC World, using the wrong office chair can cause major problems. A good chair should have armrests that don't interfere with the movement of your arms; good support for your upper and lower back (beware of backrests that slope up and away from your body), and adjustable height. Expect to pay from $500 for a good, no-frills chair to $700 or more. Remember that even the best chair won't help if you don't sit in it properly, which means keeping your hips back in the seat and your back in an upright position.
Stay Close to Your Keyboard
Hansford notes that serious problems, including repetitive motion injuries, can result from poor keyboard and mouse habits--especially among people who use laptop computers for day-to-day work. "The problem is that you can't adjust a laptop keyboard and mouse that are attached to the display"; as a result users contort themselves into awkward, potentially injurious positions to accommodate a machine's fixed design. The best solution: Invest in a separate, full-size keyboard and mouse, along with an adjustable tray so you can keep both items close to your body and at the proper height for you.
Raise Your Monitor to Eye Level
To prevent neck and upper back problems, Hansford advises placing the monitor on a raised stand so you can view it without tilting your head. Rotating the screen downward helps eliminate glare, a frequent cause of headaches and eyestrain. Natural light is usually welcome, but Hansford suggests keeping your monitor at a right angle to the nearest window to cut down on glare.
Resources for Not-So-Big Workspaces
A quick search of the Net will turn up lots of sites that offer advice about setting up a small office, but many of these are amateur operations, and their guidance is not always sound. From our online research, we compiled a short guide to reliable Web sites and other resources. Designed to serve as a starting point, this list is by no means exhaustive; a careful search of the Net or trip to the bookstore will likely yield a much longer list of reputable information sources.
Home Office Web Sites
HomeOfficeMag.com: Articles and tips on home office design, setup, technology, and more.
HomeOfficeLife.com: Interesting resources from author and home-office expert Lisa Kanarek--including a collection of tips submitted by readers.
National Association for the Self-Employed: Help for entrepreneurs.
Dwell Magazine: Skimpy, but you can order a free issue of the print publication, which mixes practical home design tips with arcane interior design pieces.
Books
Home-Based Business for Dummies, by Paul Edwards, Peter Economy, and Sarah Edwards (Hungry Minds, $20): General advice on starting a home business, including information on setting up a home office space.
The Home Office Planner, by Barty Philips (Chronicle Books, $24.95): An illustrated guide to every aspect of home office design, from selecting the right materials for a built-to-order work area to choosing space-saving furniture, lighting, and other essential items.
Practical Home Office Solutions, by Marilyn Zelinsky (McGraw-Hill, $20): Coverage of everything from selecting an office chair to finding the right telecommunications service.
Organizing Your Home Office for Success, by Lisa Kanarek (Blakely Press, $15): If your inner slob is giving you grief, fight back with this guide to putting together a well-organized office that optimizes limited space.
Online Shopping Sprees
HermanMiller.com: Home of the famous Aeron office chair. Buyer beware: Herman Miller furniture doesn't come cheap, though you may be willing to spend the money once you've seen the sleek, elegant designs.
Ikea: A popular source of sturdy, inexpensive office furniture. Unfortunately, you can't buy furniture from the Ikea Web site; instead, you'll have to settle for a print catalog or find the nearest retail outlet.