Office furniture for a new office: a buying checklist

Furnishing a new office is one of the bigger one-time spends for a growing business. Furniture that fits badly, wobbles or wears out quickly is expensive to replace and uncomfortable to live with every day. A clear plan before you speak to suppliers makes quotes easier to compare and the final result much better.

Start with the floor plan and headcount

• Measure the space, or get the layout drawing from the landlord or interior designer.
• Count seats for today and for the next year or two. Planning for growth is cheaper than adding mismatched furniture later.
• Mark fixed points — columns, windows, power points, AC ducts — because they decide where workstations can go.

Many furniture suppliers will visit and suggest a layout. Ask whether this is included.

Workstations and desks

• Size per seat: decide the desk width and depth each person needs. Screens, paperwork and drawings all need room.
• Linear or cluster layouts: linear rows use space efficiently; clusters of four or six suit team work.
• Partitions: low partitions keep the office open; higher ones give privacy for calls.
• Wiring: ask how power and network cables are managed — cable trays and grommets keep the floor tidy and safe.

Chairs deserve the most attention

People sit in them all day. For work chairs, check:

1. Adjustable height and a backrest that supports the lower back
2. Armrests that do not hit the desk
3. A stable base and castors suited to your floor
4. Seat fabric or mesh that is comfortable in Indian summers and easy to clean

Ask for one sample chair and let two or three people use it for a day before ordering in bulk.

Materials and finish

• Tops are commonly made of engineered wood (particle board, MDF or plywood) with a laminate finish. Ask which board and thickness is used — it affects strength and life.
• Edges should be properly banded so moisture does not get in.
• Metal frames and legs should be powder-coated and not wobble when loaded.

Storage, cabins and meeting rooms

List what else you need: pedestal drawers under desks, filing cabinets, lockers, a reception desk, cabin tables and meeting tables. Buying from one supplier keeps colours and finishes consistent.

Delivery, installation and warranty

• Ask whether delivery, unloading and installation are included, and how many days installation takes.
• Check lift access and working hours allowed by your building.
• Ask what the warranty covers — mechanisms, frames, finish — and how service works.

Mistakes to avoid

• Buying chairs by photo. Sit in them for an hour before ordering fifty.
• Forgetting cable management. Retro-fitting trays after installation is messy and costly.

What to include in your enquiry

• Office location, carpet area and number of seats (now and planned)
• Workstation size and layout preference, with the floor plan if you have it
• Chair type and quantity, storage and cabin furniture needed
• Material preference, colour and finish
• Required delivery date and whether installation is needed
• Whether you need GST invoices

Compare manufacturers and dealers in furniture and furnishings, or post your requirement with your layout and seat count.