6. Other Equipment

Phones and answer-phones

A phone is probably the most important tool for your business. If you are working from home, it is worth considering a second phone line for work. You can get the phone itself for next to nothing, but since you will be using it a lot you might want to get one that has features such as one-touch memory keys for numbers you call frequently. An answer-phone is also a good idea, although most phone companies (including BT) offer cheap or free network-based voicemail services you can use if necessary.

Fax machines

Despite the rise of email as the main way of exchanging information between locations, a fax machine is still a useful piece of kit for your business, if only because some clients have automated accounting systems that are programmed to send purchase orders, remittance advices and other types of confirmation by facsimile. However, unless you suspect you will be using the fax a lot, there is probably little reason, initially, to worry about spending too much on this equipment. After more than a decade in business as a freelance copywriter, I still have no problems making do with a machine that shares my phone line and has a built-in answering system for when I am not in.

Mobile phones

If you are one of the few remaining people in the world who does not have a mobile phone, now is probably the time to take the plunge. A mobile is obviously particularly useful if you expect to be away from base a lot, for example working on client premises. Since a missed call can mean missed work, you should keep your mobile with you, and on, as much as possible.

For the same reason, it is preferable to have a regular rather than pay-as-you-go tariff (remember that business phone calls are tax-deductible), so that you do not end up running out of credit in the middle of an important conversation. Take out insurance so you can get a replacement easily if your phone is lost or stolen.

Photocopiers

Whether you buy or rent it, a photocopier is an expensive piece of equipment. It is probably not worth investing in unless you will be sharing it (and the cost) with others, or have good reason to expect that you will need to make several copies of documents on a regular basis, or can somehow recoup the cost through the work you do.

• Bear in mind that you can make occasional copies using a fax machine (see above).
• Unless you live somewhere really remote, there is likely to be a copy shop nearby for occasional photocopying jobs. Check your Yellow Pages for the nearest.
• Most printers can double up as copiers (and vice versa).
• If you want to buy a photocopier, a second-hand machine is likely to be a great deal cheaper and might still come with a service guarantee.

Dictaphones and digital recorders

A dictaphone or digital recorder is a useful gadget to have to hand for important interviews but I would caution against using one in place of handwritten notes or shorthand.

Trying to track down half a dozen quotable sentences in an hour’s worth of recording is a time-consuming process and one that is hardly going to improve your efficiency. Besides, unless you take up investigative reporting you are unlikely to come across situations where you cannot double check facts, figures and phrases later on.