A Practical Guide to Preparing a New Workspace Without Delays or Last Minute Scrambling

Setting up a new office looks simple on paper, but missing basics, unplanned shared items, and no clear reorder system can interrupt productivity in the critical first weeks.

This guide is based on our New Office Set Up Checklist and focuses on what businesses need so teams can sit down and get started from day one. It covers desk essentials, shared tools, facilities, and break areas without over ordering or unnecessary complexity. Mega Office Supplies supports new and growing workplaces by helping you plan once, order confidently, and avoid the most common set up mistakes.

Quick Checklist: Day One Ready

• Establish a shared stationery area
• Prepare desk essentials for each staff member
• Test printer access and scanning
• Set up filing and storage systems
• Start labelling cupboards and drawers
• Equip meeting spaces with basics
• Define a clear process for requesting supplies

Value Add: Download the New Office Set Up Guide (PDF)

Download the Guide

Day One Desk Kit (Per Person)

Benefit: These are the reach for items staff use immediately and repeatedly. Having them ready prevents constant interruptions and helps everyone start confidently.

• Uni Ball Jetstream Retractable Rollerball Pens
• Stats A5 Notepads Ruled
• Staedtler Assorted Highlighters
• Staedtler Glue Sticks
• Paper Clips Owl

Tip: Pack these into a simple desk drop bundle per person so staff can start without hunting.

FAQ: What’s the fastest way to stop staff borrowing supplies from each other?
Create one shared stationery point and a basic desk kit. Shared only set ups usually become messy within a week.

Print and Admin Ready (Avoid Day One Bottlenecks)

Benefit: Print access and admin basics keep onboarding, forms, invoicing, and internal communications moving immediately.

• Double A A4 Copy Paper
• Candida C4 Envelopes Window Face
• Protext A4 Laminating Pouches
• Bostik Blu Tack

Tip: Test printing, scanning, and permissions before move in day, ideally 48 hours prior.

FAQ: How much paper should we start with?
A carton is a sensible baseline for most small teams, then adjust based on print habits and customer facing admin needs.

Filing and Storage Foundations (So Documents Don’t Drift)

Benefit: Early structure prevents piles, lost paperwork, and inconsistent record keeping across the team.

• Marbig Lever Arch File Paper Spine A4 Black
• Marbig Indices and Dividers 5 Tab Manilla A4 White
• Colby 245A Display Book A4 20 Pocket Black
• Marbig Professional Document Wallet with Zip A5 Clear

Tip: Decide what is working, archive, and portable on day one, then file accordingly.

FAQ: Should filing be centralised or team based?
Centralise anything compliance or finance related. Keep team based filing for operational workflows, but make naming consistent.

Labelling and Wayfinding (Fix Confusion, Not With More Stock)

Benefit: Labelling reduces constant questions, stops duplicate ordering, and makes shared spaces self managing.

• Avery White Waterproof Labels
• Sharpie Permanent Markers
• Deflecto Wall Mount Sign Holder

Tip: Label shelves and cupboards by function, such as Print, Kitchen, and Meeting Room, before labelling by item.

FAQ: What’s the quickest indicator that the set up isn’t working?
If staff keep asking where things live, the answer is usually better labelling and clearer zones, not more stock.

Meeting Space Basics (Ready for Day One Briefings)

Benefit: A functional meeting area keeps projects moving and prevents ad hoc disruptions during briefings and training.

• Quartet Penrite Slimline Magnetic Whiteboard 1200 x 900mm
• Expo Low Odour Dry Erase Whiteboard Markers Fine Tip Black Box 36
• Quartet Magnetic Whiteboard Eraser
• Basic Wall Planner 2026 870 x 610mm

Tip: Store markers and an eraser in the room, not the stationery cupboard, so the space is always usable.

FAQ: How do we stop meeting rooms becoming a dumping ground?
Assign an owner, not a committee. A two minute weekly reset prevents months of clutter.

Washroom and Kitchen Start Up Stock (High Visibility Essentials)

Benefit: These are the first items people notice when they run out, and the fastest to trigger urgent orders.

• Who Gives a Crap Recycled Toilet Paper Carton of 48 Rolls
• Kleenex Compact Hand Towel White 90 Sheets Pack of 24
• Regal Hand Towel Roll Dispenser White RT DPS
• Handee Ultra Kitchen Towel 2 Ply 60 Sheets 2 Pack Carton of 6

Tip: Keep a two week buffer for washroom and kitchen consumables during the first month post move.

FAQ: How often should we check these areas?
A light weekly check works best. Facilities issues escalate quickly when they are ignored.

Reorder Rhythm (Keep It Simple)

• Monthly: pens, copy paper, whiteboard markers, notepads
• Every 3 months: filing, labels, storage and organisers

Mega tip: If staff are asking where things live, the set up needs more labelling, not more stock.

Set Up Once, Then Let the Office Run

A smooth office move is mostly about getting the basics right early. If you set up the shared zones, label clearly, and establish a simple reorder rhythm, your team will spend less time searching and more time getting work done.