Upgrade Your Home Office

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By Erin Hayes Burt • Photography By Jennifer Polixenni Brankin

Thanks to technology, leaving the job behind and achieving that sought after work/life balance can be a difficult venture for anyone, but those who telecommute may especially feel this divide slipping away. But even those who work exclusively from home can maintain sanity with some strategic planning. “The secret of all victory lies in the organization of the non-obvious,” said Roman Emperor Marcus Aurelius, who probably struggled more with the work/life balance than most anyone.

Granted, Marcus Aurelius didn’t have to deal with his Blackberry’s chirps or the constant ping of incoming emails, but organizing the non-obvious is the perfect description of a good home office. Good design goes way further than having an inbox and a few file cabinets.

Improving the function of your space may require a few upgrades. For instance, if you don’t have a dedicated work computer, it’s time to get one. Keeping important or sensitive information where the kids play video games has definite drawbacks, and if you have older kids, there may also be an issue of battling for time on the computer. Beyond that, it may also be hard for you to relax if you’re using the same equipment for personal activities that you have to use for work.

Form and Function

Once you determine a dedicated office space, efficiency is key. Arranging your workspace in an L or U shape will help keep everything within reach. Multi-function equipment such as an all-in-one printer/copier/fax machine is another great way to save precious desktop space. In Ron and Gwen O’Neil’s Oro Valley Country Club home office — designed by Bob Trotter, owner of Tucson’s California Closets — a printer/copier/fax machine was placed in the middle of a large cabinet unit that sits above file drawers. “That way, I can print something or get a fax, and file it right there,” says Ron O’Neil. “And it’s within arm’s reach of my desk.”

When determining which of the shapes to build your build your office, it is important to consider whether it will have to double as another space at times. O’Neil’s office, for instance, was designed as an L because it also needs to double as a guest room when their house is filled with grandchildren. A flat screen TV sits on the wall opposite O’Neil’s desk. “I can watch TV while I work, and when the grandkids come over, this is the movie room.”

Lighting is also integral to any room. In a room with an abundance of natural light, you may only need desk lamps. With built-in units or if you have lots of shelving, under cabinet lights may be necessary. If you are on the computer most of the time, consider placement of your desk so that you don’t struggle with glare on your screen from either a window or other light source.

Style

If you already have an amazing view or an ornate focal point for the room, half the design has already been done for you. At the O’Neil’s, flags that have flown over both Sacramento and the White House, and other unique memorabilia take center stage.

If you don’t have a focal point, you can create one with an armoire, bookshelf, artwork, or built-in desk and shelves. Built-in units often come in a variety of finishes that can compliment the décor elsewhere in your home while remaining highly functional and organized. While sometimes more expensive than traditional office furniture, they are also more customizable and can accommodate special organizational needs.

Make it Work for You

Gwen O’Neil doesn’t work out of her home, but since her husband does, he reigns over the office space. All Gwen wanted was a quiet little area to check email and print out pictures of the grandkids, so she took over a walk-in closet in the guest bedroom. “I just had a card table with my computer on it in there at first.” But since the space worked for her, Trotter and his California Closets team went with it. “We made sure there was adequate lighting, and then custom cut the counter top, since the space was smaller and you wouldn’t want a standard counter in there,” he says. With enough room for a desktop computer, printer and photos of the grandkids, now Gwen has the perfect little nook. “We call it the ‘cloffice,’” she laughs. It’s a cloffice that even Marcus Aurelius would be proud to work in.

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Tax Tips

If your home office doubles as your actual office, you can write off certain expenses as long as they aren’t for personal use. An easy rule of thumb is to only write off items used exclusively or primarily for work. Remember to save all receipts and keep up with tax laws. What can be claimed one year doesn’t mean it can be claimed the next. Examples of deductions include:

1. Telephone: A separate business telephone and any expenses related to it, such as long distance.

2. Office Machines: Some of the costs of a personal computer, printer, copier, calculator, and other office items can be deducted. Calculate how much of each device is used for work versus personal use. Deduct only the work portion.

3. Office Furniture: The costs of a desk, chair, filing cabinets, lamps and other furniture.

4. Office Supplies: These would include pens, paper, file folders, ink cartridges, erasers, bulletin boards, calendars, dictionary, glue, transparent tape, etc.

If you do intend to write off items at tax time, remember to save all receipts related to write-offs. Since tax laws change every year, make sure to check before claiming deductions. Visit IRS.gov to find out the current laws.

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