How to Ask Your Employers for Work Equipment
Supply And Demand
Whether you’re working in the office or at home (or both!), oftentimes employers will furnish you with the appropriate equipment to carry out your tasks, projects and duties.
However, it can be daunting to put forward a request to your employer for the tools you need, particularly if you’re only just starting out at the company or you don’t have the funds to purchase your own hardware.
So, what course of action should you take?
Tooling Up
Firstly, familiarise yourself with the company’s policies, standards or approaches regarding equipment and devices. Whether they offer a stipend, reimbursements or are willing to cover costs of any and all office essentials (more on these later!), it’s important to know what is provided by the company and what you may need to purchase on your own.
Secondly, try to identify what office essentials you need. For example, if you’re working at a law firm, an IT business or a real estate company, you may only need a desktop computer or laptop, a printer, a phone, software and a working Internet connection. Extra accessories such keyboards, headphones, desks, second monitors and surge protectors can also be requested, though this depends on your specific job role and requirements.
Thirdly, conduct some research on the equipment you need. Check in with your IT department or manager/supervisor to see if there are any specific brands, models or specifications required for your job. The more research you do, the better you will be able to make an informed decision on what equipment to request.
Fourthly, create a list of the items you need. Prioritise which ones are needed more, while the rest can be considered as options. In conjunction with this list, draw up a budget so that employers can get a sense of how much they can spend (and save) on these items.
Lastly, it’s time to schedule a meeting with your manager/supervisor, HR department or office manager: here, you will put forward your request, present your findings and explain how it will benefit your work performance in the long-run.
For example, you may be working on an older model of laptop, which is slow, constantly breaks down and is incompatible with current software apps – by upgrading to a newer laptop, not only will you and the company be saving money on repair costs, but you will also be able to work more efficiently and effectively, ultimately improving productivity and quality of work.
Fine Print
Once your employer hears your request, they may either be willing or hesitant to equip you with the tools you need. Depending on their policies, and whether you work in-office or remotely, they could be open to negotiating and compromising on certain items or costs.
There are a number of policies that employers may enforce:
- Computers/Software Only
Employers may opt to only supply their employees with a PC desktop computer or laptop, furnished with the latest software, and completely integrated with their network and systems. This approach ensures that you have access to all the necessary tools and resources to efficiently carry out your responsibilities. Plus, maintenance and troubleshooting can be managed by the company’s IT support staff.
The downside is that you can only use your device for work-related purposes and can’t personalise it in any way.
- Full Office Set-Up
Per this policy, employers supply their employees with everything they need, ranging from computers, phones and software to desk chairs, routers and uninterrupted power supply devices. At the office, this can take the form of an assigned workstation; at home, you will need a dedicated workspace to set up all your equipment, furniture, etc.
Should any of these require repairs or upgrades, then you can readily approach your employers for assistance, which can save money in a personal capacity. Again, however, you will be required to use all of these only for work-related purposes, and the company may reserve the right to monitor your usage.
- Home Stipend
If you’re replacing, repairing or upgrading personal supplies, looking to purchase software, or if you need funding for your Internet connection, then employers can provide you with a home stipend. Partial payments, paid out on a monthly or annual basis, can go a long way in securing the supplies you need.
It’s a win-win method, in that employees are able to be productive and feel valued, while their employers are able to maintain high retention rates. However, these stipends may not cover other expenses such as utilities, rent or other basic living costs.
- Reimbursement
With the reimbursement method, employees buy their own office supplies and devices first, then submit their receipts to their employers and receive compensation.
Of course, this method can potentially put a strain on your personal finances. What’s more, there may be delays in being reimbursed, which can lead to frustration if you’re in need of funds quickly.
- BYOD
With the “bring your own device” (BYOD) policy, employees can use their own personal devices for work purposes, such as laptops, tablets or smartphones. Employers may provide support for setting up these devices for work use.
BYOD can be a convenient and cost-effective option for both you and your employers, plus it enables you to work on devices with which you’re most familiar. However, there may be security concerns when using personal devices for work purposes. Plus, when it comes to tech support and repairs, this will fall on you, not on the company.
Make The (Up)Grade
Equipping yourself with the right tools for work is crucial for maintaining productivity, efficiency and overall job satisfaction. It’s important to understand the different policies and options available to you so that you can put forward a request for new supplies with confidence. Good luck!