A Guide to Setting Up Your First Office IT Setup in Malaysia

Setting up your first office is an exciting milestone, but it also comes with plenty of logistical decisions. One critical aspect of your operational capacity is your IT setup.

No matter the business size, a proper office IT setup is paramount for carrying out operations and getting work done. But between the many devices, setups, and items required, it can be tricky to stay on top of everything you will need.

Worry not, let’s get into what to prioritise when planning your IT setup for a new office in Malaysia.

Understanding your office IT setup needs

Before purchasing any hardware or software, assess your operational needs and determine the following:

1. How many employees will need access to computers?
2. What kind of work will be done on each device?
3. Will the team be hybrid, remote, or fully in-office?
4. Do you plan to scale quickly in the coming months?

Ideally, every team member should have an adequate device to perform their duties in any given work arrangement. Additional units should be kept on hand as well in case of emergencies (devices breaking down, being stolen, etc.) and if you plan to scale.

Once you’ve determined the business IT equipment you’ll need, it’s time to start shopping.

1. Computers and hardware

In any office IT setup, the computers will be the backbone of daily operations and workhorses for your team. Common devices include:

Each device has its share of advantages and disadvantages, so pick those that best fit your team’s and business needs.

2. Software and applications

Once your hardware is set up, you’ll need the right software and productivity tools. For most work computers, essentials to have include:

• Microsoft 365: Office suite (Word, Excel, Outlook), cloud services like OneDrive
• Google Workspace: Email, document collaboration, cloud storage
• Zoom: Video conferencing platform for remote meetings
• Microsoft Teams or Slack: Internal team communication and collaboration
• Google Drive or Dropbox: File storage and sharing

If you work with industry-specific software, such as accounting software (QuickBooks, Xero) and design tools (Adobe Suite), this is the time to install them as well.

Tip: Consider using remote device management tools (like Intune or Jamf) to push software installations and updates directly to company laptops. This saves time, especially as your team scales.

3. Networking and internet setup

An IT setup for a new office is only as strong as your Internet connection. As such, you’ll need several key items:

• High-speed internet plans suited to your team size and bandwidth requirements
• Mesh Wi-Fi systems or extenders for wider coverage
• Wired connections via network switches for crucial stability

Installing and setting up your network infrastructure will then involve several steps:

1. Plan network layout: Identify optimal spots for routers, switches, and wired connections.
2. Install and connect hardware: Lay out cabling, set up routers and switches, and connect all physical components.
3. Power up and test connections: Ensure all devices are powered. Verify wired and wireless connections are working.
4. Configure the network: Set up SSIDs, apply security settings, and create separate networks for staff, guests, and devices.
5. Run signal strength tests: Detect and fix weak zones before launch. Larger or multi-room offices can benefit from mesh Wi-Fi or extenders here.

Tip: Routers should be centrally placed to maximise coverage. For added stability, it’s best to use wired connections.

4. Accessories and other business IT equipment

Beyond the computers themselves, don’t forget the peripherals, as they can make a big difference in boosting day-to-day productivity:

• Monitors for extended screens or dual-display setups
• Ergonomic keyboards and mice to reduce strain
• Docking stations for hybrid and hot-desking environments
• Headsets or speakerphones for video conferencing
• Printers and scanners (as needed) for signed documents and reports

Tip: Not every accessory is essential from day one, so prioritise based on your team’s workflow. For example, dual monitors for finance teams or headsets for sales staff.

5. Cybersecurity essentials

After your ecosystem is set up, it’s time to safeguard it.

Cybersecurity can be a little complex, but there are some easy but valuable ways to build it into your office IT setup:

• Install antivirus and anti-malware software to keep devices protected
• Enable firewalls on company routers and computers
• Use strong passwords and enforce multi-factor authentication (MFA)
• Limit admin privileges to essential personnel only
• Use VPNs to secure remote or hybrid work connections
• Conduct employee training on phishing and social engineering threats
• Schedule regular updates for operating systems and software

Cyber threats are constantly evolving, and even small businesses are prime targets for attacks like phishing or ransomware, so keep your IT setups secure at all times.

6. Additional items to include in your IT setup

Once you’ve got most of the bases covered, round your setup off with these items to keep operations running smoothly:

1. Scheduled maintenance and upgrades: Perform regular health checks to detect issues early and maintain device performance over time.
2. Cloud backup and data recovery plans: Protect your business from data loss caused by hardware failure, cyberattacks, or accidental deletion.
3. Insurance coverage: Insure high-value equipment such as servers and networking gear against theft, fire, or other unforeseen incidents.
4. Dedicated physical space: Provide secure, well-ventilated storage for your servers, routers, and other gear to reduce overheating risks and keep them safe.

All these help you avoid costly disruptions for your IT infrastructure whilst ensuring it remains stable, secure, and reliable.

Build smart, but scale smarter with Smart Rental

Many items and factors go into your first IT office setup, but a well-planned approach with performance, budget, and scalability needs in mind can go a long way in creating the IT ecosystem you need.

But with business IT equipment often being no small expense, it’s best to get the computers and gear you need at a cost-effective price. Fortunately, there is the option of renting computers and leasing laptops in Malaysia!

Cue Smart Rental, where we offer flexible rental solutions for remanufactured and new laptops, desktops, and more. With our business-ready laptop subscription plans from as low as RM38/month, we provide the devices you need for small business IT setups and more.

Explore our full catalogue or contact us today to start building your first office with confidence!

FAQs

1. What is the average IT cost for a small business?

This depends on the business size and its needs. For small business IT setups, you can expect to spend anywhere from RM10,000 to RM50,000 on essentials like laptops, networking equipment, software licences, and cybersecurity tools. Costs can rise further if you require servers or industry-specific software.

2. Should I buy or rent business IT equipment for my office?

Buying gives you ownership but requires a large upfront spend and ongoing maintenance. On the other hand, renting or subscribing to IT equipment can be more cost-efficient and flexible as external providers manage the equipment for you while ensuring devices stay current.

3. How do I set up an IT department?

For smaller companies, a full IT department may not be necessary. Instead, start by assigning basic responsibilities: managing software licences, maintaining hardware, and overseeing cybersecurity. As your business grows, consider hiring dedicated IT staff or outsourcing to managed service providers.

Another option is to simplify operations through device rental or Device-as-a-Service (DaaS) solutions, where hardware comes pre-configured and supported. reducing the need for heavy in-house management.