Equipment Recommendations
for Flexible Open Floor Plans, Telecommuting, and Remote Work
Moving from a private office to a flexible open floor plan or telecommuting requires more than just a change in how you work. It can also mean modifying or adding to your existing office equipment to accommodate the unique circumstances of your new work environment.
If your local management determines that it is necessary to purchase you computing equipment, you should first check with your unit’s IT support staff for equipment recommendations that are compatible with the unit's standards. Each unit has the discretion to determine what is a reasonable and appropriate purchase. If there are no predefined or preferred items required by the unit, you can refer to the recommendations below.
Below are University IT’s recommendations for equipment. If you have any questions about this page, please contact University IT. Don't see what you need? Please contact your local IT support.
Purchase and Tracking Instructions
To ensure Stanford-owned equipment is appropriately inventoried and tracked, each unit must have an equipment accounting process. Regardless of the tool used (e.g., Excel, ServiceNow), the maintained information must include identifying data for each piece of equipment and the name of the person to whom the equipment is assigned.
The equipment recommended below is available through the Amazon Business portal in iProcurement (ofweb.stanford.edu > SU Internet Procurement > Amazon Business). If you want to purchase any of this equipment, you should follow your department’s purchasing process. If you want to purchase directly, you should first check with your manager on reimbursement policies.
COVID-19 Related Purchases: When completing the ordering, payment, or reimbursement for equipment purchased to support telecommuting as a result of Stanford’s response to COVID-19, the transaction’s Business Purpose must include the term COVID for reference. For more information about tagging financial transactions, visit Financial Management Services’ COVID-19 news bulletin.
Equipment Recommendations for Telecommuting During the COVID-19 Pandemic
A hardware bundle suitable for telecommuting may vary from unit to unit depending on business needs and the specific work you do. The following recommendation is for equipment that can work for most telecommuting scenarios and was built specifically to assist you during the COVID-19 crisis.
Before Purchasing Equipment
If you have some of this equipment at your normal Stanford work location, you should talk to your manager to see if it is reasonable to pick it up. See the Temporary Movement of Office Equipment guidelines for more information. Also, keep in mind the Provost’s request to minimize any discretionary spending in her April 2 email to the Stanford community.
You should check with your local IT staff to determine if local equipment recommendations are different.
The specific sections below provide additional purchasing information for all the equipment mentioned here. Check with your manager regarding local purchasing policies and procedures, and for purchasing approval.
Equipment Recommendations
- Laptop
If you already have a laptop, purchasing a new one is unnecessary. Most laptops purchased within the last three years will meet today’s standards for telecommuting. Today’s recommendation for laptop purchases are:- Apple MacBook Pro 13", 256 GB SSD, 16 GB
- Dell Latitude 7400, 256 GB SSD, 16 GB
- Monitors
A separate monitor can enhance the ergonomics of your telecommuting setup and give you more space to view large format content. Today’s recommendation is:- Dell U2415 (DisplayPort and HDMI)
- Note: Includes monitor stand
- Note for Macs: Adapter cable required (USB-C to DisplayPort)
- Dell U2415 (DisplayPort and HDMI)
- Keyboard and Mouse
Having a separate keyboard and mouse you can use with your laptop enhances the ergonomics of your telecommuting setup. Today’s recommendations are:- Apple
- Magic Keyboard (Bluetooth Wireless)
- Magic Mouse 2 (Bluetooth Wireless)
- Dell
- Dell KB216 Wired Keyboard
- Dell MS116 Wired Mouse
- Dell KM636 Wireless Keyboard and Mouse
- Dell KB216 Wired Keyboard
- Apple
- Headset
While many headsets with microphones work well for conducting meetings or placing calls when telecommuting — including the one you may already use with your other mobile devices — a quality headset can improve the audio experience for you and other meeting participants. Today’s recommendations are:- Jabra Evolve 80 UC - USB
- Jabra Evolve 75 UC - Wireless
- Webcam
Video meetings held while telecommuting (e.g., Zoom video conference meetings) are significantly enhanced when you include video. Most laptops include a quality camera and do not require the addition of an external webcam. If your laptop does not include a camera, you should consider adding a webcam. Today’s recommendation is:- Logitech HD Pro Webcam C920S
Privacy Screens
If you work with High Risk Data, PHI, or other private/secure information, or if you simply desire more privacy at your workstation, consider a privacy screen. Privacy screens are polarized sheets of plastic that are placed over a computer screen to prevent screen visibility from any angle other than straight on.
Laptops
Note: These links take you to vendor pages where you can get product specifications. They are not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
Desktops
Note: These links take you to vendor pages where you can get product specifications. They are not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
- Mac: Apple Desktops (iMac)
- PC: Dell Monitors
Headsets for Open Work Environment
In an open work environment, it is important to have wired headsets with active and passive noise cancellation. With wired headsets, you avoid having to charge the headset and you won’t run into potential interference in heavily Bluetooth-saturated areas.
If you use speakers in your private office currently, you will need to switch to a headset to avoid noise disturbances to your colleagues in an open office space.
Jabra Evolve 80 UC
Active and passive noise cancellation, and USB wired headset
- Amazon Standard Identification Number (ASIN): B00ODRSQKW
Logitech USB Wired Headset H390
USB Headset with Noise Cancelling Mic
- Amazon Standard Identification Number (ASIN): B000UXZQ42
Webcam
Almost all laptops provisioned within the past five years already have built-in webcams. If you are unsure whether your laptop has a webcam, consult your local IT support. If you require an add-on webcam for your desktop or laptop to allow better quality and more flexibility, view the options below:
Logitech HD Pro Webcam C920
Widescreen Video Calling and Recording, 1080p Camera, Desktop or Laptop Webcam
- Compatible: Windows 7+, Mac OS 10.6+
- USB Port
- Full HD 1080p video calling (up to 1920 x 1080 pixels)
- 720p HD video calling (up to 1280 x 720 pixels) with supported clients
- Full HD video recording (up to 1920 x 1080 pixels)
- H.264 video compression
- Built-in dual stereo mics with automatic noise reduction
- Automatic low-light correction
- Tripod-ready universal clip fits laptops, LCD or monitors
- 2 Year Limited Hardware Warranty
- Amazon Standard Identification Number (ASIN): B006JH8T3S
Power Adapters
In an open flexible work environment or with any telecommuting arrangement, you will likely find yourself moving to and from various rooms and spaces quite frequently. To ensure your laptop stays charged when not at its docking station, consider an extra power adaptor to carry with you as you move about. Please contact your local IT support to determine available options.
Standing Mats
For extra comfort when using a standing desk, a standing mat is a good option. Review the recommendations below.
GelPro NewLife Designer Comfort Mat
This anti-fatigue cushion mat for standing features a 3/4" thick ergo-foam core which can provide excellent support and prevent feet, legs and back pain.
- Amazon Standard Identification Number (ASIN): B016M6KL68
Laptops, Desktops, and Tablets
Staff moving from Stanford’s historic campus to Stanford Redwood City will take their existing computer systems, monitors, monitor arms, and laptops with them. If special circumstances require you to get new equipment, review the recommendations below.
Mac
| Type | Apple |
|---|---|
| Core Macintosh Laptop | Apple MacBook Pro 13" with Touch Bar |
| Extended Macintosh Laptop | Apple MacBook Pro 16" with Touch Bar |
Windows
| Type | Dell | Lenovo |
|---|---|---|
| Core Windows Laptop | Dell Latitude 7400 | Lenovo ThinkPad T490s |
| Extended Windows Laptop | Dell Precision 5540 | Lenovo ThinkPad P2 Gen 2 |
| Windows Ultraportable | Dell Latitude 7300 | Lenovo ThinkPad X390 |
| Core Windows Desktop | Dell OptiPlex 7070 Small Form Factor Dell OptiPlex 7070 Micro |
Lenovo ThinkCentre M720S Small Form Factor |
| Extended Windows Desktop | Dell OptiPlex 7070 Mini Tower | Lenovo ThinkCentre M920T Mini Tower |
| Type | Microsoft |
|---|---|
| Core Windows Tablet | Microsoft Surface Pro 7 |
Keyboards and Mice
Staff moving from Stanford’s historic campus to Stanford Redwood City will take their existing keyboards and mice with them. If special circumstances require you to get new equipment, review the recommendations below. For any ergonomic-related questions or concerns, contact Stanford Environmental Health & Safety.
Mac
New Apple computers come equipped with wireless keyboards. If you prefer a wired keyboard, it will work with a USB-C to USB adapter.
Note: These links take you to vendor pages where you can get product specifications. They are not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
PC
PC Laptops and desktops can use either wired or wireless keyboards.
Note: These links take you to vendor pages where you can get product specifications. They are not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
Laptop Locks
Protect your laptop and the information that's on it with a laptop lock for your Mac or PC.
Mac
Note: This link takes you to vendor pages where you can get product specifications. It is not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
PC
Note: These links take you to vendor pages where you can get product specifications. They are not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
- Kensington Combination Laptop Lock - For Dell laptops with Kensington lock slots (e.g., Dell Latitudes prior to 7280 and 7480 models). Check with your local IT for confirmation.
- Noble Security Wedge Profile Lock - For Dell laptops with Noble lock slots (e.g., Dell Latitude 7280+ and 7480+ models). Check with your local IT for confirmation.
Telecommuter and Travel Accessories
Take your work on the road with these helpful and ergonomic accessories.
Fentri Laptop Bag with Built-in Laptop Stand
Note: This link takes you to vendor pages where you can get product specifications. It is not intended to direct you to a purchasing suggestion. Click the View purchasing instructions button below for additional information.
Fentri Laptop Bag with Built-in Laptop Stand: A laptop bag with built-in, adjustable, folding laptop stand enabling you to create an ergonomic work space on-the-go.
Ergonomic Accessories
When telecommuting, Stanford Environmental Health & Safety (EH&S) Ergonomics recommends use of an external keyboard, external mouse, and either an external monitor or a laptop riser to help maintain neutral upright postures.
For more information about telecommuting ergonomics, visit EH&S Telecommuting and Mobile Ergonomics.
Go to Telecommuting and Mobile ErgonomicsGo to the Ergonomics Product List
