Cleaning & maintenance of office chairs

General

Office chairs do not require extensive maintenance; however, in order for them to perform their function reliably over a long period of time, attention should be paid to several aspects:

• an office chair is always used within a furnished interior environment, therefore care should be taken to ensure that the mobility components (casters, glides) do not damage the floor or carpet,
• most office chairs are equipped with a gas lift, to ensure trouble-free operation, the gas lift should be cleaned regularly,
• following a few basic maintenance guidelines will help prevent more serious problems in the future.

This document applies in particular to office chairs equipped with a gas lift; however, the information provided also applies to other types of chairs.

Assembly

The chair should be assembled correctly.

The primary criterion for proper assembly - apart from strictly following the assembly instructions - is ensuring that all components are securely tightened. Improperly tightened screws may result in parts becoming loose, which can damage individual components or the chair’s structure.

What to pay attention to:

• before using the chair, check that all screws and knobs are properly tightened,
• the chair should only be used once all screws have been securely tightened,
• after approximately 2–3 weeks of use, all screws and knobs should be checked again and re-tightened if necessary,
• if washers are specified in the assembly instructions, it is essential to ensure they are installed in the correct locations,
• if any screw, nut, or knob becomes loose, it should be tightened immediately, while also checking the remaining components.

Gas springs

WARNING!

DO NOT DISASSEMBLE OR HEAT THE GAS LIFT – THERE IS HIGH-PRESSURE AIR INSIDE!
REPLACEMENT OF THE GAS LIFT PISTON MAY ONLY BE CARRIED OUT BY TRAINED PERSONNEL!

WARNING!

Do not use WD-40 or any other liquid oils to lubricate the gas lift piston – the liquid may leak from the bottom of the gas lift and stain the floor.

Gas lift maintenance:

• the gas lift does not require any special maintenance apart from regular cleaning,
• every 6–12 months (depending on the type of room and its level of dust and contamination), the piston should be wiped with a dry cloth to remove dust and dirt - any contamination may negatively affect the operation of the gas lift and may eventually cause it to stop functioning,
• the use of cleaning agents on the gas lift is not recommended – the piston surface is perfectly smooth and wiping it with a dry cloth removes most dirt,
• if it is necessary to clean the piston using cleaning agents, make sure it is thoroughly dried before use,
• the gas lift piston should be cleaned using products suitable for cleaning steel surfaces,
• after long-term use (over 5 years), if the gas lift appears to operate less smoothly even after cleaning, the piston may be lubricated with bearing grease, however it is essential to ensure that the grease is not liquid, as it may leak from the bottom of the gas lift.

Movement mechanism

Office chair mechanisms are generally maintenance-free. They should operate reliably for many years.

Chair movement mechanisms may produce certain “sounds” that do not indicate a defect, but are simply the natural physical effects of the materials from which the mechanisms are made.

So what should cause concern and may require service intervention?

• no response from levers or buttons,
• loud squeaking or knocking noises with every movement,
• no recline when the lock is released, or reclining when the lock is engaged,
• sudden "jumps" (lack of smooth motion) during reclining.

Sometimes minor adjustments or the application of grease in the appropriate place may be sufficient. However, such actions should be consulted with technical support.

As a general rule, mechanisms should not be disassembled by untrained personnel. Mechanisms contain components such as springs, which may “pop out” of the mechanism.

Castors

Even when the correct type of castor is used, wooden floors or laminate flooring may still become damaged during chair use. This is typically caused by debris (e.g., sand) getting trapped between the wheel tread and the floor surface. The seller shall not be held liable for damage to wooden or laminate floors resulting from the use of chairs with castors on such surfaces. To protect flooring (laminate or wood), protective floor mats can be purchased.

To minimize the risk of damage, the following measures should be taken:

• clean the castors regularly and frequently — even once a week — removing sand, dirt, dust, and other debris,
• vacuum the floor under the chair on a regular basis,
• depending on the level of dirt, remove hair or fur that may become tangled in the castors and prevent them from rotating properly.

Cleaning dirt from the castors does not affect the lifespan of the casters themselves (except in exceptional situations), however, it has a very significant impact on the condition of the floor.

Steel elements

Metal (steel) surfaces require special care during cleaning, as there is a risk of damaging the coating.

Cleaning should be carried out using standard cleaning agents; however, the limitations listed below must be observed.

Steel products with galvanized coating (chrome)

When cleaning galvanized surfaces (e.g., chrome) on steel products, the following are strictly prohibited:

• any chemicals containing hydrochloric acid solutions or hypochlorite – these will damage the chrome coating and cause yellow discoloration of the components,
• cleaning agents containing hard, sharp abrasive substances (e.g., scouring powders) – these will permanently scratch the surface and result in loss of gloss and smoothness,
• chlorine-based cleaning creams (bleaches),
• metal scouring pads or metal scrapers.

Painted steel products

When cleaning painted steel surfaces, the following are strictly prohibited:

• cleaning agents containing hard, sharp abrasive substances (e.g., scouring powders) – these will permanently scratch the surface and cause loss of gloss and smoothness,
• chlorine-based cleaning creams (bleaches),
• metal scouring pads or metal scrapers.

Plastic elements

Plastic surfaces do not require any special maintenance.

Cleaning can be carried out using standard cleaning agents.

Specialized plastic cleaning products may also be used (e.g., products intended for cleaning car dashboards).

What not to do

Below are several practical notes regarding the use of office chairs, in addition to those mentioned above.

These remarks relate to both warranty and usage matters; however, we include them here because they have a direct impact on the lifespan of the chair.

Adjustment of chair settings

Before using the chair/armchair, all chair settings should be properly adjusted.

In particular, attention should be paid to adjusting the seat height and armrest height to match the height of the desk. Failure to do so may result in damage to the armrests or the desk surface.

Improper use of the chair

Examples of improper use of the chair/armchair include:

• sitting on the armrests – this may cause them to break,
• pulling yourself up using both armrests – this may cause them to break,
• leaning your full body weight against the backrest while not sitting on the chair/armchair (e.g., standing behind the chair and leaning on the back of the chair),
• sitting on the front or side edges of the seat.