> Guide: how to choose office chairs for your companySelecting office chairs for a company is a decision that affects not only employee comfort, but also operating costs, user safety, workplace aesthetics, and the overall efficiency of office furniture management. Unlike purchasing a single chair for a home office, ordering dozens or even hundreds of chairs requires careful consideration of a wide range of technical, organizational, and economic factors.
Professionals responsible for purchasing, administration, facility management, or procurement processes should evaluate office chairs not only in terms of price or appearance, but primarily with regard to their total cost of ownership and their suitability for long-term use.
In this guide, we present the key aspects that should be carefully considered before making a purchasing decision.
The first step should be to determine the environment in which the chairs will be used.
Different requirements will apply to:
The organization of work should also be taken into account. In hybrid work environments, chairs may be used by multiple employees on a rotating basis, making a wide adjustment range particularly important for quick adaptation to different users.
For organizations planning future growth, it is also worth considering the availability of identical models for future purchases and office expansion.
Standards are one of the most important criteria when selecting professional office chairs. They provide assurance that a product has been designed and tested for safety, durability, and ergonomics.
The most important standard for office chairs is EN 1335.
This standard defines, among other things:
It is important to remember that a manufacturer's declaration of compliance does not always mean that full testing has been carried out. For this reason, it is advisable to request test reports issued by independent laboratories.
It is also worth verifying the reputation of the laboratory that issued the test report, as the credibility of the testing body is essential to the reliability of the results. For example, TÜV and SGS are internationally recognized organizations whose test results are widely accepted around the world.
In the case of less well-known laboratories, it is advisable to verify whether they are accredited by a recognized accreditation body. In Poland, this role is performed by the Polish Centre for Accreditation (PCA), which ensures that testing is conducted in accordance with applicable standards and recognized testing procedures.
In a workplace environment, a chair is rarely used by a single person throughout its entire service life. Employees change, workstations are reassigned, and office layouts evolve over time.
For this reason, adjustment capabilities are of key importance. In fact, many of these adjustments are assessed as part of compliance with EN 1335.
Particular attention should be paid to:
The wider the adjustment range, the greater the likelihood that the chair can be properly adapted to users of different heights, body types, and working styles.
However, a large number of adjustments can also present challenges. More adjustments are not always necessary and, in some cases, may even become an obstacle to efficient use.
Below is a simplified analysis of the advantages and disadvantages associated with the number of adjustment functions. These factors should be considered when making a purchasing decision.
EXTENSIVE ADJUSTABILITY
ADVANTAGES
DISADVANTAGES
LIMITED ADJUSTABILITY
ADVANTAGES
DISADVANTAGES
Purchase price should not be the primary selection criterion. Far more important is the expected service life of the product. A professional office chair should withstand many years of intensive use.
It is worth paying close attention to the quality of the materials used and their origin. This topic goes beyond the scope of this guide, but it is an important aspect that should not be overlooked.
As with any product available on the market, there are office chair models that offer similar functions while differing significantly in price. Although such differences may sometimes result simply from pricing strategies, they are more often related to factors such as the quality of components used, manufacturing location, warranty coverage, durability, and overall product lifespan.
When evaluating office chairs, it is therefore advisable to look beyond the initial purchase cost and consider the total cost of ownership over the expected life of the product.
For long-term use, the durability of finishing materials is of great importance.
One of the most commonly used indicators is abrasion resistance, measured using the Martindale test.
For professional office environments, it is advisable to choose fabrics with an abrasion resistance of:
It should also be noted that values above 100,000 cycles are usually more than sufficient, as such levels of wear are rarely reached under normal usage conditions. While the Martindale rating is an important indicator of fabric quality, beyond a certain point higher values do not necessarily translate into a noticeable improvement in the performance of the finished product.
It is also worth paying attention to:
Upholstery materials are often certified separately from the chairs themselves. It is therefore advisable to ask the chair manufacturer to provide the relevant test reports or certificates to ensure that the selected fabric meets the purchaser’s requirements and expectations.
An equally important element is the foam used in the seat and backrest.
Foams can generally be divided into:
As a rule, molded foams offer superior performance, providing greater durability and better resistance to deformation over time.
Additional foam characteristics that may be important to purchasers include:
One of the most common mistakes is comparing offers solely on the basis of purchase price.
A much more meaningful indicator is the Total Cost of Ownership (TCO).
When evaluating office chairs, it is worth considering:
A chair costing €100 that needs to be replaced after five years may ultimately generate higher costs than a €200 model that remains in service for ten years.
For this reason, larger projects should be assessed from a long-term perspective, ideally over a period of at least 5 to 10 years.
In many organizations, office chair purchases are made in stages rather than all at once.
For this reason, it is advisable to choose manufacturers that offer long-term product availability and comprehensive product families.
Standardizing office furniture helps to:
This is particularly important for large companies, public institutions, and organizations operating across multiple locations.
For organizations, not only the product itself matters, but also the level of support provided after purchase.
Before making a decision, it is worth evaluating:
For large organizations, the ability to quickly replace damaged components is particularly important, as it helps minimize workstation downtime and maintain business continuity.
An increasing number of organizations are incorporating environmental considerations into their procurement processes.
It is worth checking whether the manufacturer offers:
These factors can help organizations meet their sustainability objectives while reducing the environmental impact of their workplace furnishings.
In office furnishing projects, the reliability of the supplier or manufacturer and the ability to deliver on time are often just as important as the product itself.
Before selecting a supplier, it is worth verifying:
Logistical issues can delay the opening of new office spaces or the implementation of relocation projects.
It is also worth paying attention to the quality of the supplier's documentation, including product descriptions, dimensions, renderings and photographs, as well as the possibility of viewing a sample product before making a purchasing decision.
Quick Checklist
✓ Does the chair comply with the requirements of the EN 1335 standard?
✓ Does the chair have verified strength and durability test reports?
✓ Does it offer an appropriate range of ergonomic adjustments?
✓ Is the chair designed for long-term use?
✓ What upholstery materials have been used?
✓ Are spare parts readily available?
✓ What are the warranty terms and conditions?
✓ Is reliable after-sales service available?
✓ Does the chair comply with the organization's standards and requirements?
✓ What certifications does the supplier hold?
✓ What is the supplier's track record and where is the product manufactured?
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Chairs and armchairs
Introduction