Introduction
Having a quality office chair is essential for employees who spend long hours at a desk. Investing in comfortable, ergonomic seating helps prevent injuries and reduces strain. However, without proper care, even the best chairs can deteriorate over time. Maintaining your office chairs helps sustain both comfort and performance.
With simple, regular maintenance, you can extend the lifespan of office chairs and ensure they continue providing top-tier support and comfort. This guide will cover tips to keep your chairs in optimal condition. We'll discuss regular inspections, cleaning methods, lubrication, adjustments, care for specific components, preventative measures, and recognizing when it's time for a replacement.
Regular Inspections
Regularly inspecting your office chair is crucial to ensuring it remains in optimal condition and provides proper support. Set aside time every few months to thoroughly look over your chair and check for any issues.
Look for signs of wear and tear, such as:
- Rips, holes, or fraying in the fabric
- Cracks or damage in the frame, armrests, or base
- Loose or disconnected parts
- Missing screws, bolts, caster wheels, etc.
Test all adjustment mechanisms by raising, lowering, swiveling, and tilting the chair in every direction. The controls should move smoothly without getting stuck. Listen for any squeaks or strange noises, which can indicate a need for lubrication or repair.
Take note of any issues you find and address them promptly to avoid bigger problems down the line. Even minor fixes like tightening loose screws can go a long way in extending the usable life of your office chair.
Cleaning
Regular cleaning is important for extending the life of your office chair and maintaining its appearance. Here are some tips for keeping your chair clean:
Vacuum upholstery regularly. Use the brush or upholstery attachment on your vacuum to remove dust, dirt and debris from the fabric on a weekly basis. This will prevent buildup and keep the fabric looking fresh.
Spot clean stains. Don't let spills or stains sit - blot them immediately with a clean, damp cloth. For tougher stains, use a small amount of mild soap and warm water. Avoid harsh cleaners or bleach that could damage the fabric.
Disinfect periodically. About once a month, wipe down high-touch areas like the armrests and seat back with disinfecting wipes to kill germs and bacteria. This is especially important if your chair is used by multiple people.
Properly cleaning your office chair will help it hold up better over time and keep you sitting in a clean seat!
Lubricating
Proper lubrication is important for keeping your office chair parts moving smoothly. Over time, lack of lubrication can lead to squeaking, grinding, and stiffness. Here are some tips for lubricating key areas:
Lubricate moving parts like the tilt mechanism. Look for places where metal or plastic parts rub against each other. Use a small amount of lubricant on joints or pivots. Recommended lubricants include silicone spray, lithium grease, or lubricant designed specifically for office furniture.
Apply lubricant carefully and wipe away any excess. You only need a thin coat. Too much lubricant can attract dirt and debris.
Lubricate once every 3-6 months or whenever your chair starts making noise or feeling stiff. Re-lubricating will keep the mechanisms running smoothly for years.
Adjustments
Proper adjustment of your office chair is crucial for comfort and ergonomics. Here are some tips for adjusting your chair:
Ensure the seat height allows your feet to rest flat on the floor with your knees bent at a 90-degree angle. Adjust the seat height up or down as needed. Taller individuals may need a foot rest to achieve proper positioning.
Adjust the backrest to provide adequate lumbar support in the curve of your lower back. Make sure it supports the natural curve of your spine.
Position the armrests so your shoulders are relaxed and your arms rest lightly on them. Adjust the armrest height and width accordingly. For keyboarding, your arms should form a 90-degree angle at the elbow.
When using your chair for long periods, make minor adjustments from time to time to relieve pressure points. No single posture is best for prolonged sitting.
When different users adjust the chair, make sure to re-set the controls back to your own custom settings. Mark your preferred positions with tape or labels to make re-adjustment easier.
Periodically double-check all adjustment lever locks to ensure they are tight and secure.
Casters/Wheels
Wheels are one of the most important yet overlooked components of an office chair. They allow for smooth mobility and support the chair's weight. It's important to regularly inspect and clean wheels to ensure they continue rolling properly.
Use a soft cloth to wipe down each wheel, removing any built-up debris or dirt. Examine wheels for signs of damage or excessive wear. Wheels can become brittle and crack over time. Replace any wheels that are split, wobbly, or no longer spin smoothly.
Replacement wheels can be purchased from office supply stores or the chair manufacturer. Most chairs use standard wheels that pop on and off. Simply pull firmly to remove the old wheel and push the new one into place. Having a set of replacement wheels on hand allows you to swap them out as soon as damage occurs, keeping your chair rolling like new.
Upholstery
The upholstery on your office chair endures a lot of wear and tear. Follow these tips to keep it in good shape:
Condition leather regularly. Use a leather conditioner to keep leather supple and prevent cracking. Apply conditioner a few times per year.
Repair minor splits or cracks. Small tears in leather can be repaired with super glue or a leather filler product. This prevents further damage.
Replace worn fabric. Over time, fabric can become frayed, stained, or ripped. Reupholstering the chair or installing new seat covers restores appearance and comfort.
Armrests
Armrests are important for promoting proper posture and reducing strain while working. Over time, armrests may become loose or the padding can wear out. Here are some tips for maintaining your chair's armrests:
- Check that the armrests are firmly attached and don't wobble. Try tightening the screws underneath or on the side of the arm pads if they are loose. Tightening loose armrests will provide better support.
- Inspect the arm pad covering and foam/padding underneath. If the covering is ripped or the foam is flattened, replace them right away. Worn out padding will not provide adequate comfort for your arms.
- Replace damaged arm pad covers by removing the screws and detaching the old cover. Slide on a replacement cover and reattach with screws.
- To replace compressed foam padding, remove the arm pad cover and old foam. Cut replacement foam to size and secure back in place before replacing the cover.
Properly maintaining your chair's armrests will ensure they continue providing ergonomic support and comfort while you work.
Preventative Tips
Take steps to prevent excessive wear and tear on your office chair:
- Use a floor protection mat under and around your desk area to avoid scratching hard floors or wearing down carpet.
- Avoid rolling over rough surfaces that could damage the chair's wheels/casters.
- Limit excessive swiveling that can degrade the gas lift cylinder.
- Refrain from tilting too far back, which strains the tilt mechanism.
- Redistribute the chair's cushioning by periodically sitting in a different position.
- Get up and move around periodically to avoid concentrated pressure points.
Taking preventative measures will extend the usable life of your office chair and sustain its comfort.
When to Replace
There comes a point when an office chair has simply reached the end of its usable lifespan, no matter how well you maintain it. Here are some signs that indicate it may be time to replace your office chair:
Signs of Irreparable Wear and Damage
If the upholstery is ripped or cracked beyond repair, the foam cushioning has lost its shape and support, the armrests are loose or broken, or any other component shows extensive damage, the chair likely cannot be restored to proper working order. Severe stains, scratches, dents, or rust are also signs of excessive wear.
Cost Analysis of Repairs vs Replacement
Assess whether the costs of repairs and replacements parts exceed more than half the cost of a brand new chair. If so, it's often more economical to invest in a new chair rather than sink money into fixing one that is clearly past its prime. Weigh the costs against the remaining usable lifespan of the chair if repaired - you don't want to pay a lot for repairs only to need to replace it shortly after.
