Guide to Procuring Ergonomic Office Chairs

There are a variety of office chairs available on the market, and to achieve the best results with your procurement, it is important to conduct a thorough needs analysis. Will the chair be used by an individual with a dedicated office or will it be used in a more activity-based area?

In theory, having many levers under the chair is beneficial as it allows the user to always adjust the chair according to their needs. However, our experience tells us that theory and practice do not always go hand in hand. If multiple users will share the chair, we recommend a chair with fewer levers. A chair with fewer levers is easy to adjust, increasing the likelihood that several of your employees will actually adjust the chair according to their needs and thus benefit from the health advantages of good seating.

So, how do you proceed?

Procuring ergonomic office chairs is an important and responsible task. There are several perspectives crucial to ensuring that you make a wise and sustainable procurement. Below, we have compiled some important aspects to consider to make an informed and effective procurement.

1. Ergonomics for Users' Health and Well-being

Ergonomics is key when it comes to the functionality of office chairs. Chairs designed with users' health and comfort in mind reduce the risk of work-related injuries and increase productivity. Ensure that the selected chairs are adjustable, have pressure-relieving seats, a full-contact backrest that provides support for the correct body position, and can be adapted to many different users. A recommendation is to require your supplier to help ensure that the chairs are properly adjusted on-site.

2. Sustainability and Environmental Certifications

Businesses often have environmental aspects to consider when making purchases, so it is important to investigate the possibility of purchasing chairs that are environmentally certified or meet specific environmental requirements such as Möbelfakta or EPD. Also, check if they are made of recycled materials or if they can be recycled in the future.

3. Warranty Periods and Lifespan

A longer warranty period usually indicates that the manufacturer is confident in the quality of the product, which is also a sustainability aspect. Look at the warranty period and consider how it relates to the expected lifespan of the office chairs. This can help reduce future maintenance and replacement costs.

4. Price Relative to Quality

It is tempting to solely focus on the lowest price, but if you are serious about your environmental work, it is also important to consider quality. A chair that does not last long or is not ergonomic can cost more in the long run through increased absenteeism costs and the purchase of new chairs. Always strive to achieve a balance between price and quality.

5. Delivery Times and Availability

Ensure that the supplier can deliver the chairs within the required timeframes. In public organizations, there may be strict schedules and a need for rapid delivery. Also, check the supplier's ability to deliver spare parts and maintenance services as needed.

6. User Evaluation and Sample Trials

Before making your decision, consider allowing users to test and evaluate different office chairs. This can help you choose the chairs that best suit your work environment and users' needs.

7. Contracts and Agreements

Establish clear contracts and agreements specifying all requirements and expectations. This includes warranties, delivery times, price, and environmental certification requirements. A well-designed contract provides legal security and clarifies expectations from both parties.

A thoughtful procurement of ergonomic office chairs is crucial for creating a healthy and productive work environment. By considering ergonomics, environmental certifications, warranty periods, price relative to quality, delivery times, and user evaluations, you can ensure that you make a wise and sustainable investment for your organization.