How to Adjust an Ergonomic Office Chair
Buying a good ergonomic office chair is only half the solution. Even the highest-quality chair won't provide the support it's designed to if it hasn't been adjusted correctly.
One of the most common issues I see during DSE assessments is people sitting in excellent chairs that have never been properly set up. Often, the chair has been adjusted by someone else, inherited from a previous employee or simply left in its factory settings.
Taking just a few minutes to adjust your chair can make a significant difference to your comfort, posture and long-term comfort and support.
Before You Start
Before making any adjustments, sit as far back into the chair as possible so your lower back is fully supported by the backrest. Keep your feet flat on the floor and relax your shoulders.
Make one adjustment at a time and spend a few minutes using the chair before deciding whether it feels right. Small changes often make a noticeable difference.
1. Seat Height
The seat height should allow your feet to rest comfortably on the floor while your knees are approximately level with, or slightly lower than, your hips.
If your feet don't comfortably reach the floor, a footrest may be required rather than lowering the chair and compromising your desk height.
2. Seat Depth
Slide the seat forwards or backwards until there is approximately a two to three finger gap between the front of the seat and the back of your knees.
If the seat is too deep, you'll struggle to sit back against the backrest. If it's too shallow, your thighs won't receive adequate support.
3. Lumbar Support
Adjust the lumbar support so it sits comfortably in the natural curve of your lower back.
The aim isn't to force your back into an exaggerated position but to provide gentle support that helps maintain your natural posture throughout the day.
4. Backrest
Adjust the backrest height, where possible, so it provides comfortable support for your back without restricting shoulder movement.
If your chair has a back angle adjustment, position the backrest so it feels comfortable and supports as much of your back as possible. The aim is to maintain full contact with the backrest whilst sitting in a relaxed, natural posture, allowing the chair to provide the support it was designed to offer.
Avoid sitting on the front edge of the chair or leaning forwards for prolonged periods, as this reduces the support provided by the backrest and can increase the load on your muscles and joints.
5. Armrests
Armrests are often one of the most overlooked features of an ergonomic office chair. During DSE assessments, I frequently see people who either don't use them at all or have them adjusted so poorly that they provide little or no benefit.
When correctly adjusted, the armrests should allow your elbows to remain comfortably beneath your shoulders, with your forearms naturally supported. Rather than simply supporting your arms, they effectively extend the support provided by your desk, helping to reduce the effort required to support the weight of your upper limbs throughout the day.
Properly adjusted armrests also help you remain in full contact with the backrest. Without this support, many people naturally lean forwards when typing or using the mouse, losing the support of the chair and placing greater strain on the neck, shoulders and lower back.
The armrests should support your forearms without lifting your shoulders or restricting movement. They should also allow you to sit close enough to your desk to work comfortably, with your keyboard and mouse within easy reach.
6. Synchronised Mechanism
Many ergonomic office chairs feature a synchronised mechanism that allows the seat and backrest to move together as you change position.
Rather than locking the chair in one position throughout the day, allowing the mechanism to move with you encourages natural movement whilst maintaining support. These small postural changes help reduce static muscle loading, improve comfort and make it easier to remain supported throughout the working day.
If your chair has a tension adjustment, set it so the movement feels balanced and controlled. It should support your body weight without feeling too stiff or allowing you to fall backwards too easily.
The mechanism should support movement, not create it. You should always feel in control of the chair, with the tension adjusted to suit your body weight.
Common Mistakes
Some of the most common chair adjustment mistakes include:
- Sitting on the front edge of the seat.
- Leaving the chair at its factory settings.
- Raising the chair so high that your feet no longer touch the floor.
- Never adjusting the seat depth.
- Positioning the lumbar support too high or too low.
- Not using the armrests correctly.
- Locking the synchronised mechanism and remaining in one position all day.
Remember...
Your chair is only one part of your workstation. Your desk height, monitor position, keyboard, mouse and working habits all contribute to your overall comfort.
If you've adjusted your chair but still experience discomfort, the issue may lie elsewhere in your workstation setup rather than with the chair itself.
Still Can't Get Comfortable?
If you've worked through these adjustments and your chair still doesn't feel comfortable or supportive, it may simply not be the right chair for your body shape or the way you work.
Not every chair is suitable for every individual. Factors such as seat depth, backrest height, seat width and the range of adjustments available can all influence how well a chair fits you.
Before replacing your chair, read our How to Choose an Ergonomic Office Chair guide to understand what to look for and how to select a chair that's right for you.
Need More Help?
If you're still experiencing discomfort after adjusting your chair and reviewing the buying guide, a professional DSE assessment can help identify the cause. An assessment considers your chair, desk, monitor, keyboard, mouse and working practices as a complete workstation, helping to identify practical solutions tailored to your individual needs.
Alternatively, browse our range of ergonomic office chairs, carefully selected for their quality, adjustability and long-term comfort.