Choosing office chairs for school staff workstations
An office chair should be selected as part of the whole workstation and the work being done. Assessors should consider the individual user, desk and equipment together. Trial the actual adjustments, provide clear instructions and keep a route for reporting discomfort or mechanical faults after the chair enters everyday school use.
Assess the whole working arrangement
HSE guidance on display screen equipment considers the workstation, task and individual needs together. Apply that approach when selecting a chair for school administration or preparation work. A chair described as ergonomic still needs to suit the user and the desk where it will be used.
Check whether the user can reach the keyboard, mouse, paperwork and frequently used equipment comfortably in the proposed arrangement. Consider whether armrests interfere with approaching the desk and whether the chair’s base suits the available floor space. Seek the appropriate assessment for individual requirements rather than relying on a general product description.
Trial adjustments during a normal task
Ask the user to perform representative work after receiving instructions on the available controls. Confirm that adjustments can be made deliberately and that the user understands how to restore a suitable setup. A shared workstation may need a brief reset routine when different staff use it.
For a reception role, include turning to speak with visitors, handling documents and using the telephone. For a finance role, include sustained computer work and checking paperwork. These tasks may reveal different requirements even when both positions use similar desks and screens.
Keep the chair serviceable
Retain the model, adjustment instructions and any specified use or loading limits. Follow the manufacturer’s care guidance and inspect the base, wheels or glides, backrest and controls through the school’s furniture routine. Remove a mechanically faulty chair from normal use until assessed.
Give staff a clear way to request a workstation review when equipment, duties or comfort change. Avoid moving a specialist chair to another room as an unidentified spare. Record why particular provision was selected, while handling any personal information through the school’s appropriate confidential process. Review replacement decisions using condition and suitability rather than appearance alone.
Action checklist
- Assess the user, task, desk and chair together.
- Trial all adjustments with representative work.
- Provide a reset routine for shared workstations.
- Retain instructions and report comfort or mechanical concerns.
Common questions
Does an ergonomic label guarantee a suitable office chair?
No. The chair needs to be assessed with the user, task and complete workstation, including the ability to adjust and use it appropriately.
Sources and scope
Source titles are provided for reference. Check the current original guidance and your school's circumstances before making a policy or compliance decision.
- Schools Direct editorial — Original school resource planning guidance and worked examples. Checked 1 November 2026.
- Health and Safety Executive — Working safely with display screen equipment: workstations and assessment. Checked 1 November 2026.