How to set up your office chair in five minutes

1. Set the seat height

Stand in front of the chair and raise or lower it until the highest point of the seat sits just below your kneecap. Sit down: your feet should rest flat on the floor with your thighs roughly parallel to it and your knees at about the same height as your hips or slightly lower. If your desk is too high for this position, raise the chair to suit the desk and use a footrest so your feet are still supported.

2. Adjust the seat depth

Sit right back so your lower back touches the backrest. Check the space between the front edge of the seat and the back of your knees: aim for about two to four fingers' width. Too little space presses on the back of your legs; too much leaves your thighs unsupported. Slide the seat if your chair allows it.

3. Position the lumbar support

Move the lumbar support up or down until it fits into the small of your back, usually just above your belt line. It should feel like gentle support, not a push. If the depth is adjustable, start low and increase it gradually over a few days.

4. Set the armrests

Let your shoulders drop and bend your elbows to about 90 degrees. Raise the armrests until they just touch your forearms without lifting your shoulders. If you type with your hands on the desk, the armrests should be level with or slightly below the desk surface so the chair can slide in close.

5. Tune the recline

Unlock the recline and lean back. Adjust the tension so the chair follows you smoothly without throwing you back or making you push hard. Many people work best slightly reclined, around 100–110 degrees, rather than bolt upright. Use the lock when you want to stay upright for focused work.

Fit the desk and screen to you

• Keyboard and mouse close to the front of the desk, so your elbows stay near your sides
• Top of the monitor at or slightly below eye level, about an arm's length away
• Laptop users: raise the screen on a stand and use a separate keyboard and mouse
• Frequently used items within easy reach so you don't twist repeatedly

Finally, remember that no position is perfect for eight hours. Change posture, stand up and walk for a few minutes regularly. A good chair makes those changes easy rather than replacing them.

Signs your setup needs adjusting

• Numb or tingling legs: the seat may be too high or too deep
• Lower-back ache by the afternoon: lumbar support is too low, too high or missing, or you're perched on the front edge
• Tense shoulders and neck: armrests are too high, or the screen is too low
• Sore wrists: the keyboard is too far away or too high relative to your elbows

Change one thing at a time and give it a day or two. Bodies take a little while to get used to a new position, so a small amount of unfamiliarity at first is normal; ongoing pain is not.

Setting up a shared or hot-desk chair

When several people use the same chair, each person should repeat the five steps when they sit down. It takes under a minute once you know the order. A small printed card on the desk with the steps can help, and choosing chairs with easy-to-find, clearly labelled controls makes it far more likely people will actually adjust them.