How to adjust your office chair correctly – in 7 easy steps

Back pain is currently the most common work-related complaint in Germany. Eight out of ten office workers suffer from tension because they sit in incorrect posture for up to nine hours a day. The good news: With the correct office chair adjustment, you can prevent discomfort and increase your productivity by up to 20%.

In the next 10 minutes you will learn how to transform your workplace into an ergonomic comfort zone – whether in the office or home office.

The perfect starting position: How to prepare

Before you begin adjusting, adopt this neutral basic attitude:

• Sit all the way back against the backrest.
• Place your feet flat on the floor
• Let your shoulders relax.
• Arms relaxed beside the body

Pro tip: Stand sideways in front of a mirror or ask a colleague for help – this way you'll immediately recognize poor posture. This basic position is essential for the process of properly adjusting any office chair.

Overview: These 7 settings change everything

Your office chair has various adjustment options. Here's an overview:

1. Seat height (throttle lever under the seat)
2. Seat depth (adjustable on high-quality chairs)
3. Backrest & lumbar support (height and curvature)
4. Armrests (height, width, depth)
5. Headrest (height and tilt)
6. Seat tilt (slight forward tilt possible)
7. Rocking mechanism (backrest counter-pressure)

Step-by-step: How to perfectly adjust your office chair

Follow this proven sequence for optimal results. Each step builds on the previous one, so the correct sequence is crucial for your success.

1. Adjusting the seat height – The most important step

The goal: The upper and lower leg should form an angle of at least 90°, ideally 100-110°.

Here's how:

1. Press the throttle and raise/lower the seat.
2. Check: Your knees should be slightly lower than your hips.
3. Both feet are fully on the ground.

✅ Rule of thumb: "Thighs should slope slightly forward – as if a marble were rolling towards the knee"

Pro tip for short people: Use a footrest if you otherwise can't reach the floor properly.

2. Adjust seat depth – create legroom

The goal: Complete contact with the backrest without pressure in the back of the knees.

Here's how:

1. Slide all the way back against the seat back.
2. Check: 2-3 fingers fit between the front edge of the seat and the back of the knee.
3. For adjustable chairs: Adjust the seat depth accordingly.

✅ Rule of thumb: "A hand's width of space in front of the calf – full back contact without knee pressure"

3. Backrest & lumbar support – The back savior

The goal: The lumbar support sits exactly at belt level.

Here's how:

1. Adjust the backrest height until the thickest curve supports your lower back.
2. If using separate lumbar support: Adjust the curvature so that no pressure is created.
3. Check: Your pelvis maintains constant contact with the backrest.

✅ Rule of thumb: "The lumbar support should be at belt level – no higher, even if it feels unusual at first."

⚠️ Common mistake: Many people set the support too high because it seems more comfortable. Give it a few days to find the correct position!

4. Adjust armrests – relieve shoulders

The goal: a 90° angle at the elbow with relaxed shoulders.

Here's how:

1. Height: Adjust armrests to the height of the tabletop
2. Width: Position shoulder-width apart – not too close together, not spread apart
3. Depth: So close to the table that the backrests don't touch it

✅ Rule of thumb: "Forearms rest relaxed – shoulders neither raised nor drooping"

Pro tip: Armrests and desk should be level for optimal support.

5. Adjust the headrest – protect your neck

The goal: Natural head posture without forward or backward pressure.

Here's how:

1. Height: Position the support at neck or back of the head height.
2. Depth: Adjust so that your head remains in a neutral position.
3. Control: No pressure, no overextension

✅ Key point: "The headrest stays in place without pressing – relief for the cervical vertebrae"

6. Adjust seat tilt – align pelvis

The goal: A slight forward tilt for an upright spine.

Here's how:

1. Tilt the seat slightly forward (2-4°)
2. Control: They don't slide forward.
3. The pelvis tilts slightly forward – natural spinal curvature.

✅ Key point: "A slight forward tilt supports the back – but only enough to ensure a stable sitting position"

7. Adjust the rocker mechanism – activate the movement

The goal: To allow for easy reclining, with gentle support when standing up.

Here's how:

1. Unlock the rocking mechanism (usually a lever under the seat)
2. Adjust the resistance on the rotary knob.
3. Test: Lean back – it should be easy, but not "fold away".

✅ Key point: "Rocking is desirable! Adjust the resistance so that movement is possible without tipping over."

⚠️ Important: Only lock the backrest in exceptional cases – dynamic sitting is healthier!

Control checklist: Is everything set up correctly?

Go through these points:

All points met? Perfect! You are now sitting ergonomically correctly.

SEE ALSO Workplace Ergonomics Checklist – Test & Improve Now for Free

The 5 most common settings mistakes (and how to avoid them)

Even with the best intentions, mistakes happen. These five pitfalls are encountered daily in German offices – do you recognize yourself?

1. Chair fitted to the wrong table

❌ Mistake: Adjusting seat height to table height instead of body measurements

✅ Solution: First adjust the chair to your body , then adjust the table height.

2. Lumbar support set too high

❌ Mistake: The bulge supports the ribs instead of the lower back

✅ Solution: Adjust it to belt height, even if it feels unusual at first.

3. Backrest permanently blocked

❌ Mistake: Static sitting due to a fixed backrest

✅ Solution: Activate the rocking mechanism, sit dynamically

4. Too far forward on the seat

❌ Error: No back contact, backrest not used

✅ Solution: Slide all the way back, use the backrest for support

5. Armrests incorrectly positioned

❌ Mistakes: Too high → shoulders raised, too low → slumped posture

✅ Solution: Adjust to table height, elbow at 90°

Specific tips for different user groups

Not every body is the same, and not every workplace is identical. These targeted recommendations will help you work ergonomically, even in special situations.

For short people (under 1.65m)

• Use the footrest: If your feet are not flat on the ground
• Lower gas spring: May be necessary for very short people
• Deeper seat: Ensure that your thighs are fully supported.

For tall people (over 1.85m)

• Height-adjustable desk: Standard desks are often too low
• XXL chairs: Chairs with a larger seat and higher backrest available upon request.
• Monitor height: Possibly place the screen on a monitor stand.

Working from home without a professional chair

• Improvisation: kitchen chair + lumbar cushion + footstool
• Set priorities: First organize seat height, then back support.
• Move more often: Even more important if you have constipation

For people who sit a lot and gamers

• Same rules: Adjust gaming chairs according to the same principles.
• Extra breaks: During long sessions, interrupt every 45 minutes.
• Relieve neck strain: Headrest is especially important when leaning back.

For back problems

• Seek medical advice: Consult experts in case of acute symptoms.
• Dynamic sitting: Especially important for the intervertebral discs
• Additional support: Lumbar cushion as a supplement to the lumbar support

Frequently Asked Questions (FAQ)

How often should I readjust my office chair?

Immediately after each user change. Otherwise, check every 3-6 months or if symptoms occur. Your body changes, your settings should keep up.

What to do if the chair is uncomfortable despite being adjusted correctly?

The chair may not be suitable for your body dimensions. A properly adjusted office chair only works with appropriate proportions. Good office chairs have an adjustment range for heights from 1.50m to 1.95m. For extreme heights, special chairs may be necessary.

Are exercise balls or stools an alternative to office chairs?

Only occasionally. Exercise balls train the core muscles, but do not provide back support for extended periods of work. A useful change of pace for 30-60 minutes a day.

My chair doesn't have lumbar support – what now?

Use an ergonomic lumbar cushion or an inflatable lumbar support. You can position these at the correct point (belt height).

How can I tell if my office chair is too old?

Answer: After 8-10 years, the upholstery and mechanics deteriorate. If settings no longer hold or the chair is worn out, it's time for a new one.

Conclusion

A perfectly adjusted office chair isn't just about comfort – it's the foundation for your health and productivity. The 10 minutes you invest in the correct adjustment today can save you years of back pain.

Your next step:

1. Today: Go through the checklist and readjust your chair.
2. This week: Integrate movement breaks into your workday.
3. In the long term: Consider purchasing a height-adjustable desk and a high-quality ergonomic office chair .

Your back will thank you – I promise!

Pro tip : Keep this guide from sihoo in mind. It's normal to forget your optimal settings and need to readjust them after a vacation or a longer period of working from home.