Mike Harley, Author at Office Chairs Unlimited Furniture Blog

Aug 072026

Video conferencing has become the new norm in today’s digitally connected workplace. The rise of telecommuting in the wake of COVID-19 has led to fewer face-to-face meetings. Instead, businesses now use video conferencing software to communicate with employees, customers, clients, vendors, and others.

Research shows that over half of the U.S. workforce currently participates in video conferences. If you’ve been asked to participate in video conferences, though, you’ll need to set up your home office. Most home offices lack the equipment and design needed for productive virtual meetings. Fortunately, you can master video conferencing from your home office by following a few simple tips.

Prepare a Backdrop

You should prepare a backdrop for use in video conferences. A backdrop, of course, is a physical background. When participating in a video conference, you’ll sit in front of a backdrop. Some of the backdrop will typically be visible on the video conferencing software. The individual or individuals with whom you conduct the video conference will see your face surrounded by the backdrop.

What type of backdrop should you use exactly? One idea is to use office furniture. You can move a tall bookcase behind your office desk, for instance. As long as it completely covers the background, a bookcase will serve as an effective backdrop. Another idea is to use a canvas backdrop. Canvas backdrops are large pieces of canvas material that function as a backdrop. Just hang or drape a canvas backdrop on the wall behind your office desk, and you’ll be good to go.

Even an empty wall can serve as an effective backdrop. Without any decorations, it won’t draw attention away from your face. Rather, an empty wall will simply fill the background with a plain, single color.

There are also virtual backdrops. A virtual backdrop is simply a computer-generated background. While some office workers use them, virtual backdrops aren’t recommended. In video conferences, they look and feel ingenuine. You’ll project a more genuine appearance by using a real backdrop. Whether it’s a piece of office furniture or an empty wall, a real backdrop is a better choice.

Check the Lighting

Don’t forget to check the lighting when setting up your home office for video conferences. For other individuals to see you on the video conferencing software, you’ll need ample lighting. Light-emitting diode (LED) bulbs are great for video conferences. They are brighter than incandescent bulbs, and according to the U.S. Department of Energy (DOE), consume 75% less energy.

While brightness is important, the position of your home office’s lighting is arguably even more important. A common mistake that workers make when participating in video conferences from a home office is positioning the lighting behind them. If the lamp or fixture is behind you, it won’t illuminate your face. Rather, it will create a dark silhouette.

For effective and productive video conferences, position the lighting in front of you so that it shines down and illuminates your face. If the overhead fixture is already positioned here, you won’t have to take any additional steps. If it’s positioned elsewhere, consider buying a tall lamp to place in front of your office desk.

Prevent Interruptions

Interruptions are more than just a nuisance during video conferences; they can harm your productivity. If a family member enters your home office while you are participating in a video conference, you’ll have to pause the virtual meeting. Even if it’s only for 30 seconds, these brief interruptions will disrupt your video conferences and make them less productive.

To prevent interruptions, consider placing a “Do Not Disturb” sign on the door to your home office. When family members see it, they’ll know that you are participating in a video conference. You can remove the sign once the virtual meeting is over.

Invest in a High-Quality Webcam

The quality of your webcam matters. While most laptop computers, as well as many desktops, have a built-in webcam, they are typically cheap and low quality. To ensure that you look your best, you should buy a separate webcam to use during video conferences.

Here are some tips on how to choose a high-quality webcam:

Choose a webcam that supports full 1080p high-definition (HD) resolution. 1080p is the most common HD format, so it’s supported by most computer monitors.
Make sure it’s compatible with your computer’s operating system. Some webcams are designed specifically for Windows, whereas others are designed for macOS.
Check the frames per second (FPS). A webcam with a high FPS will produce smoother, less choppy images than a webcam with a low FPS.
Look for a webcam with a built-in microphone. Many high-quality webcams come with a microphone, which you’ll also need when participating in video conferences.
Make sure the webcam is easy to mount. Most webcams feature a clip-based mounting method. You can clip them onto the front of your computer monitor so that they project towards your face. Some webcams are free-standing, meaning you stand them up on your office desk.
Stick with a name brand. A few of the top webcam brands include Logitech, Microsoft, and Razer, all of which are known for their quality.
Search for customer reviews online. Before committing to a new webcam, perform a Google search to see what other users have said about it. If the webcam has a lot of positive reviews, it’s probably a good investment.

Clean the Clutter

If your office desk is cluttered, you should tidy it up. Depending on how your webcam is positioned, it may reveal some of your office desk. A cluttered desk, of course, doesn’t look very professional. According to a survey cited by Forbes, over half of workers admit to judging their coworkers based on the cleanliness of their desks.

Aside from looking unprofessional, a cluttered office desk may lead to lower productivity levels. It will probably take you longer to find specific documents or items if your desk is cluttered. At the same time, clutter will distract you from work-related tasks. The bottom line is that you should tidy up your office desk.

Raise Your Office Chair

You’ll probably need to raise your office chair when participating in video conferences. Most office workers don’t sit at eye level with their computer monitor. They sit several inches below eye level. Assuming you mount your webcam to the top of your computer monitor, however, you’ll need to sit eye level with it. Otherwise, your webcam won’t focus on your face.

Raising your office chair will allow you to sit eye level with your computer monitor. Most office chairs have a bar on the side that, when pulled or pressed, raises them. By engaging this bar, you can raise your office chair to an appropriate height so that your eyes are parallel to your computer monitor.

Unfortunately, not all office chairs feature an adjustable height. They are designed with nonadjustable legs at a fixed height. If your office chair falls under this category, you may be able to lower your computer monitor. But like office chairs, not all computer monitors feature an adjustable height. If video conferences are a regular part of your workday, upgrading to an office chair with an adjustable height is probably a good idea.

Dress Professionally

Always dress professionally during video conferences. Research shows that roughly two in three workers do, in fact, dress professionally. Nonetheless, that means about one-third of the telecommuting workforce wear casual attire during video conferences.

The clothes you wear during video conferences will affect how you are perceived. Dressing professionally sends the message that you are serious about your job and want to succeed. Dressing casually, conversely, creates an unprofessional level that could hurt your efforts to advance up the corporate ladder.

If your employer has a dress code, follow it. Dress codes are generally intended for corporate office settings, but they are also suitable for video conferences. Without a specific dress code, choose a formal outfit like a suit. You can’t go wrong with a suit. There are men’s suits and women’s suits, all of which look professional.

Perfect Your Posture

Along with dressing professionally, make sure your posture is correct during video conferences. Posture is a form of body language. It sends certain messages that the people around you – or on the other side of the video conferencing software – will pick up. These messages can be positive or negative, depending on your posture.

According to Forbes, good posture sends the message that you’re energetic and enthusiastic, whereas slouching sends the opposite message. For good posture, sit upright so the upper and lower parts of your back are aligned. With good posture, you’ll send positive messages during video conferences, and you’ll be better protected against musculoskeletal disorders (MSDs).

Stretch Beforehand

You may want to stretch before a video conference begins. Video conferences can last a long time. Some studies suggest that the average length of a video conference is between 30 and 60 minutes. That means you could be sitting in the same spot for up to an hour – sometimes even longer. By stretching immediately before the video conference, you’ll be less likely to experience discomfort. Stretching gives you the opportunity to loosen up your muscles and joints so that they don’t cramp up during the virtual meeting.

What’s the best way to stretch before a virtual meeting? There are dozens of stretching techniques, each targeting a specific area of your body. Bending down to touch your knees, for example, targets your arms and back. To stretch your neck and shoulders, you can perform a corner stretch. Regardless, try to spend five minutes stretching your body before each virtual meeting. Whether it lasts 30 minutes or 60 minutes, stretching will minimize your risk of discomfort when sitting in front of your webcam.

Disable Audible Notifications

You should disable audible notifications on your computer. Video conferencing software will exchange both video and audio data. Therefore, any sounds that occur in your home office will be heard by the individuals with whom you are virtually meeting. If an audible notification goes off on your computer, the video conferencing software will transmit it.

In Windows 10, you can disable audible notifications from the Settings app. After launching the Settings app, click “System” and select “Notifications & Actions.” Click on each of the notifications listed here and toggle the option for “Play a sound when a notification occurs” to the off position. Windows 10 will still display the notifications, but it won’t create a sound when they go off.

Smartphones can produce audible notifications as well. If you keep your smartphone near your office desk, set it to silent. Once the virtual meeting has wrapped up, you can revert your computer and smartphone back to their original settings.

Perform a Dry Run

Before participating in your first video conference, perform a dry run. A dry run is simply a test in which you record yourself in front of a webcam. When you play it back, you’ll be able to see yourself from the perspective of those with whom you virtually meet.

To perform a dry run, record yourself talking in front of your webcam for a few minutes. Ideally, you should use the same video conferencing software that you use for virtual meetings. Once recorded, play back the video while taking note of any problems you notice. Maybe the visual quality is grainy or perhaps your face isn’t in the center of the webcam. A dry run will allow you to identify these problems so that they don’t occur during the real virtual meetings.

It’s a good idea to perform a dry run whenever you make a change to your home office. If you buy a new webcam, for instance, perform a dry run. If you rearrange your office furniture, perform another dry run. No matter how small, changes to your home office can affect your appearance in video conferences.

President at Office Chairs Unlimited – I have been in the furniture industry for over 20 years, and I’m an expert (just ask me) on all things furniture. I know a thing or two because I’ve seen a thing or two.

Open Office Privacy: How to Create Privacy in an Open Office

Mar 082021

If your business’s workplace uses an open office floor plan, you might be wondering how to create privacy in it. Open offices are undoubtedly popular. Consisting of a single large and open space with few or no enclosures, they are designed to increase collaboration among workers. However, because of the lack of privacy in open offices, this doesn’t always happen.

Why Lack of Privacy Is a Problem in Open Offices

Researchers at Harvard University actually found that open offices discourage collaboration. After following some 150 office workers over a three-week period, researchers discovered that workers in open offices had 70% fewer face-to-face communications with their peers than those in traditional offices with enclosed spaces.

Open offices place workers out in the open where they are given little or no privacy. Therefore, many workers keep to themselves without taking the initiative to communicate with their peers, which often causes their productivity to drop. So, how do you create privacy in an open office exactly?

Deploy Desk Dividers

Desk dividers can prove useful for creating privacy in an open office. When deployed, they’ll create a physical barrier between two or more workstations. If multiple workers use a single large desk, for instance, you can use desk dividers to separate them. Desk dividers are mounted vertically in the middle of a desk, thus separating the workers who use them.

In addition to creating privacy, desk dividers can protect workers from infectious illness. Cold and flu viruses can spread quickly in open offices. If an infected worker sneezes, they may spread the virus to other workers. Desk dividers reduce the risk of transmission by creating a physical barrier between workers. The desk divider will catch germs that would otherwise spread to nearby workers, thus creating a safer working environment.

Space Out Workstations

Don’t clutter all of your office’s workstations together. If they are positioned flush with each other, workers won’t have much privacy. You can still use multiple desks or other workstations – one for each worker – but consider spacing them farther apart.

Most commercial offices don’t use all of their available space. According to Inc, up to 40% of the space in a typical commercial office goes unused. With so much unused space, you shouldn’t have trouble spacing your workstations farther apart. Placing them just a few extra feet apart will provide workers with a newfound sense of privacy, encouraging collaboration while simultaneously increasing productivity.

Install Privacy Filters on Monitors

You can install privacy filters on computer monitors to give workers a little more privacy in an open office. Also known as a privacy screen, a privacy filter is a thin, flat piece of light-filtering material designed to limit the angles at which a monitor can be viewed. Most privacy filters are made of either polycarbonate or acrylic material. Regardless, they allow workers to plug away at their computers in privacy.

With a privacy filter, a monitor can only be viewed from the front. A worker sitting directly in front of the monitor can see it, but those sitting or standing to the side won’t be able to see it. By installing a privacy filter on all the computer monitors in your open office, workers will have more privacy.

Privacy filters do more than just create privacy; most of them eliminate static electricity as well. Computer monitors can sustain damage when exposed to static electricity. Depending on the voltage, an electrostatic discharge (ESD) event may cause a monitor to randomly turn off, or it may completely break the monitor to the point where it needs replacing. Privacy filters neutralize static electricity while giving workers more privacy when using their computer.

Use Partitioning Walls

One of the most common methods for creating privacy in an open office involves using partitioning walls. Partitioning walls are tall structures designed to separate areas in a large, open space, such as an open office. They are either freestanding or floor-mounted. Once installed, partitioning walls separate the areas around them.

Unlike most walls, they are neither permanent nor load-bearing. Partitioning walls are temporary vertical structures that create a visual sense of separation between two or more areas. You can easily install them between workstations where they provide workers with additional privacy. Just remember to choose partitioning walls in an appropriate size for your open office.

Use Mobile Whiteboards

Another way to create privacy in an open office is to use mobile whiteboards. Like all whiteboards, they consist of a glossy flat surface that’s used for writing and drawing. Workers can make nonpermanent markings on them using a dry-erase marker. To erase their markings, all they need to do is wipe the whiteboard with a cloth or paper towel.

That said, mobile whiteboards differ from standard whiteboards in the sense that they aren’t restricted to a single area. Most whiteboards are installed on a wall. Mobile whiteboards, on the other hand, feature wheels on the bottom. Therefore, they can be moved to different areas.

Mobile whiteboards are similar to partitioning walls in the sense that they separate two or more areas. You can place a mobile whiteboard between two workstations to separate them. At the same time, workers can use the mobile whiteboard to create notes or other markings related to their professional activities.

Here are some things to consider when choosing mobile whiteboards for your open office:

Size (height, width, and depth)
Number of wheels
Whether the wheels can lock in place
Frame material
Frame color
Marker storage hooks

Designate Quiet Spaces

There’s no denying the fact that open offices are noisy. All offices have at least some noise. Since open offices lack physical barriers between workstations, however, they are typically noisier than standard offices with enclosed spaces. To overcome this problem, consider designating one or more quiet spaces.

A quiet space can be any enclosed room that offers a quiet environment for workers. If there’s a breakroom in your open office, you can designate it as a quiet space. Alternatively, you can designate an unused conference room as a quiet space.

With all the noise in an open office, workers can get distracted. A study conducted by researchers at the University of Sydney also found that noise was the leading cause of decreased worker morale in open offices. It harms the morale of workers more than the temperature, amount of space, lighting, air quality, and workplace cleanliness. With a quiet space, workers won’t have to worry about noise. They can perform their work-related activities – or simply relax during a break – without being exposed to loud noise.

Add a Phone Booth

It may sound like an unusual accessory for an office, but a phone booth can provide workers with additional privacy. You can’t use just any phone booth in your open office. Instead, you’ll need a special type of phone booth designed specifically for commercial offices.

Office phone booths are made of soundproof material, so they function as a quiet space. Some of them are small and only support a single person. Other office phone booths are larger and support two to four people. No matter the size, a phone booth will create a private and quiet space in your open office.

Install Privacy Film on Glass Windows and Walls

If your open office has glass windows or walls, consider installing privacy film on them. Not to be confused with the privacy filters used on computer monitors, privacy film is a self-adhesive material that’s placed over a glass surface. It lives up to its namesake by restricting visibility through the glass on which it’s installed.

Glass windows and walls offer little or no privacy. Unfortunately, many commercial offices are now designed with glass windows and walls. They may have several rooms, all of which feature glass walls. Workers who use these rooms will be seen from other parts of the office through the glass walls. Privacy film reduces visibility through glass walls, as well as windows, so that workers have more privacy.

Upgrade to Larger Office Chairs

Switching to larger office chairs can provide workers a little more privacy. All workers need a chair to comfortably work at a computer. You can’t expect a worker to stand on their feet for the entire day. Rather than small chairs, though, choose large chairs. Large chairs won’t exactly provide workers with an enclosed space, but they will create the perception of a more private space.

A large chair, such as an executive office chair, will offer a sense of privacy for the worker who uses it. He or she won’t be completely exposed when sitting in it. Large chairs have backrests that cover the worker’s body. As a result, upgrading to larger chairs can help you create privacy in an open office.

Many workers will also agree that large chairs are more comfortable than their smaller counterparts. They provide greater support for workers’ backs. With their ergonomic design, large chairs can protect workers from back pain and other forms of office-related musculoskeletal disorders (MSDs). In turn, workers feel more comfortable and energized when sitting in them.

Leverage Acoustic Panels

With noise being such a problem in open offices, you may want to use acoustic panels. Acoustic panels are boards made of sound-absorbing materials. They are designed to absorb sound waves and, therefore, minimize noise levels.

Noise is the result of sound waves echoing throughout an otherwise open space. You can install partitioning walls and other temporary structures, but unless they absorb sound waves, they won’t have a noticeable impact on noise levels. Nearly all types of metal, for example, reflect sound waves. When sound waves strike a metal surface, they’ll bounce off it to create an echo. Even drywall offers poor sound-absorption qualities. Acoustic panels don’t suffer from this problem. They work in the opposite way by absorbing a significant amount of sound waves.

You can install acoustic panels on the walls in your open office. You don’t have to replace your office’s existing walls with them. Rather, acoustic panels can be installed over its existing walls. After installing acoustic panels on the walls, your open office should be quieter.

Add Plants to the Décor

Including plants in your open office’s décor can create privacy. They serve as visual barriers to conceal workers behind them. If you want to create more privacy in your open office, just add some plants to the décor. As long as the plants are relatively tall, they’ll instill a sense of privacy in workers.

Plants provide a plethora of benefits beyond that of privacy. Numerous studies have shown that plants promote happiness and productivity in offices. Regular exposure to plants stimulates the release of feel-good hormones in the body. When these hormones are released, workers will be happier and more productive.

Plants also have air-filtering properties. They filter toxins, germs, and other impurities from the air. The cleaner air associated with plants can reduce allergies and other respiratory problems in workers. To take advantage of these benefits, use real plants in your office’s décor rather than artificial plants. Artificial plants may create privacy, but they won’t filter the air.

Gain Feedback From Workers

While following these tips can help you create privacy in an open office, you should consider seeking feedback from workers for new ideas. Workers may have other solutions that you haven’t thought of yet. To gain insight into their ideas, you’ll need to ask them for feedback.

You can gain feedback from workers simply by asking them for their opinions about your open office’s privacy. If a worker is struggling to cope with the lack of privacy, they may provide you with new solutions. Another way to gain feedback from workers is to send them an email. If your office has dozens of workers, asking them for feedback in person may be tedious. An easier approach is to email everyone.

How to Prevent Back Pain When Working in an Office

Jun 182020

Back pain isn’t exclusive to blue-collar workers with physically laborious jobs. White-collar workers can suffer from it as well. In fact, research shows about one-third of all office workers will experience back pain in a 12-month period.

If you work in an office, you’ll probably spend a large portion of your time sitting, which can take a toll on your spinal column and its supporting tissues. Many people assume that sitting is good for their back, but this isn’t necessarily true. Sitting, especially for long periods, is actually bad for your back because it compresses your spinal column. When you sit for long periods, your spinal column will essentially remain in a “squished” state where its intervertebral discs are all packed tightly together, resulting in back pain. You can prevent back pain when working in an office, however, by taking a few precautions.

Evaluate the Ergonomics of Your Office Chair

To prevent back pain, you must use a high-quality and ergonomic office chair. According to a survey conducted by Fellowes, the average office worker sits for four to nine hours each day. Over the course of a year, that translates into 67 days of sitting. If your office chair isn’t ergonomically designed, all that sitting can contribute to back pain.

How do you know if your office chair is ergonomically designed? Ergonomics refers to a product or place that’s designed to meet the needs of a human worker. Regarding office chairs, ergonomic features include a lower cushion for lumbar support, an adjustable height, a five-point rolling caster system, and a supportive bottom. If your office chair lacks these features, or if your office chair causes back pain or discomfort, you may want to replace it.

Use Your Office Chair’s Armrests

Proper arm angle when sitting

Assuming your office chair has armrests – which it should – using them will help stabilize your spine so that it’s less susceptible to pain and injury. Armrests do more than just support your arms and elbows; they support your spinal column as well. You can see for yourself by propping your arms on the armrests, followed by lowering the armrests. Upon lowering the armrests, your shoulders will immediately drop. And as your shoulders drop, your spinal column will compress.

Studies show that using an office chair’s armrests can reduce the amount of weight placed on the worker’s spinal column by up to 10%. Unfortunately, not all office workers use them. Neglecting to use your office chair’s armrests will only increase the amount of weight placed on your spinal column, which may cause or contribute to back pain.

With that said, you may need to adjust your office chair’s armrests for proper ergonomics. According to the Occupational Safety and Health Administration (OSHA), the following problems can arise with improperly adjusted armrests:

If the armrests are too low, you may inadvertently lean your body to the side while subsequently straining your neck and spinal column.
If the armrests are too high, your shoulders will remain high, where they promote stress and tension in your neck.
If the armrests are too wide, you’ll have to extend your arms farther in front of your body to grab objects, which can cause muscle fatigue in your neck and back.
If the armrests are too close to your body, you may struggle to get in and out of your office chair.
If the armrests are too big, your office chair may not fit under your desk. Alternatively, oversized armrests may interfere with your ability to type using a keyboard.

Wear the Right Shoes

The shoes you wear to the office can affect your susceptibility to back pain. Most companies have dress codes requiring their workers to wear a specific type of attire, such as a formal suit or business casual outfit. As a result, many office workers neglect to choose comfortable and supportive shoes. Instead, they choose footwear based entirely on whether it complies with their company’s dress code.

You should still comply with your company’s dress code, but it’s important to choose comfortable and supportive shoes. Shoes help to support your feet and stabilize your spinal column. With each stride you take, your shoes will absorb some of the impact. If your shoes are poorly designed, degraded, or if they don’t fit, they won’t be able to perform this task.

So, what type of shoes you wear to the office? If you’re a woman, consider wearing formal or semi-formal flats rather than high heels. According to The American Podiatric Medical Association (APMA), 71% of women who wear high heels experience foot pain. If you’re a man, you’ll have a little more freedom regarding your footwear. Oxfords, derbies, loafers, and even dress boots are all great choices. Just remember to choose shoes in the right size for your feet. Otherwise, they may cause discomfort that manifests in the form of both foot pain and back pain.

Stand Up and Walk Around

Refrain from sitting all day! Even if you use a high-quality and ergonomic office chair, you should get into the habit of standing up and walking around periodically to lower your risk of back pain. Far too many office workers rarely or never stand after sitting down at their cubicle or workstation. They only stand when it’s break time or at the end of the workday.

By standing and walking around, however, you’ll reduce the amount of pressure on your spine, which may lower your risk of developing back pain. Sitting compresses the spinal column about three times more than standing. Therefore, extended periods of sitting forces your spine into a highly compressed state where it’s more susceptible to injury.

If you’re worried about back pain, try to stand and walk around for at least five minutes every half-hour. Even if it’s nothing more than a short walk around your office, this gives you an opportunity to alleviate the pressure on your spinal column. You can then return to your cubicle or workstation feeling rejuvenated and ready to tackle the workday.

Perform Stretching Exercises

There are stretching exercises you can perform while working to promote a healthy spinal column. The “big hug” stretch, for instance, will stretch both your shoulders and back. Best of all, you can perform it while sitting at your cubicle or workstation.

As the name suggests, the “big hug” stretch involves hugging your body with your arms. While sitting, place your left hand over your right shoulder and your right hand over your left shoulder. Next, inhale and exhale slowly while maintaining this position. Rinse and repeat for three to five minutes, at which point you can return to your work activities.

Another type of stretching exercise that you can perform while sitting involves leaning back in your office chair with your arms behind your head. Start by placing both hands on the back of your head with your fingers interlocked together. Next, gradually lean your upper body backward in your office chair so that you essentially look up towards the ceiling. Hold this position for about 10 seconds, after which you can release your hands.

Avoid Using Your Smartphone

Unless it’s absolutely necessary to perform your job, you should avoid using your smartphone while working at your cubicle or workstation. It’s a little-known fact that excessive smartphone usage can contribute to back pain. How exactly does using your smartphone lead to back pain?

Unlike traditional office phones, smartphones have a digital display. When you get a call or text message, you’ll probably look down at your smartphone’s display to see who’s calling or messaging you. Each time you look at your smartphone’s display, though, you’ll inadvertently bend your neck at an unnatural and awkward angle.

Excessive smartphone usage is a leading risk factor for musculoskeletal disorders (MSDs) like back pain. There’s even an unofficial term used to describe MSDs attributed to smartphone usage: text neck. Also referred to as turtle neck posture – a reference to the way in which it affects the curvature of your neck – it occurs when a worker constantly looks down at his or her smartphone. While occasionally glancing at your smartphone probably won’t have any ill effect on your neck or back, frequent or prolonged viewing of your smartphone’s display can lead to MSDs.

Be Conscious of Your Posture

Umm… not good posture

You should be conscious of your posture at all times when working in an office. If you’re guilty of carrying yourself in a way that promotes poor posture, you may experience back pain.

Posture refers to the way in which we carry ourselves. Poor posture simply means that you walk, stand, sit, or otherwise carry yourself in a way that’s unnatural for your body, resulting in greater stress and tension. Good posture, on the other hand, means you carry yourself in a way that’s natural for your body. With good posture, you’ll experience less stress and tension in your neck and back.

When sitting, good posture involves placing both feet on the floor shoulder-width apart in front of your body. As previously mentioned, you should also use your office chair’s armrests to further alleviate stress on your neck and back. When standing, good posture involves maintaining an upright and vertical position without bending your neck or spine. Being conscious of your posture allows you to make the necessary changes to minimize your risk of MSDs, including neck and back pain. Whether you are sitting, standing, or walking, you should try to carry yourself in a way that’s natural for your body.

With good posture, you’ll reap the following benefits:

Increased flexibility
Less severe and less frequent back pain
Increased energy
Fewer and less frequent headaches
Improved digestion
Improved blood circulation
Lower risk of MSDs and other work-related injuries

Got Back Pain? – Get a Massage!

Treating yourself to a massage can help eliminate work-related back pain. A study published in the medical journal Annals of Internal Medicine found that massage therapy was effective for treating back pain. Other studies have reinforced these findings, indicating that massage therapy can help alleviate back pain.

Although there are dozens of different types of massage therapy, each of which involving a different technique, they all involve the manipulation of soft tissues like muscles, tendons, and ligaments — all of which are used to support the spine. If you experience back pain after a long day of working in the office, a professional massage therapist may be able to “work” these soft tissues. Massage therapy will eliminate knots in soft tissues while also stimulating blood flow to them. The end result is faster recovery times from otherwise painful back injuries.

Lift Items With Your Legs

If you happen to drop something on the floor while working in the office, use your legs to lift it. Most people lift items by bending over, and by doing so, they stress their spinal column. Bending over may sound like the easiest way to lift an item off the floor, but it’s particularly taxing on your back.

The correct way to lift an item off the floor is to use your legs. Rather than bending your back, bend your knees to lower your body to the floor while maintaining your spine’s natural alignment. After grabbing the item, you can then extend your knees to raise your body back to a standing position. Using this method to lift items ensures that your spinal column remains straight and aligned.

Exercise Outside of the Office

Increasingly your levels of physical activity outside of the office can help protect against back pain. It’s estimated that fewer than one in four Americans spend a sufficient amount of time exercising. If you’re among this crowd, you’ll have a greater risk of developing back pain.

Back pain is often the result of the spinal column’s supporting soft tissues being overworked. By exercising, you can strengthen the muscles surrounding your spinal column. Performing core-building exercises, such as crunches and planks, can prove useful in protecting against back pain. As you build your core muscles, it will take some of the burden off your spinal column.

12 Bad Habits That Can Kill Your Productivity in the Office

Jan 312020

When working in an office, you should focus on maximizing your productivity. Just because you work for eight hours a day doesn’t necessarily mean that you are productive for all eight hours. According to research cited by Inc.com, the average office worker is only productive for about three hours a day. Statistics such as this disheartening, but you can improve your productivity in the office by avoiding the 12 following bad habits.

#1) Personal Calls and Text Messages

Unless it’s an emergency, you shouldn’t make or receive personal calls and text messages. Each minute you spend on a personal call or text message is a minute of lost productivity. A survey conducted by the office staffing agency OfficeTeam found that office workers spend an average of 56 minutes on personal calls and text messages per day.

You can still use your phone for work-related calls and texts. For personal communications, though, you should wait until you are off the clock so that it doesn’t negatively impact your productivity. Besides, most employers prohibit workers from using their phones for personal calls and texts while they are on the clock.

#2) Multitasking

What’s wrong with multitasking? Performing two or more tasks simultaneously may sound like an effective way to boost your productivity in the office, but it will likely have the opposite effect. The human brain is hardwired to focus on a single task at any given time. When confronted with multiple tasks, it’s unable to process them, resulting in a dramatic decrease in productivity.

According to a study published by the American Psychological Association (APA), workers who multitask are about 40% less productive than their counterparts who don’t multitask. Other studies have linked multitasking to a lower IQ, which can also prove detrimental to your productivity. Therefore, you should focus on a single task, and after completing it, move on to the next task.

#3) Checking Email Too Much

Email offers a fast and convenient way to communicate with your colleagues and coworkers. It only takes a few minutes to compose and send an email, whereas direct mail can take several days to reach the recipient. With that said, you should limit the number of times that you check your inbox.

Like the other bad habits listed here, checking your email too much can kill your productivity in the office. Research shows that the average office worker checks his or her inbox 15 times per day. Assuming it takes you just three minutes to read all your messages, checking your email will consume about 45 minutes of your workday. So, how often should you check your email? It depends on the degree to which you use email for work, but a good rule of thumb is to check your inbox no more than once an hour.

#4) Attending Unnecessary Meetings

Assuming you work for a large company, you’ll probably spend at least some time attending meetings. Unless your attendance is absolutely needed or required, however, you should skip the meeting.

Unnecessary meetings rank as one of the top sources of lost productivity in the office. According to The Muse, middle-level executives spend over one-third of their total working hours in meetings, whereas upper-level executives, including CEOs and CFOs, spend up to half of their total working hours in meetings. Regardless of your job position, attending unnecessary meetings is a waste of time that will ultimately kill your productivity. Furthermore, many companies record their meetings, meaning you can watch a video snapshot to gain a better understanding of the topics covered during the meeting.

#5) Not Taking Breaks

Don’t forget to take regular breaks when working in an office. Contrary to popular belief, working nonstop isn’t a recipe for success. No matter how much coffee you consume, you’ll eventually become mentally and physically fatigued, which will manifest in the form of lower productivity. It’s an all-too-common occurrence that kills productivity in the office.

According to a survey cited by Forbes, nine in 10 U.S. workers feel more refreshed after taking breaks. Breaks offer an opportunity for your mind to reset. After taking a short break, you can return to your desk, feeling more refreshed.

#6) Taking Excessively Long Breaks

While taking breaks is essential, especially when working eight or more hours a day, you shouldn’t spend too much time in the breakroom. Taking excessively long breaks is just as bad – if not worse – as not taking any breaks. If you take three 30-minute breaks per day, you’ll spend an hour and a half in the breakroom each day. Some workers spend even more time in the breakroom, thus killing their productivity.

So, how long should your breaks be? For most offices, 10 to 15 minutes is the sweet spot. At this length, you’ll feel mentally and physically refreshed without wasting a significant amount of time. Of course, you should follow your employer’s guidelines regarding break frequency and duration. If your employer only allows five-minute breaks, you shouldn’t spend more than five minutes in the breakroom.

#7) Stressing Over Small Things

Try not to stress over the small things. Stress can and will affect your productivity in the office. Research shows that lost productivity is the most commonly reported symptom of work-related stress, with 41% of workers saying they are less productive when stressed.

As your stress levels rise, you’ll feel mentally overwhelmed and exhausted. Stress won’t necessarily impact your physical health, but its mental effects can hinder your productivity nonetheless. To stay productive, you must learn to manage your stress levels. Allowing otherwise small things to instill stress will only kill your productivity in the office.

Here are some tips to lower work-related stress when working in an office:

If you feel stressed, take slow and deep breaths to instantly relax your body and mind.
Foster positive professional relationships with your colleagues and coworkers.
Personalize your desk with personal photos and artwork.
Eliminate clutter and organize your desk.
If your desk is near a window, open the blinds to let in sunlight.
Get at least seven hours of high-quality sleep each night before working.
Set daily goals and track your progress towards achieving those goals.
Don’t smoke. Aside from increasing your risk of COPD, lung cancer, heart disease, and other serious medical ailments, cigarettes will increase your stress levels.

#8) Not Using a To-Do List

If you aren’t using a to-do list, you are missing out on one of the most effective ways to maximize productivity when working in an office. A to-do list offers a clear and concise roadmap for your workday. When you enter the office at the beginning of a workday, you can reference this list to determine which tasks you need to complete.

Consider using the Ivy Lee method when creating, as well as using, a to-do list. Pioneered by American publicity expert Ivy Ledbetter Lee over a century ago, it’s more relevant than ever in today’s modern workplace. With the Ivy Lee method, you create a list of your six more important tasks for the following workday, prioritized according to importance. You can then focus on one task at a time, starting with the most important task at the top of your to-do list.

The Ivy Lee method is both simple and effective at maximizing productivity. It reveals your six most important tasks of the day, thereby keeping you focused and on track. You can experiment with other types of to-do lists, but most office workers and professionals will agree that none compare to the Ivy Lee method.

#9) Skipping Breakfast

There’s a reason it’s called the most important meal of the day: Breakfast provides your body with the calories and nutrients it needs to function properly. It’s estimated, however, that about one in four workers skip breakfast. If this sounds familiar, you should make the necessary changes to your daily routine so that you have time to eat breakfast each morning.

Skipping breakfast may give you a few extra minutes in the morning, but it can kill your productivity. Our brains are powered by glucose. When you consume calories – whether from protein, fat, or carbohydrates – your body will typically convert them into ready-to-use energy known as glucose. If your brain doesn’t get enough glucose, it will slow down. You’ll experience other symptoms as well, including hunger cravings. Because our brains use glucose for energy, though, skipping breakfast can cause a sudden decrease in productivity.

There are ways to prepare a nutritious breakfast in as little as 10 minutes. You can cook scrambled eggs, for example, in the microwave. Just crack a few eggs in a medium-sized bowl, place the bowl in the microwave and set the timer for two minutes. Along with some fresh fruit and toast, microwaved scrambled eggs will provide your brain with the glucose it needs to stay productive.

#10) Neglecting to Upgrade Office Equipment

Another bad habit that can kill your productivity is neglecting to upgrade your office equipment. Whether you work in a large corporate office or a small home office, you’ll eventually need to replace your equipment. No piece of office equipment lasts forever. Over time, your office equipment will degrade to the point where it no longer functions as intended.

If your office chair has a broken caster on the bottom, it probably won’t roll smoothly. If your desk has a finicky cabinet or drawer, you may struggle to open it. These are all things that can kill your productivity. With a broken caster, you’ll have to use greater force to move your office chair around your workstation. With a broken cabinet or drawer, you’ll spend more time adding and retrieving files from the respective cabinet or drawer.

The good news is that you can maintain a high level of productivity by upgrading your office equipment. If your chair, desk, file cabinet, or any other piece of equipment has reached the end of its usable life, replace it. Upgrading your office equipment is a smart investment that will help to maximize your productivity.

#11) Sitting All Day

Even if you work in front of a computer – as most office workers do – you should get into the habit of standing up and walking around on a regular basis. Sitting in the same area for an extended period promotes muscle tension. While sitting, your muscles will become tense, and because of their chronically constricted state, you’ll feel more fatigued.

By standing up and walking around, you’ll become more productive. It allows you the opportunity to stretch your legs and, most importantly, relax your muscles. Therefore, you should make a point to stand and walk around at least once every half-hour while working at the office.

Another way to reduce the amount of time you spend sitting is to invest in a sit-stand hybrid desk. Hybrid sit-stand desks, as their name suggests, are designed for use when sitting or standing. According to a study conducted by researchers at Texas A&M, workers who use a sit-stand hybrid desk are 46% more productive than their counterparts who use a traditional desk.

#12) Overplanning

Finally, overplanning is a bad habit that can kill your productivity in the office. There’s nothing wrong with planning for a particular task in advance. On the contrary, it can help you prepare for the task, allowing you to complete it more efficiently. But overplanning can have the opposite effect by overwhelming with your brain with too much information while hurting your productivity levels in the process.

Overplanning is often associated with analysis by paralysis. It forces you to consume an excessive amount of information about a task, so much that you become mentally paralyzed. Furthermore, the time you spend overplanning could be used for other, more productive work-related tasks. You can still plan ahead, but avoid spending too much time or energy planning any specific task.

Don’t let these bad habits hinder your ability to work in an efficient manner. Whether you’re guilty of making personal calls and text messages, multitasking, attending unnecessary meetings, not taking breaks, or any other bad habit listed here, it will likely hurt your productivity.

12 Tips on How to Set Up the Perfect Office Workstation

2 Responses »

Nov 142019

Is your office workstation interfering with your productivity? Whether you work in a commercial office or a home office, you’ll probably spend most of your time at your workstation. If it’s not properly set up, it could hinder your ability to work while also contributing to musculoskeletal disorders (MSDs). You can avoid these problems, however, by following these 12 tips when setting up your workstation.

#1) Choose an Ergonomic Keyboard and Mouse

Don’t assume that all computer keyboards and mouses are made equal. Generic models generally lack both the features and ergonomic design of their premium counterparts. If you’re still using a generic keyboard and mouse, consider upgrading to a premium keyboard and mouse with an ergonomic design.

An ergonomic keyboard has a curved design in which the rows of keys are slightly angled rather than horizontal, whereas an ergonomic mouse is slightly raised so that you can hold and use it naturally. Ergonomic computer peripherals such as these reduce stress on your wrists to protect against carpal tunnel syndrome and related repetitive stress injuries.

#2) Place Keyboard and Mouse on Slide-Out Tray

If your desk has a slide-out tray, you should use this surface for your computer keyboard and mouse. Placing your keyboard and mouse directly on your desk won’t necessarily hurt your wrists, nor will it contribute to carpal tunnel syndrome, but it may cause eyestrain.

For optimal and strain-free viewing, your eyes should be roughly parallel to the top of your computer monitor. When your keyboard and mouse are placed directly on your desk, you’ll probably have to look down at your monitor, which may lead to eyestrain. A slide-out tray allows you to maintain an appropriate height at your workstation in which your eyes are parallel to the uppermost edge of your computer monitor.

#3) Upgrade Your Office Chair

According to a study conducted by researchers at Cornell University, roughly half of all workers suffer from back pain. Not surprisingly, rates of back pain are higher among office workers than workers in other industries or sectors. When you sit in place for up to eight hours a day, you may develop back pain. This is because sitting increases pressure on your intervertebral discs 300% more than that of standing.

To create an ergonomic workstation that promotes productivity and discourages back pain, you must invest in a high-quality office chair.

Here are a few tips to follow when upgrading your office chair:

Consider the fabric and whether it’s able to withstand heavy use.
Make sure the office chair has adequate lumbar support for your lower back.
Choose an office chair with armrests that can be raised or lowered.
A high-quality office chair should also feature an adjustable height.
Choose an office chair with rolling wheels, known as casters.
For maximum comfort, choose an office chair with a reclining backrest.
Check the manufacturer’s warranty before purchasing.
Avoid purchasing a used or secondhand office chair and, instead, stick with a new model.

#4) Use a Chair Mat for Carpeted Floors

If your office workstation has carpeted floors, consider using a chair mat. Why do you need a chair mat for carpeted floors exactly? Well, it’s difficult to roll an office chair across carpet. Depending on the thickness of the carpet, you may be forced to physically lift and move your office chair. A chair mat solves this problem by creating a smooth and flat surface on which you can roll your office chair.

Chair mats feature a heavy-duty plastic construction, with one side of the mat consisting of a smooth and flat surface, and the other side consisting of spikes. To use a chair mat, place the spiked side down into your carpet so that the smooth and flat smooth is visible on top. You can then place your office chair directly on the mat’s smooth and flat surface, allowing you to move around your workstation with greater ease.

#5) Install a Document Holder

A document holder is an invaluable tool for a productive office workstation. As the name suggests, it’s designed to hold one or more documents. Without a document holder, you’ll have to lay documents flat on your desk. Of course, it’s difficult to view documents for long periods of time in this position. Using a document holder, though, you can place documents next to your computer monitor, allowing you to read them more quickly and with greater ease.

According to the Occupational Safety and Health Administration (OSHA), document holders can “reduce or eliminate” MSD risk factors like fatigue, eyestrain, and awkward postures. Considering that document holders are available for as little as $10, most office workers will agree that it’s a smart investment. Granted, you won’t be able to write on a document holder, but you will be able to comfortably read documents using this innovative office accessory. As a result, a document holder can increase the speed at which you read paper documents.

#6) Personalize Your Workstation With Decorations

Personalizing your office workstation with decorations does more than just improve its aesthetics. Research cited by Psychology Today found that workers are more productive in personalized workstations than generic, non-personalized workstations. It’s unknown exactly how or why personalized workstations promote productivity, but the evidence is clear: Workers tend to produce more work in less time if personalized environments that are unique to their respective personal identity.

Here are some different ways to personalize your office workstation:

Add framed photos of family members.
Create and display your own artwork.
Display collectibles of personal interest.
Integrate one or more small potted plants into the décor.
Show off your favorite coffee mug.
If you have personalized business cards, display them on your desk.
Display your work-related goals and objectives.
Create a to-do list.
Add color to your workstation.

#7) Increase Lighting

The amount of lighting in your workstation can affect your productivity. If your workstation is poorly lit, you may struggle to read text on your computer monitor as well as text on paper documents. Studies have even shown a direct correlation between workplace lighting and productivity and well-being. Therefore, you must ensure your office workstation has adequate lighting.

Overhead lighting alone isn’t always enough to fully illuminate an office workstation. It can certainly help, but in many cases, you’ll need a supplemental source of lighting. Task lighting is particularly effective for office workstations because of its ability to provide direct, controlled lighting. By definition, the term “task lighting” refers to any lamp or light fixture that provides illumination for a specific task. In offices, task lighting generally consists of adjustable table lamps. If you’re writing a document, you can adjust the lamp so that it shines directly on your desk where you are writing.

#8) Place Telephone Within Arm’s Reach

If you regularly use a telephone – not your smartphone – in your line of work, place it within arm’s reach at your office workstation. If you’re forced to roll to the opposite end of your workstation to access the telephone, you’ll waste a substantial amount of time that could be used for other, more productive tasks. For an ideal office workstation, the telephone should be within arm’s reach, meaning you can grab it without moving your chair or body. By keeping the telephone close by, you’ll be able to answer and place calls more quickly.

#9) Adjust Chair Height

Regardless of which office chair you use, you’ll need to adjust the height to achieve a comfortable and ergonomic sitting position. If your chair is too low, it will stress your knees and thighs. If it’s too high, it will stress your spine. So, how high should you adjust your office chair for maximum comfort?

A good rule of thumb is to raise or lower your office chair until your thighs are parallel with the floor and your legs are perpendicular to the floor. In other words, your thighs and legs should create a 90-degree angle when you are sitting. Assuming your office chair features an adjustable height, you should be able to raise or lower it accordingly. Some office chairs have a lever that, when engaged, will raise or lower the chair. If you’re sitting in the chair and engage the lever, it will lower. If you’re not sitting in the chair and engage the lever, it will raise. Known as the actuator lever, it’s almost always found underneath the seat on the right side.

#10) Place Monitor Directly in Front

Don’t overlook the importance of proper monitor placement at your office workstation. If you’re only using a single computer monitor, you should place it directly in front of your body. As previously mentioned, your eyes should be parallel to the top of your monitor. However, this is only useful if your monitor is directly in front of your body. If your monitor is to the left or right, you’ll have to turn your neck to view it. And if you work in front of a computer for multiple consecutive hours a day, this could lead to neck pain. Placing your monitor directly in front of your body allows for a natural and relaxed viewing experience that doesn’t strain your neck.

Not all office workers use a single computer monitor, though. In recent years, many office workers have upgraded their workstation to include two monitors. According to Business.com, workers are roughly 20% to 30% more productive when using two monitors rather than just one. If you currently use two monitors, or if you’re planning to use two monitors in the near future, position them in front of your body an angle. Both monitors should be angled inwards at the center. When looking forward, you should see the sides of both monitors. With this format, you’ll only have to turn your head slightly to view the monitors.

#11) Run Cables Through Desk Grommets

Is your office workstation cluttered with cables? While the advent of Wi-Fi has led to fewer cables in the modern office, most workstations still have about a half-dozen cables. All of these cables can create a chaotic and cluttered environment that consumes valuable space at your workstation.

The good news is that most office desks now feature pre-cut holes and passages through which you can run cables. Known as grommets, they offer an effective and discreet solution for excessive cables. Rather than running cables across the top of your desk, for example, you can run them through a grommet. The grommet is simply a piece of material that’s affixed to an opening in a desk.

Desk grommets are available in several styles. Some have a U-shaped opening, whereas others have a circular-shaped opening. The material in which grommets are made also varies. You’ll find grommets made of wood, plastic, and even metal. Feel free to experiment with different grommets to determine which works best at your office workstation. You can typically swap out your desk’s current grommet with a new grommet of similar size and shape.

#12) Add a File Cabinet

No office workstation is complete without a file cabinet. Depending on its size, as well as the size of the paper, a typical file cabinet can store between 2,000 to 4,000 sheets of paper. More importantly, it allows you to neatly categorize your documents so that you can find and access them more quickly in the future.

Before purchasing a file cabinet, determine exactly where you want to place it. You may not have the luxury of using a full-size file cabinet. If you work at a small cubicle, for instance, you may have to settle for a smaller, half-sized file cabinet – but that’s okay. Even small file cabinets can prove invaluable for office workstations.

If you’re worried that your file cabinet will tip over, choose a file cabinet with built-in counterweights. Counterweights are designed to weigh down the file cabinet at the bottom, thus making it difficult to tip over. Another feature to consider when shopping for a file cabinet is a locking mechanism. With a locking mechanism, you can safeguard your important documents from theft and tampering.

How to Clean and Maintain an Office Chair

Oct 222019

As an office worker, you probably know the importance of using a comfortable and ergonomic office chair. It will allow you to work at your desk or cubicle for long periods of time without stressing your spine. Statistics show that up to 38% of office workers will experience back pain in any given year. Using a high-quality office chair, however, you’ll minimize stress on your spine and, therefore, protect yourself from back pain. But if you’re going to invest in a high-quality office chair, you’ll need to clean and maintain it.

Vacuum Dust and Debris

Once every few weeks, clean your office chair using the wand attachment of a vacuum cleaner. Assuming the wand attachment has a smooth surface, it should suction up most particulate matter without harming your office chair. Just turn the vacuum cleaner to a “low suction” setting, after which you can run the wand attachment across the seat, backrest and armrests.

Regardless of what type of office chair you own, vacuuming it on a regular basis will help extend its useful life. The wand attachment will suction stubborn dust and debris that could otherwise degrade your office chair and send it to an early grave.

Look for an Upholstery Tag

If you haven’t done so already, look for an upholstery tag on your office chair. Although there are exceptions, most office chairs have an upholstery tag. Also known as a care tag or care label, it features instructions from the manufacturer on how to clean the office chair. Different office chairs are made of different fabrics, so you’ll need to check the upholstery tag to determine the safest, most effective way to clean them.

You can usually find the upholstery tag underneath the seat of an office chair. Once you’ve located it, check to see whether it contains a cleaning code. Cleaning codes consist of one or two letters that reflect the best way to clean the office chair’s fabric.

Here’s a breakdown of the different cleaning codes used in upholstery tags and their corresponding definition:

W: The most common cleaning code used in upholstery tags, W means the office chair should be cleaned with water or a water-based product.
S: If the upholstery tag has the S cleaning code, you’ll need to clean your office chair with a water-free solvent. Office chairs made of organic fabrics like cotton, wool or rayon may damage when exposed to water, which is why manufacturers generally recommend the use of a water-free solvent.
W/S: As you may have guessed, the W/S cleaning code indicates that the office chair can be cleaned using either a water-based product or a solvent.
X: Finally, the X cleaning code means the office chair should be cleaned by vacuuming or brushing only. Using a water-based cleaning product or a solvent may damage your office chair if it features this cleaning code.

In the event your office chair doesn’t have an upholstery tag, you can check the owner’s manual for instructions on how to clean your office chair. If an office chair doesn’t have an upholstery tag, it should come with an owner’s manual featuring similar cleaning and maintenance instructions.

Spot Clean Using Soap and Warm Water

Unless otherwise stated on the upholstery tag – or in the owner’s manual – you can spot clean your office chair using soap and warm water. If you discover a superficial smudge or blemish on your office chair, blot the stained area with a damp washcloth, along with a small amount of liquid soap, until it comes clean.

You don’t need to use any special type of soap to clean your office chair. Just use a gentle-formula dish soap. After running a clean washcloth under running water, place a few drops of dish soap on it. Next, blot – don’t scrub – the stained area or areas of your office chair. Blotting is important because it will pull the stain-causing compounds out of the fabric. If you scrub the stain, you’ll inadvertently work the stain-causing compounds deeper into the fabric. So, remember to blot your office chair when spot cleaning it.

Test Stain-Removing Products in a Discreet Area

While soap and warm water should make quick work of superficial stains on an office chair, you’ll need a stronger cleaning solution for stubborn stains. There are a variety of stain-removing products available on the market, many of which contain powerful cleaning chemicals. But if you’re thinking about using one of these products, you should test it in a discreet area of your office chair.

Don’t just apply the stain-removing product to your entire office chair. Rather, test it in a discreet area that’s difficult to see. Doing so allows you to see how the product affects your office chair. You can test a stain-removing product underneath the seat of your office chair, for example. Hopefully this doesn’t happen, but if the product leaves a permanent stain, it won’t be visible.

Whether you’re planning to use a store-bought stain-removing product on your office chair or a natural stain-removing product, such as vinegar, you should test in a discreet area. As long as the product doesn’t damage or permanently alter the fabric, you can proceed to it elsewhere on your office chair.

Apply Conditioner to Leather

If you have a leather office chair, you should condition it once every few months to prevent it from drying out. There are different types of leather, some of which includes full grain, corrected grain and split. Full-grain leather is the highest quality, whereas corrected grain is the second-highest quality. All types of natural leather, however, have a porous surface that’s able to absorb and hold moisture.

If you inspect natural leather under a microscope, you’ll see countless holes on the surface. Also known as pores, these holes are responsible for keeping the leather moist. As moisture settles on the surface of a leather office chair, it will sink into its pores, thereby preventing the leather from drying out. Over time, however, moisture will evaporate from the pores. If left unaddressed, the leather will then peel or even crack open.

You can protect your leather office chair from such damage by applying a conditioner to it. Leather conditioners like mink oil and saddle soap are designed to hydrate leather. They contain water, as well as other ingredients, that hydrate and protect leather from dryness-related damage. When you apply a conditioner to your leather office chair, you’ll hydrate it so that it doesn’t dry out.

Here are some other tips on how to maintain a leather office chair:

Use caution to ensure that you don’t spill any beverages or other liquids on your leather office chair.
Maintain a relative humidity of 40% to 55% in your office. If the humidity is lower than 40%, your leather office chair may dry out. If it’s higher than 55%, on the other hand, it may become saturated with an excess amount of moisture.
Don’t condition your leather office chair more than once every few months. Over-conditioning leather will saturate it with too much moisture.
Consider using a leather protectant product. Not to be confused with conditioners, protectants are designed to add a protective layer over the surface of leather.
Don’t place your leather office chair directly in front of a heater or air vent.

Clean and Lubricate Casters

If your office chair has casters, you’ll need to clean and lubricate them to keep the chair rolling smoothly. Casters are the housing units in which an office chair’s wheels are mounted. The wheels themselves are made of a variety of materials, some of which include plastic, rubber, steel, aluminum, cast iron and polyurethane. In comparison, the housing units are almost always made of some type of metal.

New office chairs typically roll smoothly and with little or no resistance. But if you’ve been using the same office chair for a year or longer, you may struggle to roll it across the floor because of debris buildup inside the casters.

To clean the casters, flip your office chair upside down and pull out any lint, hair or debris from inside the wheel housing units. You can also use a vacuum cleaner to suction excess debris out of the casters, or you can use canned air to blast debris out of the casters.

After thoroughly cleaning the casters on your office chair, apply a lubricant like WD-40. Just spray a small amount of lubricant into each housing unit, at which point your office chair should roll more smoothly. Try to get into the habit of cleaning and lubricate the casters on your office chair at least once every six months.

Tighten Fasteners

Of course, you should also inspect and tighten the fasteners on your office chair as well. Whether your office chair features screws or bolts (or both), they may come loose if you don’t tighten them on a regular basis. And if a fastener is loose, your office chair won’t be stable.

Refer to the owner’s manual to identify the location of all fasteners. Some office chairs only have a few fasteners, whereas others have dozens of fasteners. After identifying the location of your office chair’s fasteners, use a screwdriver to tighten them.

To tighten a fastener, turn the screwdriver to the right. You can loosen a fastener, on the other hand, by turning it to the left. An easy way to remember which direction to turn a fastener is “righty-tighty, lefty-loosey.”

Replace Gas Cylinder

Does your office chair sink back down to the floor immediately after you raise it? If so, you may need to replace the gas cylinder. Adjustable-height office chairs typically feature a gas cylinder that’s responsible for creating pneumatic lift. Inside this cylinder is pressurized nitrogen gas that’s able to lift and hold the office chair at an elevated height.

If the gas cylinder on your office chair is leaking or otherwise faulty, you won’t be able to raise it. The good news is that you can easily replace most gas cylinders. Just flip your office chair upside down, use a screwdriver to remove the current gas cylinder and replace it with a new gas cylinder of the same size and type. Once installed, try raising your office chair to see if the new gas cylinder works.

Keep Away From Direct Sunlight

It’s a good idea to keep your office chair away from direct sunlight. Ultraviolet (UV) sunlight can degrade most fabrics and materials, including those used in the construction of office chairs. It doesn’t happen overnight. But if an office chair is exposed to direct sunlight for a prolonged period, it may fade and dry out.

You don’t have to work in a pitch-black office to protect your office chair from sun-related damage. Instead, consider placing your office chair in an area that’s mostly shaded during the day. You can also adjust the blinds or curtains so that they are only partially closed, thereby restricting the amount of sunlight to which your office chair is exposed. By taking these simple precautions, you can rest assured knowing that your office chair won’t fade or dry out due to sun exposure.

Replace When Necessary

Even with regular cleaning and maintenance, you may still need to replace your office chair. According to one report, the average life expectancy of an office chair is between seven to 15 years. If your office chair is damaged or degraded beyond the point of repair, you should go ahead and replace it.

A high-quality office chair made by a reputable brand should come with a warranty. If any of the components break during the warranty period, the manufacturer will pay to repair or replace it. Always look for a warranty when purchasing an office chair, as this indicates the manufacturer is confident in its product.

After investing in a new office chair, though, remember to follow these cleaning and maintenance tips. Doing so will help protect it from premature failure. At the same time, a well-maintained office chair will provide you with a superior level of comfort when working.

Is a Coworking Office Space Right for Your Small Business?

Aug 262019

When searching for an office in which to run your small business, you may come across coworking office spaces. Not to be confused with shared offices, they’ve become increasingly popular in recent years. According to a report published by AllWork, the number of coworking office spaces in the United States increased by 16% and globally by 36% in 2018. To determine if it’s right for your small business, though, you must first understand how a coworking office space works.

What Is a Coworking Office Space?

A coworking office space is a community-centric office in which multiple freelancers and business owners – typically owners of small businesses and startups – operate. It’s called “coworking” because it offers a space in which freelancers and small business owners can work together to help each other achieve their respective goals.

The purpose of coworking office spaces is to create a sense of community for freelancers and small business owners. Statistics show there are roughly 22 million small business owners and 15.5 million freelancers in the United States. Unfortunately, many of these professionals are forced to work in isolated spaces where they experience little or no human interaction. A coworking office space solves this problem by cultivating and encouraging a socially driven community atmosphere.

A coworking office space usually has an owner or property manager who sells memberships to small business owners and freelancers. While pricing models vary, most involve a daily or monthly membership. To use a coworking office space, you simply sign up for a membership and pay the fee. As long as your membership is active, you can use the coworking office space to run your small business.

Even if your small business has a dozen or more employees, you can still run it from a coworking office space. You just need to purchase an additional membership for each employee who will use the space. Alternatively, some coworking office spaces sell subscription packages for multiple employees at a discount. You can scale up or scale down your subscription depending on your small business’s needs.

History of Coworking Office Spaces

While now common in the United States, Canada, the United Kingdom, Germany, France and Japan, the concept of a coworking office space is still relatively new. According to TheAtlantic, they first appeared in San Francisco during the mid-2000s. After launching in The Golden State, coworking offices space were gradually adopted by other states and, eventually, other countries.

The concept of a multi-business working space was envisioned by American software engineer Brad Neuberg. As explained on his official website, Neuberg came up with the idea in order to solve a common problem encountered by freelancers and small businesses owners: a lack of community.

Neuberg enjoyed the freedom of working as a freelancer, but he missed the sense of community of working as an employee. This prompted the software engineer to develop the groundwork for the modern coworking office space.

Neuberg approached a friend he knew, Elena Auerbach, who worked at the Spiral Muse building in downtown San Francisco to inquire about setting up a coworking office space to sell to other freelancers and small business owners. Auerbach obliged under the condition that Neuberg pay $300 a month for two days per week usage. Neuberg’s coworking office space wasn’t an immediate success. After posting on Craigslist, he still didn’t attract any freelancers or small business owners to his coworking office space. With a more aggressive marketing strategy, though, he attracted his first member – and it wasn’t long before his coworking office space was filled with freelancers and entrepreneurs.

Coworking Office Space vs Shared Office

Shared offices are often confused with coworking office spaces – and for good reason. Both models involve working in a space with other freelancers or small business owners. The difference, however, is that coworking office spaces emphasize community, whereas shared offices do not.

In a shared office, you’ll find the workstations are typically closed off from each other to provide privacy for the freelancers and small business owners who use them. You can still converse and communicate with other professionals in a shared office, but this generally isn’t encouraged. On the contrary, most members of a shared office focus on their own professional activities. They don’t interact with other professionals who are outside of their organization.

Most importantly, a coworking office space offers a community in which freelancers and small business owners are encouraged to interact with each other. Even though members have their own professional goals, they often communicate to share ideas, buy and sell services, ask for feedback and simply converse. You won’t find this type of social interaction in a shared office.

In short, coworking office spaces differ from shared offices in the following ways:

Coworking office spaces typically have an open layout, whereas shared offices have a closed or portioned layout.
Coworking office spaces encourage social interaction by creating a sense of community, whereas shared offices do not.
Coworking office spaces are usually larger than their shared office counterparts, meaning more freelancers and small business owners can use them.
Coworking office spaces are available through a daily or monthly membership, whereas shared offices are available through a lease.
Many coworking office spaces are part of a large network, so members can access multiple affiliated spaces. Shared office spaces, on the other hand, are not networked and usually consist of a single location.

Advantages of Coworking Office Space

Running your small business from a coworking office space offers several benefits, one of which is regular social interaction. According to a survey cited by Inc., nearly one in three small business owners feel isolated or lonely when working, compared to just 15% of non-entrepreneurial workers like employees or corporate executives. Considering that coworking office spaces often have dozens – sometimes 100 or more – members cohabiting the same space at any given time, you’ll be able to converse with other like-minded entrepreneurs if you run your small business here.

Depending on what your small business does exactly, you may be able to attract new customers by running it from a coworking office space. If you run a graphic design business, you can ask other members if they are interested in logo or business card design services. If you run a cybersecurity business, you can pitch antimalware services to other members. Practically all small businesses that operate in a business-to-business (B2B) niche can attract new customers by using a coworking office space. And even if your small business’s audience consists of consumers, you may still attract customers using this modern workspace.

You can save a substantial amount of money on your small business’s overhead expenses by choosing a coworking office space rather than a private office. With a private office, you’ll usually have to sign a lease, which can range from one to three years. Not surprisingly, lease payments are exponentially more expensive than coworking membership payments. And if you decide to move your business, you may have to pay an early cancellation fee if you’re stuck in a lease. A coworking office space allows you to avoid these headaches by using a cheaper and more flexible membership-based payment system rather than a lease.

Coworking office spaces offer onsite amenities to members, some of which include Wi-Fi, printing, coffee, snacks, meeting rooms and more. While also available in shared offices, you won’t find these amenities offered in private offices. When running your small business from a private office, you’ll have to purchase and add these amenities yourself.

If you need feedback on a work-related project, you can ask another member of the coworking office space. Most members will gladly share their opinions; all you have to is ask. Of course, he or she may ask for your feedback in the future, so be sure to return the favor if the situation arises.

According to The Harvard Business Review (HBR), workers thrive in coworking office spaces because of their social atmosphere. Researchers found that workers are more efficient in workspaces where they are able to interact and converse with other people.

Disadvantages of Coworking Office Space

Like with all workspaces, there are disadvantages to running your small business from a coworking office space. For example, you won’t have the freedom to personalize your workstation with your preferred furniture and decorations. Both coworking office spaces and private offices utilize a pool of workstations that are accessible to all its respective members.

Coworking office spaces don’t offer much privacy, which may be a concern for some small business owners. With their open design, you’ll hear other members talking and going about their day-to-day activities. If you’re easily distracted by noise, this may hinder your productivity and overall performance.

A potential disadvantage of coworking office spaces that’s often overlooked is increased proximity to competitors. If another member of the space operates in the same market or niche as your small business, some of your potential customers could choose his or her business rather than yours. This isn’t always a problem, as coworking office spaces often have a diverse group of members, but it’s still something to consider before purchasing a membership to a coworking office space.

You won’t have a dedicated business address when running your small business from a coworking office space. If a customer or potential customer asks for your small business’s address, you can’t give him or her the coworking office space’s address. Instead, you’ll have to use a different address, such as a Post Office (PO) box or virtual mailing address.

Things to Consider When Choosing a Coworking Office Space

There are a few important things to consider when choosing a coworking space. For starters, consider the location and its relation to your home. If it’s located 30 miles away – and the only way to access it is by driving down a heavily congested road – you’ll waste a lot of time commuting. By choosing a coworking office space that’s

It’s always a good idea to check out a coworking office space before purchasing a membership. Most owners and managers of coworking office spaces will allow you to take a tour of their facility at no cost. During the tour, pay attention to the way in which workstations are set up, how many members are using the space, whether or not the members are interacting with each other, and the amenities offered.

Don’t forget to check the hours of operation when choosing a coworking office space. Some coworking office spaces are only open to members during specific hours of the day, such as 6:00 a.m. to 6:00 p.m., but others are open 24 hours a day, seven days a week. With a 24/7 coworking space, you won’t be restricted to running your small business during specific times. Whether it’s early in the morning or late at night, you can visit the space to perform business-related work.

Here are some tips on how to choose a coworking office space:

Consider the price of membership and whether it’s within your small business’s budget.
Choose a coworking office within a reasonable driving stance from your home.
Make sure the coworking office is secure. At minimum, it should feature some type of access control system, such as key, as well as video surveillance monitoring.
Read over the coworking office space’s rules. If they aren’t posted on the wall, ask the owner or property manager for a copy.
Inquire about whether or not the coworking office space is part of a larger network, and if it is, find out where the affiliated offices are located.
The coworking office space should be large enough to accommodate your small business while it grows.

In Conclusion

Research shows the number of coworking office spaces in the United States is increasing at a rate of roughly 16% per year. Unlike shared and private offices, they promote a sense of community, which the key factor driving their popularity. However, coworking office spaces offer both advantages and disadvantages to other types of offices, so you need to assess whether it’s a smart idea for your small business.

Create a Stress-Free Office That Your Employees Will Love

Jul 192019

When designing your company’s office, you should consider the way in which it impacts employees’ stress levels. According to a report by the American Psychological Association (APA), work is the leading cause of stress in the United States.

If your office is poorly designed and fails to offer a relaxing and enjoyable working environment, employees will likely experience greater stress. Over time, this can result in lower productivity levels, higher turnover rate, and even more on-the-job accidents. You can lower the risk of problems such as these, however, by creating a stress-free office for your employees.

Allow Employees to Personalize Workstations

Whether your office has 10 workstations or 100 workstations, you should allow – and even encourage – employees to personalize them. Research has shown that personalized office workstations typically result in higher employee satisfaction and well-being levels.

Personalized workstations create a stronger emotional connection to the respective employee. After personalizing their workstation with framed photos, stickers, and other decorations, the employee will have his or her own unique environment in which to work. Non-personalized workstations, on the other hand, project a bland and generic working environment that offers little or no emotional connection to employees.

Upgrade Workstations With Ergonomic Office Chairs

Don’t make the mistake of choosing cheap, low-quality office chairs for your employees’ workstations. It may allow you to save a couple bucks on your company’s furniture expenses, but it will cost your company later down the road in the form of highly stressed employees.

According to a report by the University of California, Berkeley, nearly two in three office workers experience pain or physical discomfort caused by sitting. Office jobs require workers to sit for multiple consecutive hours, with some office workers sitting for eight or more hours during a typical workday. If you use low-quality chairs in your workstations, your employees are more likely to experience pain or discomfort, which often leads to stress. Instead, choose high-quality office chairs featuring an ergonomic design.

Design a Dedicated Breakroom

Assuming your office doesn’t already have one, design a dedicated breakroom where employees can go to drink beverages, eat snacks or meals, converse or simply relax while on break. It’s difficult – though not necessarily impossible – for employees to perform these activities at their workstation. And even if an employee can eat snacks or converse at their workstation, he or she would probably prefer the quieter and more relaxing environment of a dedicated breakroom.

To take full advantage of the stress-relieving benefits of a dedicated breakroom, consider the following tips:

Add small dining tables and chairs so that employees can comfortably eat and drink.
Invest in a coffee maker, ensuring that your breakroom is also supplied with plenty of coffee, creamer, sugar, alternative sweetener, stirring sticks, cups, and other related items.
If there’s enough space for it, add a large couch for increased relaxation.
Decorate the walls with bright, energy-invoking colors like yellow, red, aqua blue, lime green, or tangerine.
Encourage employees to label their name on any foods or beverages that they store in the breakroom.
Add magazines or board games to keep employees occupied until their break is over.
Ensure power outlets are easily accessible and not obstructed or concealed by furniture.
Ask your employees for input on what furniture or amenities they’d like to see in the breakroom.
Keep your breakroom clean and free of clutter.

Create a Health and Wellness Program

Another way to promote a stress-free office is to create a health and wellness program. Also known simply as a workplace wellness program, a health and wellness program is a voluntary program that encourages employees to make smarter choices regarding their personal health, such as participating in group exercises, smoking cessation programs or nutrition course. In exchange for joining your company’s health and wellness program, you can reward employees with perks such as cheaper health insurance premiums, free exercise equipment, or free gift cards.

According to Forbes, 87% of employees want a healthier working environment – and one way to provide your employees with a healthier environment is to offer a health and wellness program. But not many companies put forth the effort to create and offer a health and wellness program. They assume it’s an unnecessary expense that doesn’t offer any real value.

Creating a health and wellness program, however, can offer several benefits for your company. Employees will feel happier and more energized, resulting in higher productivity levels. And because stress and health are directly connected, employees who participate in your company’s health and wellness program will likely experience lower stress levels.

Maintain a Comfortable Climate

What’s the average temperature in your office? If it’s abnormally hot or cold, it may create a stressful environment for your employees. Employees can add or remove layers of clothing while working, but this isn’t always enough to beat excessively hot or cold office temperatures. If an employee becomes uncomfortably hot or cold, his or her stress levels will rise. So, at what temperature should you set the thermostat in your office?

There’s a growing debate over what’s the “ideal” office temperature. The Occupational Health and Safety Administration (OSHA) states that 68 to 76 degrees Fahrenheit is an ideal range for a comfortable and safe working environment, whereas a study conducted by researchers at Cornell University found that higher temperatures can yield better results for employers and their employees. Specifically, Cornell University researchers discovered that raising the office temperature from 68 to 77 degrees Fahrenheit resulted in 44% higher typing accuracy.

While 77 degrees Fahrenheit may sound pretty toasty, it may prove beneficial for employees who perform data entry work. With that said, it’s probably best to start at a lower temperature of around 73 to 75 degrees Fahrenheit, and depending on feedback from your employees, either raise or lower it to achieve a comfortable climate that eliminates stress and promotes productivity.

Embrace Employee Recognition

Employee recognition is a key concept used by many of the leading Fortune 500 companies to retain talent. It’s a broad term that refers to acknowledging, or recognizing an employee’s hard work. Statistics show that nearly two in three employees who work at a company without an employee recognition program aren’t satisfied with their job. And with low job satisfaction, these employees tend to be more stressed than their counterparts who work at companies with an employee recognition program.

There are different ways to structure an employee recognition program. You can create an employee-of-the-month program, for example, in which a single hardworking employee each month is honored and rewarded. If your company’s operations revolve around sales, you can recognize the top-selling employee each week.

Alternatively, you can create a more informal employee recognition program that involves recognizing each of your company’s hardworking employees in person. Regardless, you should show your appreciation to these employees by thanking them for their exceptional work ethics. By embracing employee recognition, employees won’t feel like their hard work is going unnoticed. As a result, they’ll feel more relaxed and less stressed.

Reduce Noise Levels

Frequent exposure to loud noise can, not surprisingly, contribute to stress. If your office suffers from constant loud noise, it will distract workers from their job while causing their stress levels to increase in the process. According to a Plantronics study, 63% of employees say there are distracted by loud noise. It’s nearly impossible to create a silent office, but there are ways to reduce noise levels.

First, consider setting volume standards for computers and devices. If an employee has his or her computer turned up to full volume, other workers will probably hear it. However, if you require employees to use a specific volume setting, you’ll create a quieter and more peaceful office.

Second, use office furniture to absorb and dampen loud noise. It’s a little-known fact that using the right type of furniture – and placing it in the right location – can create a quieter office. Wood furniture, for instance, is typically more effective at absorbing sound than metal furniture. If there’s a specific area in your office where noise is a problem, try surrounding it with wood furniture, such as bookshelves and desks. Once in place, the wood furniture will absorb some of the sound vibrations to create a quieter environment for your employees.

Use Aromatherapy

Aromatherapy has dozens of practical uses, one of which is relaxation. The general belief is that exposure to certain aromas triggers the release of stress-reducing hormones and chemicals in the body, including serotonin and oxytocin. When a person is exposed to one of these aromas, his or her body will produce more hormones and chemicals that counter the effects of stress.

To take advantage of aromatherapy in your office, use a diffuser with scented oil. There are two main types of diffusers: reed and electric. Reed diffusers consist of jars or vases with sticks of reed. You pour the scented oil into the bottom of the jar or vase, at which point the reed will soak up and release the oil into the surrounding air. Electric diffusers, on the other hand, spray the oil as a light mist into the air. By adding the right aroma or aromas to your office, employees’ stress levels may drop.

Some of the top aromatherapy oils used for relaxation and stress reduction include the following:

Lavender
Lemon
Peach
Orange
Jasmine
Chamomile
Basil
Cinnamon
Peppermint

Offer Private Workstations

Lack of privacy is a common problem in the modern office. In the past, offices were designed primarily using cubicles. While cubicles are still found in many offices, they’ve been largely replaced with open office designs, which lack the privacy of their cubicle counterparts.

If your office uses an open design, consider creating private workstations for your employees. Even with the widespread adoption of open office designs, research shows that employees prefer working in an office with private workstations. When employees are forced to work in an open office, they’ll feel like their every move is being watched – something that can cause increased stress.

You don’t have to necessarily use crammed and congested cubicles, but you should provide your employees with private workstations. In each workstation, add portioning walls to create a sense of privacy. With portioning walls raised above their workstation, employees will feel more relaxed knowing that they aren’t being watched every minute of their workday. Of course, employees will appreciate the added privacy, and it will probably show in the form of higher productivity levels.

Support BYOD

Allowing your company’s employees to bring and use their own devices such as laptops or tablets from home will promote a stress-free office. Known as bring your own device (BYOD), it’s become a common trend in the office.

Supporting BYOD can pay off for your company in multiple ways. For starters, you won’t have to purchase as many devices for your employees, allowing your company to save money. BYOD also eases the burden of training employees on how to use a device. If an employee brings a personal device to use in the office, he or she is probably already familiar with it, in which case you won’t have to train the employee.

Employees are often more satisfied and less stressed when they are allowed to use their own device. According to a survey cited by ZDNet, 61% of employees say they are happier when working for a company that supports BYOD. And when employees are happy, they are usually less stressed.

If you’re going to support BYOD in your office, though, you should create a cybersecurity plan to mitigate the risk of data breaches. While BYOD offers numerous benefits, it often paves the way for data breaches. Personal devices usually have little or no security measures, so any data stored on them is more likely to be lost or stolen. You can still support BYOD in your office, but you should create a cybersecurity plan to protect against data breaches.

Working in any environment can cause stress, and an office is no exception. As an employer, you can control the atmosphere to which your employees are exposed. By following these tips, you’ll achieve a stress-free office that resonates with your employees.