How to Use an Ergonomic Office Chair Correctly: A Step-by-Step Setup Guide
An ergonomic chair only helps if it is set up for the person sitting in it. Most people sit down, maybe change the height once, and never touch the other adjustments again. This guide walks through every adjustment in order, with photos of each control, so you can set up your chair in about five minutes.
The photos show the 9018 Series ergonomic office chair with foam seat in black. The steps work the same way on the grey version and on the mesh-seat 9018 chairs.
Know your chair
Before you start, here is what each part does. The numbers match the photo.
- Headrest: adjusts in height and angle, to support your head when you lean back.
- Mesh backrest: breathable mesh that follows the shape of your back.
- Lumbar support: adjusts up/down and in/out, to fill the curve of your lower back.
- 3D armrests: adjust up/down, front/back and left/right.
- Padded foam seat: moulded foam on a seat shell, 51 cm wide and 52 cm deep.
- Control lever: one lever for seat height and for reclining and locking the backrest.
- Class 3 gas lift: raises and lowers the seat between 47.5 and 57.5 cm.
- Five-star base: powder-coated, 63 cm across.
- Castors: 6 cm PU wheels.
Set the chair up in the order below. Each step depends on the one before it: the seat height decides where your back sits against the backrest, and that decides where the lumbar support and armrests need to go.
Step 1: Set the seat height
Seat height comes first, because everything else is measured from it. The control lever is under the right-hand side of the seat.
The icons on the end of the lever show its two jobs: the up/down arrow is seat height, and the in/out arrow marked LOCK is the backrest.
- Stand in front of the chair. Lift the lever and let the seat rise to its highest point, then let go.
- Sit down. Lift the lever again and stay seated: the seat lowers under your weight. Let go when it is at the right height.
- Check the height with your shoes on, the way you normally work.
How to tell it is right:
- Your feet rest flat on the floor.
- Your thighs are roughly level, with your knees at about the same height as your hips or a little lower.
- There is no pressure from the front edge of the seat on the back of your thighs.
If your desk is too high to reach with your feet flat, raise the chair to suit the desk and put a footrest under your feet. If you have a height-adjustable desk, set the chair for your body first, then bring the desk to you.
Step 2: Sit all the way back
Most of the support in an ergonomic chair comes from the backrest, and it can only help if your back is touching it. Slide your hips right to the back of the seat before you set anything else.
With your back against the backrest, you should be able to fit two or three fingers between the front edge of the seat and the back of your knees. The 9018 seat is 52 cm deep. If the edge touches your knees, move the lumbar support a little further forward (Step 3) so it brings you slightly forward on the seat.
The foam seat spreads your weight over a soft, even surface. If you are still choosing between seats, our guide to mesh vs foam office chair seats compares the two.
Step 3: Set the lumbar support
Your lower back curves inward just above your belt line. The lumbar support fills that curve so you don't slump into a C shape as the day goes on.
The lumbar support adjusts in two directions:
- Height: push it up or down. Hold the support and slide it until it sits in the small of your back, just above your belt line.
- Depth: turn the round knob on the back of the chair. Turning it moves the support in towards your back or out away from it. Start with less depth and add more until it feels supportive.
How to tell it is right: sitting back, you feel even, gentle pressure in the small of your back, not a hard push. If it feels like it is pushing you forward, move it back.
Step 4: Set the backrest angle
The backrest reclines from 90° (upright) to 125°, and the same lever controls it.
- Pull the lever out. The backrest is now free and moves with you as you lean back.
- Lean back to the angle you want.
- Push the lever back in to lock the backrest. There are 4 lock positions between 90° and 125°.
For typing and mouse work, a slight recline of about 100°–110° is comfortable for most people: your back stays supported and you can still reach the keyboard without leaning forward. For phone calls, reading or a short break, lean back further. Sitting bolt upright at 90° all day is not the goal; changing angle through the day is.
Step 5: Adjust the armrests
Armrests take the weight of your arms off your shoulders and neck. Set them after the seat height, because they move with the seat.
Each armrest adjusts three ways:
- Up and down: press and hold the button on the armrest, move it to the height you want, then let go to lock it.
- Front and back: slide the armrest pad forward or back, so your forearms are supported without the pad hitting the desk.
- Left and right: move the pad in towards your body or out to the side, so your elbows stay close to your sides.
How to tell it is right: your shoulders are relaxed, not lifted, and your elbows are bent at about 90°. The armrests should be level with or just under the desk surface, so the chair can still slide in close to the desk.
Step 6: Adjust the headrest
The headrest is for when you lean back: on a call, reading, or taking a break. When you are typing upright, your head doesn't need to touch it.
- Height: pull the headrest up or push it down. It moves in steps and clicks into place at each one.
- Angle: tilt the headrest forward or back by hand until it meets the back of your head.
How to tell it is right: when you lean back, the headrest meets the back of your head or the top of your neck, and your head isn't pushed forward.
Step 7: Bring your desk and screen to you
Once the chair fits you, set the rest of the workstation around it:
- Keyboard and mouse: close enough that your elbows stay by your sides, at about elbow height.
- Screen: about an arm's length away, with the top of the screen at or just below eye level.
- Chair position: roll the chair in close to the desk. Leaning forward to reach the desk undoes the backrest and lumbar setup.
If you use a sit-stand desk, our standing desk controller guide shows how to save your sitting and standing heights.
Check the fit against the measurements
If you are buying chairs for a team, the dimensions below help you check the range will suit everyone.
| Seat height | 47.5–57.5 cm |
|---|---|
| Seat width × depth | 51 × 52 cm |
| Armrest height | 70–80 cm |
| Backrest recline | 90°–125°, 4 lock positions |
| Overall height | 115–125 cm |
| Overall width | 66 cm |
| Base diameter | 63 cm |
Measurements are approximate.
Everyday use
- Move, don't drag. The 6 cm PU castors roll on hard floors and carpet. Roll the chair rather than lifting or dragging it.
- Sit down, don't drop. Dropping into the seat puts a sudden load on the gas lift and the base.
- Don't stand on the chair or use it as a step. It swivels and rolls.
- Don't sit on the armrests or lean your full weight on one side to get up.
- Change position. Even a well set-up chair is best used with regular breaks. Stand up, stretch or walk for a few minutes every half hour or so.
Common set-up mistakes
- Perching on the front of the seat. Your back never reaches the backrest or lumbar support.
- Seat too high for the desk, feet dangling. Lower the seat or add a footrest.
- Armrests too high. Your shoulders creep up towards your ears.
- Backrest locked fully upright. A little recline is usually more comfortable for long periods.
- Headrest pushing your head forward. Lower it or tilt it back.
- Never re-adjusting. In shared offices, each person should set the chair up for themselves. With one lever and hand-adjusted parts, it takes a minute.
Five-minute set-up checklist
| Part | Set it so… |
|---|---|
| Seat height | Feet flat, thighs roughly level |
| Seat position | Hips right back, 2–3 fingers behind the knees |
| Lumbar support | In the small of your back, gentle even pressure |
| Backrest | About 100°–110° for desk work, locked or free |
| Armrests | Elbows at about 90°, shoulders relaxed |
| Headrest | Meets the back of your head when you lean back |
| Desk and screen | Keyboard at elbow height, screen top at eye level |
Looking after your chair
- Wipe the frame, armrests and mesh with a damp cloth. For the foam seat fabric, vacuum it and spot-clean marks with a damp cloth and a little mild soap.
- Every few months, pull hair and fluff out of the castors so they keep rolling freely.
- If the chair starts to feel loose, check the screws that hold the backrest and armrests are tight.
The 9018 gas lift and five-star base have a 10-year warranty, and all other parts have 12 months, in addition to your rights under Australian Consumer Law. If something isn't working as it should, contact us with your order number and a photo.
Frequently asked questions
What is the right seat height for an office chair?
The height where your feet rest flat on the floor and your thighs are roughly level. On the 9018 foam-seat chair the seat adjusts from 47.5 to 57.5 cm.
How far should I recline?
For typing, a slight recline of about 100°–110° suits most people. Lean back further for calls and reading. The 9018 backrest reclines from 90° to 125° and locks in 4 positions.
Where should the lumbar support sit?
In the small of your back, just above your belt line. It should feel like gentle, even support, not a push.
Should my arms rest on the armrests while I type?
Lightly, yes. With the armrests at about desk height, your forearms can rest on them while your shoulders stay relaxed.
Do the mesh-seat and foam-seat 9018 chairs adjust the same way?
Yes. Both use the same single lever for seat height and recline, with the same 2D headrest, 2D lumbar support and 3D armrests. Only the seat and the seat height range differ: the mesh-seat chair adjusts from 50 to 60 cm.
Fitting out an office?
The 9018 Series comes with a black or grey foam seat, or a mesh seat in black or grey. You can order from one chair, and volume discounts apply automatically in your cart: 5% off 5–9 units, 10% off 10–19 and 15% off 20 or more. For 50 or more, ask us for a quote.
Stock is held in Auburn NSW. We deliver across mainland Australia, and pickup from our Auburn warehouse is free. Read why the 9018 has just one control lever, or see the full catalogue.