How to choose the right task chairs for your office in 2025

The shift to agile working and hybrid setups means employees aren’t tethered to their desks like they used to be. However, task chairs remain a staple of the modern office.

Choosing the right task chair for your office is essential for ensuring the optimal comfort of your employees and supporting productivity, wellbeing, and the way your people work today.

What is a task chair?

A task chair is a specialised office chair designed to provide ergonomic support and comfort for individuals who spend long hours sitting at desks. In recent years, though, these chairs have been developed to support more agile working styles, as individuals switch their locations, positions, and postures throughout the day.

Why the right task chair matters

Your task chairs, along with all your office furniture, directly impact your people and your business. Despite modern working practices, employees can still spend long hours at a desk. A well-designed, ergonomic task chair keeps them comfortable, reduces strain, and helps them stay focused.

The right task chair also encourages people to come into the office by making the workspace more inviting and supportive. A poorly designed task chair can lead to discomfort, fatigue, and disengagement, while the right one boosts productivity, enhances wellbeing, and shows employees that their health matters. Investing in quality task chairs isn’t just about seating—it’s about creating a workspace where people want to be and can do their best work.

What to look for in a task chair

Steelcase Karman Ergonomic Office Chair

Here’s what to look for when choosing the best task chairs for your workspace:

1. Comfort first

No one wants to spend hours in an uncomfortable chair. Research shows that comfortable employees are healthier, more engaged, and more productive:

• 87% of employees prefer working for companies that provide ergonomic workspaces
• Ergonomic office chairs can boost productivity by up to 40%, according to a study by the University of Leicester

Things to look for include:

• Cushioning – A good ergonomic task chair is firm yet supportive, ensuring long-lasting comfort without flattening over time. High-density foam or hybrid cushioning helps distribute weight evenly and reduce pressure points.
• Breathability – Proper airflow is essential for long-term comfort. Mesh backrests allow better ventilation, helping to regulate temperature and prevent overheating during long hours of sitting. Many ergonomic chairs, such as Steelcase’s Think, Reply Air, and Karman chairs, use breathable mesh to keep users cool while maintaining flexible, adaptive support.
• Adjustable lumbar support – Supports the lower back, reducing strain and promoting better posture. A built-in or height-adjustable lumbar feature is ideal.
• Seat depth and edge support – A waterfall seat edge (curved front) relieves pressure on the thighs, while adjustable seat depth ensures proper thigh support and better circulation.
• Recline and tension control – Allows for natural movement and reduces pressure on the spine. A customisable tension setting helps users adjust recline resistance for optimal comfort.
• Armrests that move with you – Adjustable armrests that move up, down, and inwards/outwards provide support without restricting movement, allowing users to sit close to their desks without obstruction.

By focusing on ergonomic design, breathability, and adjustability, you can ensure employees stay comfortable and productive throughout the day.

2. Think practical: durability, maintenance, and long-term value

While comfort is crucial, practical considerations matter too. Things to consider include:

Maintenance - How easy is the task chair to clean? 

Different materials require different levels of upkeep. Consider the following when selecting a task chair for your workspace:

• Mesh – One of the lowest-maintenance materials. It resists spills, doesn’t trap dust, and is easy to clean with a damp cloth or mild soap. Ideal for high-traffic, hot-desking, or shared spaces.
• Fabric – Provides a softer, cushioned feel but is more prone to stains and wear over time. Look for stain-resistant, tightly woven fabrics that are easier to clean and maintain. Dark-coloured fabrics can help hide signs of use in high-traffic areas.

Durability - Will wear and tear affect aesthetics or performance over time?

A well-chosen task chair should maintain its comfort and appearance for years, even with regular use. Consider:

• Material longevity – Mesh and high-density foam tend to last longer without losing shape or firmness. Lower-quality foam cushions may flatten over time, reducing support.
• Frame construction – Metal and reinforced plastic bases last longer than cheaper plastic alternatives. Look for chairs with strong joints and durable mechanisms to avoid premature wear.
• Maintenance and repairability – Chairs with modular components allow quick fixes and part replacements (like seat pads and armrests), reducing downtime and waste. Orangebox's Do Better task chair, for example, is fully disassemblable for servicing. It’s also worth checking if your supplier offers asset tagging services to help you track and manage repairs more efficiently, ensuring chairs last longer and stay in optimal condition. 

Do Better task chair by Orangebox

• Warranty coverage - A strong warranty (preferably lifetime or long-term coverage on key components) indicates durability and long-term value. Steelcase, for example, offers lifetime warranties on many of its chairs, covering essential components to extend their usable life.

Adaptability - Is the task chair easy to move, adjust, and use across different tasks?

Modern offices are more flexible than ever. Consider:

• Weight and mobility – Heavy, oversized chairs may look impressive, but are they practical? Today's employees need easy task chairs to move, reposition, and adapt to changing needs throughout the day. Lightweight chairs with casters and easy adjustability are better suited to today’s agile workspaces.
• Multi-user suitability – In hot-desking or hybrid offices, chairs should easily adjust to different users without complex manual settings. Chairs like the Steelcase Karman, which automatically adapts to the user, are ideal.

The best task chairs withstand daily use, adapt to different work styles, and remain functional for years to come, making them a wise investment for any workspace.

3. Choose a task chair that adjusts intuitively to the user

The comfort of a task chair ultimately depends on how well it fits the user. Adjustable seat height and seat depth, adjustable armrests and adjustable lumbar support are all key to achieving the perfect sitting position and fit. The latest task chairs offer this personalised comfort without requiring manual adjustments.

Steelcase has long been designing task chairs with intuitive adjustments in mind, from the Think chair to the Series 1 range. The Karman is the newest example of this innovation. Its flexible frame responds intuitively to the user's weight, proper posture, and movements, providing continuous, dynamic support. The chair naturally adapts as the user shifts positions, eliminating pressure points and maintaining ergonomic alignment without constant readjustments.

Steelcase Karman Ergonomic Office Chair

This smart adaptability makes it ideal for hybrid workplaces and hot-desking environments, where different employees may use the same chair throughout the day. Rather than spending time adjusting settings, users experience instant, tailored support - ensuring maximum comfort and productivity in a fast-moving, flexible office.

“Comfort is built into every aspect of Karman – it’s reactive to each body type and posture and adapts to all the different ways in which we might sit. You’re not aware of the chair, but it moves with you continually.”

Mark Spoelhof, Design Director, Steelcase

Meanwhile, the Eva chair by Orangebox has a self-weighing mechanism that responds to the user’s weight to provide the right amount of resistance as they recline.

“Eva places greater emphasis on user experience and comfort, while upholding our commitment to leading by example in environmentally responsible product design and manufacturing.”

Orangebox Design & Engineering Team

Eva chair by Orangebox

4. Make sustainability a priority

Sustainability is a growing priority in office design, and task chairs are no exception. Choosing sustainable office furniture means considering the entire life cycle of the product, from design and materials to manufacturing, use, and end-of-life disposal.

Look for task chairs that:

• Use fewer components and more recycled materials – Chairs made with recycled or recyclable content reduce waste and environmental impact.
• Have an Environmental Product Declaration (EPD) – This certification confirms that the chair meets sustainability standards.
• Be highly recyclable – Many manufacturers now specify what percentage of their chairs can be recycled at the end of their lifespan.
• Come with a responsible end-of-life plan – Can the supplier assist in recycling the product when it’s no longer usable?

Some of the top sustainable task chairs on the market include:

• Steelcase Series 1 Carbon Neutral - Emissions are 100% offset by projects that support climate change and social benefits. 
• Orangebox Recur - Made from a high proportion of post-industrial recycled polymers, 64% of Recur parts are sourced within a mile of the Orangebox factory.

Recur chair by Orangebox

"The Recur chair is a culmination of a huge amount of research and development focused on making the most efficient, affordable, sustainable chair we possibly can."

Phil Hallett, Designer of Recur

By choosing chairs designed to last, with strong warranties, repairable components, and responsible end-of-life solutions, you can ensure your investment in a good ergonomic task chair is both environmentally responsible and cost-effective in the long term.

How to choose the right task chair: key takeaways

• Prioritise ergonomic comfort to support employee wellbeing and productivity
• Look for durable, easy-to-maintain task chairs that last
• Choose a task chair with intuitive adjustability to suit different users in an agile, hybrid working environment
• Make sustainability a priority with chairs made from recycled materials and with responsible end-of-life solutions

The right task chair isn’t just a seat—it’s an investment in comfort, productivity, and sustainability.

Find the best task chairs for your office with IE

At IE, our extensive supplier network and industry knowledge allow us to source the best task chairs for your workspace. Plus, our focus on sustainable office furniture ensures you select chairs designed to last, with repairable components and responsible end-of-life solutions. Get in touch today.

Editors note: This post was originally published in 2019, and updated in March 2025 for relevance and accuracy.