How to Adjust an Ergonomic Office Chair: A Step-by-Step Setup Guide

A good ergonomic chair only works if it is set up for your body. Straight out of the box, most chairs sit too high, the seat is too deep, and the armrests are in the wrong spot. The good news: adjusting a chair correctly takes about five minutes and follows a fixed order — seat height first, then seat depth, lumbar, armrests, and finally recline. This guide walks through each step using the real adjustment ranges found on DeskOne ergonomic chairs, so you can dial in a neutral, supported posture that may help reduce the strain of long sitting.

Step 1: Set the seat height so your feet are flat

Adjust the seat so your feet rest flat on the floor and your knees sit at roughly a 90-degree angle, level with or slightly below your hips. This is the foundation for every other adjustment, so always do it first. Sit back fully, then use the gas-lift lever (usually under the right of the seat) to raise or lower the chair. DeskOne chairs cover a wide height band to suit most builds — for example the Apex Ergo adjusts from 48–56cm, the Ergo Pro from 46–55cm, and the Ergo Supreme from a low 43.5cm up to 59cm. If your feet dangle even at the lowest setting, add a footrest; if your thighs press hard into the seat, you are too low.

Step 2: Set the seat depth (the 2–3 finger rule)

You want a gap of about two to three fingers' width between the front edge of the seat and the back of your knees. Too deep and the seat edge cuts into your calves; too shallow and your thighs lose support. Chairs with a sliding seat pan, such as the DeskOne Apex Ergo, let you glide the cushion forward or back through a 42–44.5cm range, while the Prime offers forward-and-back seat-depth travel too. Sit right back against the backrest, then slide the seat until you can just fit a few fingers behind your knees. If your chair has a fixed seat, set your back position against the lumbar instead.

Step 3: Line up the lumbar support with the curve of your lower back

Position the lumbar support so it fills the inward curve of your lower back, not your mid-back or your waistband. This supports the spine's natural S-curve and helps you avoid slumping. Some DeskOne chairs give you a height-adjustable lumbar system — the Ergo Supreme moves through up to 20cm across four levels, and the Ergo Vortex and Star both offer adjustable lumbar (the Star with a forward-tension setting). On chairs where the whole backrest raises, like the Apex Ergo's 61–68cm backrest travel, raising the back also lifts the lumbar to match your torso length. Aim for gentle, even contact — firm enough to feel, not so hard it pushes you forward.

Step 4: Adjust the armrests to unload your shoulders

Set the armrests so your shoulders stay relaxed and your elbows rest at about 90 degrees, close to your body. Armrests that are too high hike your shoulders; too low and you lean. How much you can fine-tune depends on the mechanism: DeskOne's Ergo Lite uses 2D armrests (height and angle), the Apex Ergo, Ergo Pro and Ergo Supreme use 3D armrests (height, depth and lateral position), and the Ergo Vortex and Prime step up to 4D — adding rotation and forward-back travel so the pads can tuck in close while typing. Set the height first, then bring the pads inward until they sit just under your forearms without lifting your shoulders.

Step 5: Set the tilt and recline tension

Use recline to shift load off your lower back through the day, and set the tilt tension so the chair moves with a light push but still holds you up. Sitting bolt upright all day is not the goal — a slight, supported recline of around 100–110 degrees is comfortable for focused work. DeskOne chairs recline through generous ranges such as 103°–130° on the Apex Ergo and Ergo Pro, and 112°–133° on the Ergo Supreme. Most also let you lock the angle: the Ergo Lite has a 3-position lock, the Ergo Supreme a 4-position lock, and the Ergo Pulse and Prime a three-position tilt lock. Tighten the tension knob (usually under the seat front) if the backrest tips back too easily, and loosen it if reclining feels like hard work.

Step 6: Position the headrest last

If your chair has a headrest, adjust it so it cradles the base of your skull, not the middle of your head. The headrest is a rest position for reclining and reading, not something to press against while typing upright. DeskOne headrests vary — the Ergo Vortex offers a fully adjustable 4D headrest, the Ergo Supreme's headrest rotates up to 60 degrees, and the Apex Ergo's sits 13–21cm above the backrest. Set it once your seat and back are dialled in, since raising the seat changes where your head lands.

Common ergonomic chair mistakes to avoid

Most setup problems come down to a few repeat offenders. Setting height by the desk instead of your feet is the biggest — always match the chair to your body first, then raise or lower the desk (or add a footrest) to suit. Ignoring seat depth leaves tall users perched on the edge and shorter users with pressure behind the knees. Placing the lumbar too high pushes the mid-back forward and encourages slouching. Leaving armrests too high quietly loads the shoulders and neck for hours. And locking the backrest fully upright removes the movement that keeps you comfortable — a chair is meant to move with you. Re-check your settings after any big change, like a new desk or monitor arm.

Frequently Asked Questions

What order should I adjust my office chair in?
Adjust in this order: seat height, seat depth, lumbar support, armrests, then recline and headrest. Seat height comes first because it sets your leg and hip angle, which everything else depends on. Working out of order usually means redoing steps, so follow the sequence once and your chair will hold a balanced, supported position.

How high should my office chair be?
Set it so your feet are flat on the floor and your knees sit at about 90 degrees, level with or just below your hips. Use the gas-lift lever under the seat to fine-tune. DeskOne chairs span wide ranges — for instance 43.5–59cm on the Ergo Supreme and 48–56cm on the Apex Ergo — so most people find a fit, and a footrest covers shorter users who bottom out.

Where should the lumbar support sit on my back?
It should fill the inward curve of your lower back, roughly at belt height, not up between the shoulder blades. Correct lumbar placement supports the spine's natural curve and may help you avoid slumping during long sessions. On height-adjustable models like the Ergo Supreme (up to 20cm of travel), raise or lower the support until the contact feels even and gentle.

What is the difference between 2D, 3D and 4D armrests?
The number refers to how many directions the armrest moves. 2D adjusts height and angle, 3D adds forward-back or lateral movement, and 4D adds all of those plus rotation. DeskOne uses 2D on the Ergo Lite, 3D on the Apex Ergo and Ergo Pro, and 4D on the Ergo Vortex and Prime — more directions simply mean you can tuck the pads closer to your ideal typing position.

Should I sit upright or reclined while working?
A slight, supported recline of around 100–110 degrees is generally more comfortable than sitting bolt upright, and changing your angle through the day shifts load off your lower back. DeskOne chairs recline through ranges like 103°–130° with a multi-position tilt lock, so you can open the angle to read and lock it back for focused work. Set the tilt tension so the chair moves with a light push.

How often should I re-adjust my chair?
Re-check your settings whenever something in your setup changes — a new desk, a standing-desk height change, a different monitor, or if you start feeling strain. Bodies and habits drift over weeks, so a quick monthly once-over keeps you in a neutral posture. If discomfort or pain persists despite a correct setup, it is worth speaking to a physiotherapist or GP.

The bottom line

A correctly adjusted chair is the difference between hardware and actual support. Run through the six steps in order — height, depth, lumbar, armrests, recline, headrest — and re-check them when your workspace changes. DeskOne's ergonomic range is built to be tuned to you, with adjustable seat height and depth, lumbar, 2D–4D armrests and lockable recline across the line-up, backed by a 1-year warranty and a Judge.me rating of 4.8 stars.

By James Whitfield, Melbourne