How to Adjust a Shared Ergonomic Office Chair for Hot Desking

Why must you reset a shared chair?

A hot-desk chair usually arrives set for whoever used it last. Their legs, back and arms may differ from yours, so the seat, lumbar support and armrests may not be in the right position for you.

A seat that feels slightly too high or armrests that keep you away from the desk can become distracting over a full day. Resetting the chair gives you a better starting point than adapting your posture to someone else’s settings.

EU-OSHA’s guidance on office ergonomics specifically discusses hot desking: shared workstations should be easy to adjust, and users need clear information about making those adjustments. Read the office ergonomics guidance.

What order should you adjust the chair in?

Start with the settings that establish your overall position. Seat height sets your relationship to the desk; seat depth determines how far back you can sit. You can then position the lumbar support and armrests around that foundation.

At a height-adjustable desk, set the chair for supported feet and then bring the work surface to a comfortable working height. At a fixed-height desk, you may need to raise the chair to reach the keyboard comfortably and add a separate floor footrest.

Use the sequence as a starting point, not a rigid rule. Recheck earlier settings if a later adjustment changes how you sit.

The 60-second hot-desking reset

Learn the controls first, then use these five steps as a quick daily routine. The aim is a repeatable setup—not finishing before a timer runs out.

1. Set the seat height

   Sit back and position yourself so you can use the keyboard with relaxed shoulders. Keep your feet supported on the floor or a stable floor footrest. Avoid pressure from the seat edge under your thighs.

2. Slide the seat to fit your legs

   Adjust the depth while keeping your back against the backrest. Leave roughly two to three fingers of clearance behind your knees as a starting point, then check comfort.

3. Position the lumbar support

   Move the support towards the curve of your lower back. It should feel supportive rather than push you forwards. If the chair has automatic tracking, check the initial position and available settings.

4. Bring the armrests to you

   Adjust the available height, width or rotation so your forearms can rest without lifting your shoulders. Make sure the armrests do not stop you moving close enough to the desk.

5. Check the recline

   Lean back gently and familiarise yourself with the tilt lock. Adjust resistance if the chair offers a manual tension control; on an automatic mechanism, check that the movement feels controlled and supportive.

What makes a chair good for hot desking?

A shared chair earns its place when different users can adjust it easily and understand how its controls work. Look beyond the number of features to how practical they are in daily use.

• A useful adjustment range: compare seat height, depth and width with the people using the space. One chair may not fit everyone.
• Clear, accessible controls: levers and buttons should be easy to identify and reach.
• Suitable build and service support: check intended use, maintenance needs, replacement parts and warranty coverage for the shared workspace.
• Practical materials: breathable mesh can help with airflow, but cleaning suitability depends on the material and manufacturer’s instructions.
• Appropriate capacity and dimensions: check both the weight limit and physical fit.

How do you keep a shared chair hygienic?

Armrests, adjustment controls and headrests are frequent touch points. A consistent cleaning routine helps keep the chair pleasant for the next person.

• Follow the chair’s care instructions and your workplace cleaning procedure.
• Use a suitable cloth and a cleaner approved for the relevant surface. Do not assume every disinfectant is compatible with mesh, padding or finishes.
• Avoid soaking the seat or spraying liquid directly into controls, ventilation openings or electrical components.
• Allow cleaned surfaces to dry before the next use.
• Report spills, loose parts or damaged controls promptly. Remove an unsafe chair from use.

Breathability and hygiene are different considerations: mesh allows airflow, but it still needs appropriate care.

Which HBADA chair suits shared desks?

The X7 and E3 Pro 2026 offer different approaches to lumbar support. Compare their adjustment ranges with your users, then decide whether powered tracking or mechanical adjustment better suits the workspace.

Specifications refer to the linked EU listings. User-height ranges are a guide, not a substitute for checking fit. For office-wide purchasing, confirm shared or intensive use requirements and warranty terms before ordering.

Limitations and when to get help

A chair reset is one part of setting up a shared workstation. It cannot compensate for every desk, screen or individual fit issue.

• Check screen position, keyboard reach and available leg space after adjusting the chair.
• If the chair’s adjustment range does not fit you, ask for a suitable alternative rather than forcing a position.
• Change posture and take movement breaks throughout the day.
• Seek a workstation assessment if you cannot find a comfortable setup.
• For severe, persistent or radiating pain, consult a qualified healthcare professional.

The takeaway: reset the chair, not your expectations

Hot desking works better when you take a moment to make the workstation yours. Start with seat height, then work through depth, lumbar support, armrests and recline. Finish by checking the desk and screen.

Choose powered lumbar tracking if that suits your workspace, or mechanical adjustment if you prefer a hands-on setup. Either way, learning the controls once makes every future reset more straightforward.

Frequently asked questions