The Best Practices for Office Furniture Maintenance and Care

Published on 25/01/2024

Office furniture maintenance

In the bustling world of business, office furniture often takes a back seat. Yet, it plays a pivotal role in creating a productive, comfortable, and aesthetically pleasing work environment. From the executive desks that command authority to the breakout furniture that fosters collaboration, each piece contributes to the overall ambience and functionality of your workspace. Calibre Furniture, a leading supplier of office furniture in the UK, understands the importance of maintaining these vital assets. This blog post delves into the best practices for office furniture maintenance and care, ensuring your investment stands the test of time.

The Importance of Regular Maintenance for Office Furniture

Regular maintenance of office furniture isn't merely about keeping it clean and presentable. It's about preserving the value of your investment, enhancing the lifespan of each piece, and ensuring a comfortable, productive workspace for your employees.

  1. Extending furniture lifespan: Regular maintenance can significantly extend the lifespan of your office furniture. For instance, cleaning and conditioning the leather of executive office desks can prevent cracking and fading, ensuring they maintain their luxury office appeal for years to come.
  2. Maintaining a professional appearance: A well-maintained office exudes professionalism. Imagine walking into a meeting room with a pristine conference table, polished glass desks, and immaculate office chairs. It sends a clear message about your company's attention to detail and commitment to excellence.
  3. Enhancing employee comfort and productivity: Comfortable employees are productive employees. Regular maintenance of office chairs, workstation desks, and other pieces of furniture ensures they remain functional and comfortable, contributing to employee satisfaction and productivity.
  4. Scheduling regular maintenance: Regular maintenance doesn't have to be a daunting task. Consider tying it to events like daylight saving time changes or company-wide cleaning days. This ensures your office furniture receives the care it needs on a consistent basis.

How to Protect Your Office Furniture from Environmental Damage

Environmental factors can wreak havoc on your office furniture. Sunlight, heat, and moisture can cause fading, warping, and other forms of damage. Here are some tips to protect your furniture:

  1. Proper furniture placement: Avoid placing furniture in direct sunlight or near heat sources. For instance, placing a reception desk near a window might seem inviting, but the sunlight can cause the material to fade or warp over time.
  2. Use of blinds or curtains: Blinds or curtains can help control the amount of sunlight that reaches your furniture. This can be particularly beneficial for pieces like luxury office chairs or executive desks that are made from sensitive materials like leather.
  3. Maintaining appropriate temperature and humidity: Extreme temperatures and high humidity can damage furniture. Maintain a consistent indoor temperature and consider using a dehumidifier in damp areas.
  4. Regular cleaning: Dust and dirt can scratch the surface of your furniture. Regular cleaning not only keeps your furniture looking its best, but also extends its lifespan.
  5. Protective covers: Use protective covers for furniture that's not in use, particularly in breakout areas or waiting areas. This can protect the furniture from dust and other environmental factors.

Cleaning and Care for Different Office Furniture Materials

Different materials require different cleaning and care methods. Using the wrong cleaning products can cause damage, so it's important to know how to care for each type of material.

  1. Wood: Use a soft cloth and mild detergent. Avoid harsh chemicals that can strip the wood of its natural oils.
  2. Metal: Use a damp cloth and mild detergent. Avoid abrasive cleaners that can scratch the metal surface.
  3. Upholstery: Vacuum regularly to remove dust and dirt. Use an appropriate upholstery cleaner for stains.
  4. Glass: Glass desks and other glass surfaces should be cleaned with a microfiber cloth and glass cleaner. Avoid abrasive cleaners that can scratch the glass.
  5. Laminate: Use a soft cloth and mild detergent. Avoid soaking the surface as this can cause the laminate to warp or peel.
  6. Leather: Use a soft cloth and a leather cleaner. Avoid direct sunlight which can cause the leather to fade or crack.
  7. Fabric: Vacuum regularly and use an appropriate fabric cleaner for any stains.
  8. Plastic: Use a soft cloth and mild detergent. Avoid harsh chemicals that can cause the plastic to become brittle or discoloured.

By following these best practices, you can ensure your office furniture remains in top condition, providing a comfortable and productive environment for your employees. Remember, regular maintenance and care not only extends the lifespan of your furniture, but also contributes to a professional and inviting workspace.

Proactive Measures for Office Furniture Care

Preventive maintenance strategies can go a long way in preserving the life and appearance of your office furniture. By establishing a set of furniture rules, you can prevent damage before it occurs. Here are some guidelines to consider:

  1. Use coasters for drinks: Water rings can cause permanent damage to surfaces, especially wood. Encourage employees to use coasters for their drinks, particularly on executive office desks and meeting tables.
  2. Use chair mats: Chair mats can protect your flooring from scratches and wear caused by office chairs. This can be particularly beneficial in areas with high traffic, such as workstations and breakout areas.
  3. Use desk pads: Desk pads can protect the surface of desks from scratches and stains. They can also provide a comfortable writing surface.
  4. Avoid overloading shelves: Overloading shelves can cause them to sag or break. Ensure that items are evenly distributed on shelves and that they are not overloaded.
  5. Regular inspections: Regularly inspect your office furniture for signs of wear or damage. This can help you address issues before they become major problems.
  6. Proper lifting and moving techniques: Improper lifting and moving can cause damage to furniture and can also result in injuries. Train your employees on proper techniques to prevent such issues.
  7. Use of furniture pads: Furniture pads can be used to protect the floor when moving furniture. They can also prevent scratches and scuffs on the furniture itself.
  8. Avoid sharp objects: Sharp objects can scratch or puncture the surface of furniture. Encourage employees to be mindful of this, particularly when using knives or scissors near furniture.

The Role of Professional Services in Office Furniture Maintenance

While regular cleaning and preventive measures can keep your office furniture in good condition, professional services can provide a deeper level of care. Here are some ways professional services can contribute to office furniture maintenance:

  1. Professional cleaning: Professional cleaning services can provide a deep clean that regular cleaning might not achieve. This can be particularly beneficial for upholstered items like office chairs and waiting chairs.
  2. Repair services: Professional repair services can address issues like broken legs on chairs, malfunctioning height-adjustable desks, or damaged upholstery. They have the tools and expertise to fix these issues and extend the life of your furniture.
  3. Refurbishing services: If your office furniture is looking a bit worn but is still structurally sound, refurbishing services can give it a new lease of life. This can involve reupholstering chairs, refinishing wood furniture, or repainting metal furniture.
  4. Space planning: Professional space planning services can help you arrange your office furniture in a way that maximises space and promotes productivity. They can help you create functional workstations, efficient meeting areas with boardroom tables and chairs, and comfortable breakout areas.
  5. Installation services: Professional installation services can ensure that your office furniture is assembled and installed correctly. This can prevent damage caused by incorrect assembly and can also ensure that your furniture is safe to use.
  6. Bespoke furniture services: If you have specific needs or a unique office space, bespoke furniture services can design and create furniture that meets your exact requirements. This can include everything from custom workstation desks to unique reception desks.

By combining regular maintenance with professional services, you can ensure that your office furniture remains in top condition for years to come. This not only preserves the value of your investment but also creates a comfortable, productive, and aesthetically pleasing work environment.


In conclusion, maintaining and caring for your office furniture is essential for creating a comfortable, productive, and professional work environment. By following the best practices outlined in this blog post, you can extend the lifespan of your furniture, protect it from environmental damage, and ensure it remains functional and comfortable for your employees. Regular maintenance, combined with professional services, can help you get the most out of your investment in office furniture.

Calibre Furniture, with its extensive range of modern, contemporary, and executive office furniture, is dedicated to helping companies create inspiring workspaces. Their commitment to quality, personalised service, and customer satisfaction makes them a leading choice for businesses seeking exceptional office furniture solutions. If you're looking to enhance your office space with high-quality furniture and expert advice, don't hesitate to get in touch with Calibre Furniture today.


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