Important tips and aspects relating to air quality in the office
Optimal air quality in the office increases productivity and health. Discover the causes, measurement methods and effective measures for a better indoor climate!
Good air quality in the office is much more than just a pleasant extra. It affects our concentration, health, and ultimately productivity. Especially in modern working environments, many people spend the majority of the day in enclosed spaces. If there is "stuffy air" in these office spaces, there can be various causes. This makes it all the more important to actively address the issue and find ways to improve the air quality in the workplace. In this article, you will learn why air quality in the office is a crucial factor, which legal and scientific limit values serve as a guide, how you can recognize poor air quality at work, and what you can do about it. Furthermore, we will take a look at how air quality in the office can be measured and which measures really help.
Importance of good air quality in the workplace
Many people spend the majority of the day at their desks. While working, we continuously breathe in the air that surrounds us and absorb the substances it contains. Poor air quality in the workplace often manifests itself initially through supposedly harmless symptoms: headaches, concentration difficulties, dry eyes, or a sore throat are typical signs. If these complaints are ignored over a longer period, they can impair general well-being and ultimately lead to chronic problems.
Air is essential for life, but in enclosed spaces, it changes rapidly. Stale air contains more carbon dioxide and less oxygen. Added to this are potential pollutants from furniture, printers, carpets, and even typical office supplies. In poorly ventilated rooms, these particles remain in the air longer. With proper attention and suitable measures, however, a healthy and productive working environment can be created.
Limit values: What does the law say?
Anyone who delves deeper into the topic of air quality will quickly come across limit values. In fact, limit values in Switzerland and many other countries are not always specifically set for offices, but are rather general guidelines that apply to indoor workplaces. A well-known parameter, for example, is the maximum carbon dioxide content in the air. General guidelines stipulate that the indoor CO₂ concentration should not exceed 1,000 ppm (parts per million) in the long term. Values above this are an initial indication of inadequate ventilation.
Apart from the CO₂ concentration, there are also recommendations for other substances and particles, such as fine dust or volatile organic compounds (VOCs). Furniture and floor coverings can emit VOCs, which can lead to health complaints in certain concentrations. Although there are no uniformly binding global limit values for every single compound, manufacturers are encouraged to test and keep the emissions of their products low. Employers must also ensure proper ventilation and comply with legal requirements, for example regarding occupational safety and room hygiene.
Poor air quality at work: What to do?
If a feeling of stuffy or stale air arises, specific measures are often required. Ideally, supervisors, facility management teams, or employees should react quickly. This is because poor air quality in the office not only affects personal well-being but also the performance of the entire team.
The basic measure is to ventilate regularly. In many modern buildings, however, manual window ventilation is no longer possible because ventilation is handled automatically via air conditioning or ventilation systems. In this case, it is essential to maintain these systems regularly, replace filters, and ensure that the air supply meets the needs of all employees. In addition to the maintenance of ventilation systems, simple tricks can also help improve air quality. Plants, for example, can filter pollutants on a smaller scale and slightly increase humidity. Furthermore, their presence has a calming effect on the indoor climate.
Furthermore, potential causes of poor air should be addressed systematically. Where do unpleasant odors or irritations come from, for example? Do they come from the printer, cleaning agents, or are they the fumes from newly purchased furniture? If such factors are identified, it is important to take appropriate measures – for example, by purchasing low-emission devices or choosing safe cleaning products.
Causes of poor air quality in the office
Before taking action against poor air at work, it is worth knowing the most common causes. These can vary depending on the office situation. In many cases, it is a combination of several factors:
1. Insufficient fresh air supply: Especially in buildings without adequate window ventilation or with poorly maintained air conditioning systems, CO₂ accumulates more quickly.
2. Emissions from materials: New furniture, carpets, or paints can release volatile organic compounds that pollute the air.
3. Technical devices: Printers, copiers, and computers emit heat and sometimes pollutants. In poorly ventilated rooms, this exacerbates the problem.
4. Mold formation and humidity: An excessively humid indoor climate promotes the growth of mold, which can trigger health problems.
5. Lack of cleaning and maintenance: Dust, dirt, and microorganisms remain in the air longer if cleaning intervals are not strictly observed.
Those who know these causes can initiate concrete countermeasures and improve the air quality in the office step by step.
Measuring air quality in the office: How to proceed?
If you want to know exactly what the air quality in the office is like, you should measure it. Modern measuring devices record within a very short time whether certain limit values have been exceeded. The most widespread measured value is probably the CO₂ concentration. Some devices also record fine dust particles (PM2.5), TVOC (Total Volatile Organic Compounds), or the temperature and humidity.
Determining the humidity level in particular provides information on whether the indoor climate is too dry or too humid. A relative humidity between 40% and 60% is recommended in office spaces. Values outside this range can lead to irritation of the respiratory tract or promote mold formation. With the help of the measured values, ventilation intervals can be adjusted, room temperatures regulated, or optimizations made to the ventilation technology.
Anyone who wants to collect comprehensive data can use measuring devices that record the values over a longer period. This data allows conclusions to be drawn about the air quality throughout the day and week. For example, it often shows that at certain peak times – such as shortly after work begins or directly after the lunch break – the CO₂ concentration is higher than at other times.
Ventilation strategies and technical possibilities
The most fundamental measure for complying with limit values is ventilation. In smaller companies or where windows are available, regular intensive ventilation is recommended. In doing so, the windows should be opened wide for a few minutes several times a day so that stale indoor air is exchanged. With automatic ventilation and air conditioning systems, it must be ensured that they are set correctly. Maintenance, which includes changing filters and cleaning the systems, prevents pollutants or germs from remaining in circulation.
In modern "Green Buildings", intelligent ventilation concepts are frequently used. Sensors continuously measure the air quality in the workplace and control the fresh air supply accordingly. In this way, ventilation only occurs when it is really necessary, without unnecessarily consuming energy. Such technologies contribute to increasing well-being while simultaneously keeping operating costs within limits.
Interior design and furnishing
Another element that can positively influence office air quality is interior design. Openly designed areas lead in some cases to better ventilation because air currents are less blocked. On the other hand, open-plan offices in particular can experience higher levels of fine dust or noise pollution. Here, employers should counteract this with suitable partitions or air purification systems.
The choice of materials also plays a role. Ecological wall paints and low-emission furniture systems pollute the indoor air significantly less. Those who pay attention to this already during the planning or renovation stage will save themselves trouble later with unpleasant odors or pollutant emissions. The same applies to regular cleaning: High-quality vacuum cleaners with HEPA filters and gentle cleaning agents lower the exposure to particles and chemicals to a minimum.
Plants as natural air purifiers
Plants are trendy and bring not only visual benefits. Numerous studies have shown that indoor plants can improve the air quality in the office by filtering certain pollutants from the air. In large office spaces, a well-thought-out "indoor greenery" concept can help to make the indoor climate more pleasant.
However, the effect of individual potted plants is not as great as some advertising promises suggest. To achieve a significant impact on the air, the number of plants would often have to be higher than is practical in an average office. Nevertheless, even a moderate amount of plants can provide somewhat fresher air and make the working atmosphere appear friendlier.
Impact on productivity and health
The quality of the air in the workplace has a direct impact on human well-being. If the carbon dioxide content is too high, the ability to concentrate decreases, fatigue sets in, and headaches can become noticeable. Insufficient humidity leads to dry mucous membranes, which can promote respiratory infections. Unhealthy indoor air thus acts as a stress factor and can increase absenteeism.
Especially in creative or planning-intensive industries, good air conditions are essential for developing ideas and working with concentration. Therefore, an investment in modern ventilation concepts or indoor air filter technologies can be worthwhile in the long term. Companies that pay attention to a healthy indoor climate also demonstrate responsibility towards their employees, which has a positive effect on the employer image.
Conclusion
Air quality in the office is a topic that is increasingly coming into focus. Especially in times when health and well-being in the workplace are gaining in importance, no one should neglect the air we breathe. Fortunately, there are numerous ways to measure and actively improve the air quality in the office. From regular intensive ventilation and the use of low-emission materials to high-tech solutions with sensors and ventilation control: there is a suitable option for every budget and every need.
Companies that care about their employees rely on a holistic approach. They pay attention to good air quality in the workplace, invest in high-quality equipment, and foster a corporate culture that values health and productivity equally. Not least, this pays off in the form of motivated, satisfied, and efficient teams. Anyone who recognizes poor air at work should act quickly and put together a package of measures tailored to the respective circumstances. After all, every improvement in terms of air quality is ultimately an investment in a company's greatest asset: its people.