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 nice extra. It affects our concentration, health and ultimately our productivity. In modern working environments in particular, many people spend most of the day in closed rooms. If there is a ‘stale air’ atmosphere in these offices, there may be various causes. This makes it all the more important to actively address the issue and find ways to improve air quality in the workplace. In this article, you will learn why the air quality in the office is an important factor, which legal and scientific limits serve as a guide, how you can recognise poor air quality in the workplace and what you can do about it. We will also take a look at how to measure air quality in the office and which measures really help.
Many people spend most of the day at their desks. While we are working, we continuously breathe in the air around us and absorb the substances present in it. Poor air quality in the workplace often initially manifests itself in seemingly harmless symptoms: headaches, concentration difficulties, dry eyes or sore throats are typical signs. If these complaints are ignored for a long time, they can impair general well-being and ultimately lead to chronic problems.
Air is essential for life, but in closed rooms it changes quickly. Stale air contains more carbon dioxide and less oxygen. In addition, there are potential pollutants from furniture, printers, carpets and even typical office utensils. In poorly ventilated rooms, these particles remain in the air for longer. However, with the right attention and appropriate measures, a healthy and productive working environment can be created.
Anyone who takes a closer look at the issue of air quality will quickly come across the limit values. In fact, in Switzerland and many other countries, limit values are not always specified specifically for offices, but rather general guidelines apply to indoor workplaces. For example, the maximum carbon dioxide content in the air is a known variable. General guidelines stipulate that the CO₂ concentration in interior spaces should not exceed 1,000 ppm (parts per million) over the long term. Values above this are an initial indication of inadequate ventilation.
Apart from CO₂ concentrations, 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 in certain concentrations can lead to health complaints. Although there are no uniform, globally binding limits for each individual compound, manufacturers are encouraged to test the emissions of their products and keep them low. Employers must also ensure proper ventilation and comply with legal requirements, for example with regard to occupational safety and indoor air quality.
If you feel that the air is stuffy or stale, it often requires specific action. Ideally, supervisors, facility management teams or employees should respond quickly. 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. However, in many modern buildings, manual window ventilation is no longer possible because ventilation is done automatically via air conditioning or ventilation systems. In this case, it is important to regularly maintain these systems, replace filters and ensure that the air supply meets the needs of all employees. In addition to maintaining ventilation systems, simple tricks can also help to improve air quality. Plants, for example, can filter pollutants on a smaller scale and slightly increase humidity. Their presence also has a calming effect on the room climate.
In addition, you should systematically address potential causes of poor air quality. Where do unpleasant odours or irritation come from? Do they come from the printer, from cleaning agents or are they the fumes from newly purchased furniture? Once such factors have been identified, it is important to take appropriate action – for example, by purchasing lower-emission equipment or choosing harmless cleaning agents.
Before taking action against poor air quality in the workplace, 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 supply of fresh air: CO₂ accumulates more quickly in buildings without adequate window ventilation or with poorly maintained air conditioning systems.
2. Vapours from materials: new furniture, carpets or paint can release volatile organic compounds that pollute the air.
3. Technical devices: printers, photocopiers and computers give off heat and sometimes pollutants as well. This intensifies the problem in poorly ventilated rooms.
4. Mould and damp: A room climate that is too damp encourages the growth of mould, which can cause health problems.
5. Lack of cleaning and maintenance: Dust, dirt and micro-organisms remain in the air for longer if cleaning intervals are not adhered to.
Once you know the causes, you can take concrete countermeasures and improve the air quality in your office step by step.
If you want to know the actual state of air quality in your office, you should measure it. Modern measuring instruments quickly determine whether certain limit values have been exceeded. The most common measurement is probably the CO₂ concentration. Some devices also measure fine dust particles (PM2.5), TVOC (Total Volatile Organic Compounds) or temperature and humidity.
Determining the humidity in particular provides information on whether the indoor climate is too dry or too humid. A relative humidity between 40% and 60% is recommended for office spaces. Values outside of this range can lead to respiratory irritation or promote the formation of mould. The measured values can be used to adjust ventilation intervals, control room temperature or optimise ventilation technology.
If you want to collect a lot of data, you can use measuring devices that record the values over a longer period of time. This data allows you to draw conclusions about air quality over the course of a day or week. It often shows that at certain peak times – for example, shortly after work starts or immediately after lunch – the CO₂ concentration is higher than at other times.
The most basic measure for complying with the limit values is ventilation. In smaller companies or where windows are available, it is recommended to air rooms thoroughly at regular intervals. This involves opening the windows wide for several minutes several times a day to exchange the stale indoor air. If you have an automatic ventilation or air-conditioning system, make sure that it is set up correctly. Regular maintenance, including changing filters and cleaning the system, will prevent pollutants and germs from being recirculated.
Modern ‘green buildings’ often use intelligent ventilation concepts. Sensors constantly measure the air quality at the workplace and control the supply of fresh air accordingly. This means that ventilation only takes place when it is really necessary, without wasting energy. Such technologies help to increase well-being while keeping operating costs under control.
Another element that can have a positive influence on office air quality is the interior design. Open-plan areas sometimes lead to better ventilation because airflows are less blocked. On the other hand, open-plan offices in particular can lead to higher levels of fine dust or noise pollution. Employers should counteract this with suitable partition walls or air purification systems.
The choice of materials also plays a role. Environmentally friendly wall paints and low-emission furniture systems pollute the air much less. If you pay attention to this during the planning or renovation phase, you will save yourself trouble with unpleasant odours or pollutant vapours later on. The same applies to regular cleaning: high-quality vacuum cleaners with HEPA filters and gentle cleaning agents reduce the level of particles and chemicals to a minimum.
Plants are trendy and not only have visual advantages. Numerous studies have shown that house plants can improve the air quality in the office by filtering certain pollutants out of 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 would 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 planting can provide somewhat fresher air and make the working environment seem friendlier.
The quality of the air in the workplace has a direct influence on how people feel. If the carbon dioxide content is too high, the ability to concentrate decreases, fatigue sets in and headaches can occur. 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.
Particularly in creative or planning-intensive industries, good air quality is essential for developing ideas and working with concentration. Investing in modern ventilation concepts or room air filter technologies can be worthwhile in the long term. Companies that pay attention to a healthy indoor climate also show responsibility towards their employees, which has a positive effect on their employer image.
The air quality in the office is an issue that is increasingly coming into focus. Especially in times when health and well-being in the workplace are becoming more important, no one should neglect the air we breathe. Fortunately, there are numerous ways to measure and actively improve air quality in the office. From regular ventilation to the use of low-emission materials and high-tech solutions with sensors and ventilation control: there is a suitable option for every budget and every need.
Companies that take care of their employees take a holistic approach. They ensure good air quality in the workplace, invest in high-quality equipment and maintain a corporate culture that values health and productivity equally. And last but not least, this pays off in the form of motivated, satisfied and efficient teams. Anyone who recognises poor air quality in the workplace should act quickly and put together a package of measures tailored to the respective conditions. After all, every improvement in air quality is ultimately an investment in a company's greatest asset: its people.
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