Selecting office furniture may seem straightforward, but those who have been through the process can tell you that it can be a costly and complex endeavor in which inaccurate assumptions can lead to missteps. Whether you’re revamping your space or starting from scratch, let’s unpack some of the top assumptions businesspeople make about office furniture—and how you can avoid these traps to keep your project on time and on budget, and right for the long haul.
1. Assuming Your Layout is Set in Stone
It’s common to believe your layout will stay the same once it’s finalized. The reality? Needs change—departments grow, collaboration areas shift, and storage requirements evolve. Choosing furniture that is highly reconfigurable can save both time and money when adjustments inevitably arise. Look for systems that provide flexibility so your workspace can adapt as your business does.
2. Thinking You Can Call Your Furniture Dealer at the Last Minute
Waiting to engage with a furniture dealer until the last stages of planning can lead to issues with spacing, design coherence, and even power/data layout. Unlike architects or contractors, furniture dealers focus specifically on layout requirements for your furnishings, and use realistic furniture symbols in our electronic drawings, ensuring it fits in your space and works with your buildout. And almost all of the North American office furniture is made to order and takes time. Less time means fewer options, as different systems have different lead times.
3. Overlooking Ergonomics as an ‘Extra’
Ergonomics isn’t just about comfort; it’s about creating a workplace that supports health, productivity, and retention. Poor ergonomics can lead to discomfort, reduced productivity, and even injury. An investment in ergonomic seating, monitor arms, and ergonomically designed workstations can improve employee wellbeing, which translates to reduced downtime and turnover.
4. Believing All Furniture Systems Are the Same
Not all furniture systems are created equal, especially workstations, and you may not know just from looking at them. Some have chipboard interiors; others are constructed with steel frames. Some have great sound absorption, others have none. Some have trims that stay tight for years, others look beat up in no time. Some provide easy reconfiguration to fit your desired space goals, others are far more limited. This isn’t an area to go for the lowest bid without scrutiny—evaluate furniture based on longevity, ease of reconfiguration, sound absorbency, and the quality of construction. Remember, the initial low bid may not be the lowest cost over time.
5. Assuming the Biggest Dealers Are Better
It’s a common assumption that a larger dealership will provide a more comprehensive set of services, but in reality, the quality of the advice and service clients receive often comes down to the individuals on the project. A smaller dealer with a dedicated team may provide more personalized service and attention to detail, making you a priority rather than just another account. What matters most is having skilled people who are invested in making your project a success. And the large, aligned dealers are essentially controlled by their major manufacturer, who literally have access to the books and ensure that they are predominantly selling their products, regardless of whether they are the best fit and value for the customer. At Applied Ergonomics, our loyalty has always been to our customers first.
6. Thinking Refurbished Furniture is Always the Most Cost-Effective Choice
While refurbished furniture may seem like a bargain, it’s important to consider the hidden costs. Transportation, refurbishment, and storage add up quickly, and many times, new furniture comes with warranties and a streamlined setup that offsets the initial cost difference. Compare prices carefully to avoid unexpected costs associated with used furniture.
7. Designing Power and Data Before the Final Furniture Layout
Power and data placement should align with your furniture layout, not the other way around. For example, workstations often dictate the placement of power outlets and data feeds. Waiting until construction to address this can lead to costly change orders. Ensure your furniture dealer is part of the planning phase to coordinate these elements early on, which will save time and hassle down the line.
8. Assuming Environmentally Sustainable Furniture is Out of Budget
Sustainable design and manufacturing aren’t just “nice-to-haves” anymore. They are critical to the planet. Our industry has led the way in so many ways, and sustainable products are now the norm, no longer commanding premium prices. This is especially true with flooring and upholstery materials but also foam and the frames used in seating. You can do right by the planet and still do well for your budget. After all, sustainability has always been about manufacturing efficiency and material reuse.
Bottom Line: Don’t Let Assumptions Cost You
Avoiding these common missteps starts with aligning yourself with a team that has experience, foresight, and the dedication to guide your project efficiently. At Applied Ergonomics, we bring over 30 years of industry knowledge to every project, helping you navigate the complexities of furniture selection and workspace planning to ensure you get it right the first time.
