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How to Conduct an Office Furniture Audit Before Buying Second-Hand
Purchasing second-hand office furniture offers a smart way to reduce costs and environmental impact without compromising on quality. However, before making any buying decisions, it’s essential to conduct a thorough audit of your existing furniture assets. This ensures that you’re investing only where necessary, identifying opportunities for reuse, and creating a workspace that supports your team’s comfort and productivity.
At The Office Chair Man, we help businesses of all sizes find high-quality, pre-owned furniture that meets both functional and aesthetic standards. Yet the first step to any successful procurement is understanding what you already have and what you actually need.
This article serves as a step-by-step guide to conducting an effective office furniture audit. Whether you’re relocating, expanding, or simply upgrading your workspace, this process will help you make informed choices that align with your goals, budget, and sustainability values.
Key Takeaways
Conducting a furniture audit helps identify what to keep, repair, replace, or dispose of before purchasing second-hand items.
Engage stakeholders from operations, health and safety, IT, and department heads to ensure a comprehensive review.
Use standardised tools such as checklists, condition rating forms, and spreadsheets to track inventory and assess ergonomics and compliance.
Document everything, including photographs and detailed notes, to inform purchasing decisions and support future planning.
Leverage audit results to make sustainable, cost-effective furniture choices that support employee wellbeing and workspace efficiency.
A well-run office furniture audit isn’t just admin—it’s strategy. Save money, reduce waste, and spot ergonomic red flags before your next purchase.
Understanding the Purpose of a Furniture Audit
An office furniture audit is a structured review of your current furniture inventory to assess its condition, usage, compliance, and suitability for future use. Far from being a tedious admin task, a well-executed audit provides strategic value.
Why It Matters
Cost Savings: Avoid overbuying by identifying what can be reused or refurbished.
Compliance: Ensure all furniture meets health and safety standards.
Employee Wellbeing: Identify ergonomic issues that could impact comfort or productivity.
Sustainability: Reduce waste by extending the life of serviceable items.
When to Audit
Before an office move or expansion
Prior to purchasing new or used furniture
When shifting to hybrid or flexible working models
Annually, as part of facility management reviews
Key Audit Questions
What furniture do we currently have?
What condition is it in?
Is it fit for purpose in terms of comfort, style, and compliance?
What is missing from our current setup?
By answering these questions, businesses can build a clear and prioritised roadmap for furniture procurement that supports growth and sustainability without unnecessary spend.
Preparing for the Audit
Preparation is crucial to ensuring the audit runs smoothly and produces actionable insights.
Assemble Your Team
Include stakeholders from:
Facilities or operations
Health and safety
IT (for desk setups and equipment integration)
Line managers or department heads
Define Objectives
Determine whether the audit is:
Inventory-focused
Ergonomic and compliance-based
A prelude to redesign or refurbishment
Clearly setting the purpose helps guide the depth and scope of the audit.
Tools and Resources
Before you begin, gather:
A standardised audit checklist
Tape measures and condition rating forms
A digital spreadsheet or inventory management system
Cameras for documenting furniture conditions
Plan the Timeline
Allocate at least one full day per department or floor.
Audit in low-traffic times to avoid disruption.
Inform teams in advance to access locked areas or identify personal items.
Conducting the Physical Audit
With your plan and team in place, it’s time to assess your office furniture. Divide your audit into structured components.
Inventory Assessment
Create a detailed catalogue of all items. A basic template might include:
Ergonomics: Are chairs adjustable? Are desks at the correct height?
Mechanical integrity: Do drawers glide? Do castors roll smoothly?
Support structures: Any wobbling, leaning, or imbalance?
DSE Compliance
For each workstation, evaluate Display Screen Equipment (DSE) alignment:
Monitor at eye level
Chair provides lower back support
Keyboard and mouse are positioned comfortably
Footrests available if needed
This is critical for legal compliance and preventing repetitive strain injuries.
Space Utilisation
Walk the floor and assess:
Bottlenecks and underused areas
Rooms with too much or too little furniture
Common areas vs. meeting rooms vs. open desks
Record where changes can create better flow, flexibility, or collaboration.
Photograph Everything
Images provide an objective reference for:
Comparing similar furniture
Sending to suppliers for refurbishment quotes
Planning design layouts
Save all images in a folder with clear labelling for each item.
Analysing Audit Findings
Once your data is collected, shift focus to evaluation and planning.
Categorise Each Item
Group items as:
Keep: Functional and in good condition.
Repair: Serviceable with minor repairs.
Dispose: Damaged or no longer needed.
Replace: Poor condition or outdated design.
Assess Budget Implications
Prepare a table to forecast potential costs:
Category
Quantity
Estimated Cost per Item
Total Cost
Refurbishment
12
£60
£720
New Purchase
10
£150
£1,500
Disposal Fee
5
£20
£100
Consider hidden savings too, such as avoiding skip hire by reselling to second-hand specialists like us.
Consider Staff Needs
Review any complaints or requests related to:
Comfort and posture
Desk size or layout
Storage solutions
Use this feedback to inform what new furniture to acquire — or avoid.
Align with Strategy
Ask:
Does our current furniture support hybrid working?
Can we reconfigure rather than replace?
Are we supporting inclusivity and accessibility?
Planning for Second-Hand Purchases
Once you’ve identified the furniture to buy, focus on sourcing high-quality used items.
Choose a Reliable Supplier
At The Office Chair Man, we specialise in refurbishing premium office chairs and supplying them at up to 70% off RRP. When choosing a second-hand supplier:
Review return policies and guarantees
Confirm items are thoroughly cleaned and checked
Ask if you can inspect or trial products
Match New Items to Audit Findings
Ensure that:
Desk sizes align with existing layouts
Chair specifications meet DSE requirements
Colour and design complement your office branding
Check the Details
Before purchase, confirm:
Measurements and adjustability specs
Weight limits and recommended user heights
Upholstery condition and fabric grade
Ask for product photos or even virtual walkthroughs if buying in bulk.
Negotiate Smartly
Don’t hesitate to:
Ask for bundle pricing
Request delivery and installation options
Clarify refund policies for mismatched or unsuitable items
Post-Purchase Considerations
Once your furniture arrives, complete the process with care.
Delivery and Installation
Schedule for out-of-hours where possible
Ensure clear access and lift availability
Assign team members to oversee correct placement
Final Check
Before use:
Inspect for transit damage
Test adjustments and mechanisms
Compare items against purchase list
Maintenance Plan
To extend the lifespan of your investment:
Clean chairs monthly
Tighten fittings quarterly
Rotate items for even wear
Consider keeping a few spares of popular models in storage to replace damaged items swiftly.
Leveraging The Office Chair Man’s Expertise
At The Office Chair Man, we take pride in supplying second-hand office chairs that don’t compromise on quality. Our range includes refurbished models from leading brands like Herman Miller and Steelcase — fully inspected and ready for use.
By working with us, you’ll gain:
Cost-effective access to premium ergonomic seating
Expert guidance tailored to your audit outcomes
Hassle-free delivery and support
Conclusion: Office Furniture Audit
A detailed office furniture audit is your best tool for making strategic second-hand purchases. By assessing your current inventory, prioritising employee needs, and planning ahead, you can save money, reduce waste, and enhance your workspace.
Whether you’re refurbishing an office or expanding your team, The Office Chair Man is here to help you source high-quality, affordable furniture that fits your needs. Don’t let guesswork lead to overspending — start with a smart audit and let us support you every step of the way.
Office Ergonomics: A Complete Guide – Forbes Health: An in-depth look at how ergonomic principles can prevent common workplace injuries and enhance overall health. The article covers best practices for setting up workstations to support physical wellbeing.
