How to Test Air Quality in Office: Step-by-Step

Ever wonder if the air in your office is impacting your team's health and productivity? Understanding how to test air quality in office environments is crucial for creating a healthier workspace. This guide provides a straightforward, step-by-step approach to assessing your indoor air. Ready to breathe easier at work?

Why indoor air quality matters in offices

Indoor air quality in offices directly impacts the health, comfort, and productivity of employees. Poor air can lead to respiratory problems, allergies, headaches, fatigue, sore throat and dizziness – all symptoms associated with sick building syndrome.

Since workers spend approximately 90% of their time indoors – often in office environments – the quality of office air has a significant effect on their overall well-being. It can also increase the transmission of infectious diseases like flu.

Low humidity levels (below 30%) can extend virus survival in the air and increase infections while very high humidity may encourage mold growth. Empirical research shows that poor IAQ leads to reduced concentration and cognitive performance; employees working in offices with better air quality report feeling more energetic and mentally focused.

Proper ventilation & adequate circulation help prevent stuffiness or discomfort caused by poor airflow/temperature imbalances or pollutant build-up. Before COVID-19 pandemic struck globally – according to one survey – about 86% of workers polled said they considered “air quality” among top factors affecting satisfaction at work.

Mold growth along with other structural issues such as wood rot caused by poor ventilation/high humidity not only impacts health but could become expensive repairs down line too! Office equipment/building materials/cleaning chemicals plus lack proper HVAC maintenance might release various pollutants including VOCs (volatile organic compounds), carbon dioxide particulate matter & odors etc.

Maintaining indoor relative humidity between 30%-60% combined with ensuring proper fresh air ventilation will substantially reduce concentration level infectious airborne particles thereby helping limit spread viruses!

Common sources of indoor air pollution

According to the EPA, common sources of indoor air pollutants include:

• Environmental tobacco smoke produced by smoking inside or adjacent to the building. This is a significant indoor pollutant and poses health risks, including lung cancer.

• Building materials and furnishings, including asbestos insulation; pressed wood products that release formaldehyde; carpet fibers; and furniture. These can emit volatile organic compounds (VOCs) and other organic chemicals.

• Office equipment such as printers, copiers, and computers can release VOCs and particulate matter into indoor air.

• Cleaning products and related activities. The use of disinfectants, air fresheners, pest control sprays commonly contain VOCs and other irritant chemicals.

• Paints, adhesives, solvents, and renovation materials can emit chemical vapors that degrade indoor air quality.

• Biological contaminants such as bacteria; mold; fungi; dust mites can develop as a result of moisture from leaks or elevated humidity or dirty/poorly maintained ventilation systems.

• Poor ventilation or HVAC systems that are not functioning properly can fail to supply sufficient outdoor fresh air into the building but also distribute contaminants throughout the building space(s).

• Combustion products such as carbon monoxide (CO), carbon dioxide (CO2), nitrogen dioxide (NO2) may originate from office heating systems or from vehicle emissions entering indoor spaces

• Particulate matter (PM) including fine particles known as PM2.5 may be generated by cooking activities or infiltrate from outdoor sources

• Sources related directly to occupants themselves which include human respiration & perspiration personal care products & fragrances allergens transported into the building on clothing etcetera

Health and productivity impacts of poor air quality

• Employees working in offices with poor indoor air quality (IAQ) can be 6% to 9% less productive.

• Cognitive functions such as focus, response time, accuracy, and overall brain performance decline when exposed to common indoor pollutants like fine particulate matter (PM2.5) and elevated carbon dioxide (CO2) levels.

• Poor air quality causes symptoms collectively known as Sick Building Syndrome (SBS), as previously defined.

• Approximately 57% of offices report SBS symptoms among occupants.

• Symptoms such as fatigue, drowsiness, and dry air are commonly reported by over 50% of office workers in poorly ventilated spaces.

• Poor air quality contributes to increased absenteeism; studies show that buildings with low ventilation have a 130% increase in sick leave taken by employees.

• In the United States alone, losses from reduced productivity due to suboptimal ventilation reach $22.8 billion annually.

• Poor IAQ increases operating expenses through health-related absenteeism and higher staff turnover rates.

Standards and guidelines for office air quality

Modern guidelines recommend:

• Minimum ventilation rate of 5 air changes per hour to maintain fresh indoor air.

• Ventilation systems should use filters with a minimum rating of MERV 13 to effectively remove airborne contaminants.

• Office temperatures should be maintained in the range of approximately 68°F to 79°F (20°C to 26°C).

• Indoor carbon dioxide (CO2) concentrations in offices should be kept below 1,000 parts per million (ppm) for occupant comfort.

• The Occupational Safety and Health Administration (OSHA) limit for carbon monoxide (CO) is below 50 ppm, averaged over an 8-hour period.

• Formaldehyde concentrations should not exceed 27 parts per billion (ppb).

• Benzene concentrations should not exceed 1 part per million (ppm) averaged over 8 hours.

• Radon concentrations should remain below 100 picocuries per liter (pCi/L).

• The Environmental Protection Agency recommends maintaining particulate matter or PM concentrations between 9 and10 micrograms per cubic meter of air or µg/m3

Mold is a tricky one because there are no strict numeric indoor limits. Instead, mold presence must be controlled by preventing moisture buildup in buildings. Standards and guidelines are provided by various agencies and programs such as EPA, OSHA, LEED etc. Regular inspection & preventive maintenance of HVAC systems along with implementation of IAQ management plans are also required.

Tools and methods for testing office air quality

For testing office air quality, there are multiple tools and methods available. They help identify pollutants and assess overall air conditions to aid in maintaining a healthy workspace.

Using sensor-based devices

Detects particulate matter, including PM1, PM2.5, and PM10, with sensor-based devices. These also measure gaseous pollutants such as carbon dioxide (CO2), volatile organic compounds (VOCs), ozone (O3), nitrogen dioxide (NO2), carbon monoxide (CO), and formaldehyde.

Sensors are typically installed at breathing height to capture the air quality where employees spend most of their time. Modern sensors often connect wirelessly to a central gateway that transmits data to cloud platforms.

Sensor data can be integrated with building ventilation and HVAC systems to automatically adjust airflow or filtration. Some devices are customizable with add-on sensors for specific pollutants and feature replaceable sensor modules.

Wearable sensors can be used to assess individual employee exposure as they move throughout the office space.

Professional testing services

When should you consider professional indoor air quality testing? Here are some key situations where expert assessment is advisable:

• There are complaints or signs of poor IAQ, such as persistent odors or employee symptoms.

• You’re about to occupy a new or renovated office space and want to establish a baseline.

• There are visible signs of mold growth, water damage, or dampness.

• You want to verify HVAC system performance, including ventilation rates and filtration effectiveness.

• You’re concerned about specific pollutants like formaldehyde, benzene, radon, or carbon monoxide.

• Your routine monitoring indicates pollutant levels may exceed guidelines from OSHA, EPA, or other health organizations.

• You’ve recently completed remediation or building changes and want to ensure the air quality is now safe for occupation.

Step-by-step process to test air quality in your office

To assess the indoor air quality in your office, you can follow these steps:

1. Conduct a visual inspection of the office to identify obvious sources of pollution such as visible mold, water damage, or dust accumulation.

2. Gather occupant health feedback by asking employees whether they are experiencing symptoms such as headaches, dizziness, fatigue, or respiratory issues.

3. Set up air quality monitoring equipment by placing specialized monitors or sensors in different parts of the office to measure pollutants including Particulate Matter (PM2.5 and PM10), Volatile Organic Compounds (VOCs), Carbon Dioxide (CO2), and Carbon Monoxide (CO).

4. Collect air samples over time by operating monitoring devices continuously for several hours to several days to capture temporal variations.

5. For specific pollutants such as mold spores or radon, use specialized test kits in accordance with manufacturer instructions.

6. Send samples for laboratory testing when applicable; samples collected on filters or with test kits may require laboratory analysis for identification and concentration confirmation.

7. Analyze data against health standards by comparing measurement results to recognized guidelines from organizations such as the EPA or WHO.

8. Generate a report and take action by summarizing findings and including recommendations such as improving ventilation or removing pollutant sources.

   
   

You would specifically use radon test kits if you are concerned about radon gas – a colorless, odorless radioactive gas that has been linked to lung cancer risk.

Interpreting test results and determining next steps

To interpret your office air quality test results, compare the measured pollutant concentrations against established safety standards and guidelines.

• PM2.5 (fine particles) – concentrations below 9 micrograms per cubic meter (μg/m³) as an annual average are generally considered safe.

• Carbon Monoxide (CO) – should be below 9 parts per million (ppm) averaged over an 8-hour period.

• Ozone (O3) – concentrations should be below 0.070 ppm as an 8-hour average.

• Nitrogen Dioxide (NO2) – should remain under 100 parts per billion (ppb) for a 1-hour exposure.

If pollutant levels are elevated, the next step is to investigate and control pollution sources. This may involve improving ventilation, removing indoor pollutant sources, or using air cleaning devices such as HEPA filters. In cases of confirmed mold contamination, professional remediation may be required.

Communicate the air quality results and planned actions clearly to occupants. Finally, evaluate the effectiveness of interventions by monitoring changes in pollutant levels and tracking occupant complaints.

Solutions for improving office air quality

To improve office air quality and provide a healthier, more comfortable workspace for employees, you can implement several effective measures.

Ventilation and HVAC maintenance

Ventilation moves indoor air through ducts and exchanges it with fresh outdoor air, diluting pollutant concentrations. HVAC systems have filters that trap pollutants like dust, pollen, and microorganisms. They regulate indoor humidity, which reduces conditions that encourage mold and bacterial growth.

Regular HVAC maintenance is essential for optimal performance. This includes cleaning or replacing filters every few months, inspecting ducts annually, and lubricating moving parts twice a year.

Well-maintained systems use less energy – saving you money – while providing cleaner air.

You can also check your indoor air quality using carbon dioxide (CO2) monitors; levels below 800 ppm generally indicate good ventilation. Other ventilation best practices include using exhaust fans in kitchens and bathrooms and keeping vents unobstructed.

Technology upgrades and smart systems

Modern heating, ventilation, and air conditioning (HVAC) systems improve indoor air quality by increasing ventilation rates. Other innovations include:

• Smart indoor air quality (IAQ) sensors that continuously monitor pollutant levels, including volatile organic compounds (VOCs), particulate matter (PM), and carbon dioxide (CO2).

• Demand-controlled ventilation (DCV) systems that dynamically adjust ventilation based on measured CO2 concentrations to save energy.

• Air purifiers with high-efficiency particulate air (HEPA) filters to remove fine PM and activated carbon filters to reduce gaseous pollutants.

• Humidity control technologies such as dehumidifiers and humidifiers to maintain relative humidity within the 40-60% range.

• Ultraviolet germicidal irradiation (UVGI) systems that use ultraviolet light to disinfect air by inactivating airborne viruses, bacteria, and mold spores.

• Wireless and remote monitoring capabilities that allow facility managers to view indoor environmental data in real time.

Reducing indoor pollutant sources

By reducing indoor pollutant sources, you improve indoor air quality by lowering the concentration of harmful substances employees inhale. To do this:

• Use eco‑friendly, non‑toxic cleaning products instead of harsh chemicals and artificial air fresheners that release volatile organic compounds (VOCs).

• Avoid smoking indoors and manage pest‑control chemicals carefully.

• Select office furniture and building materials with low emissions of formaldehyde and other organic compounds.

• Ensure regular and thorough cleaning, including HEPA vacuuming of carpets and wiping surfaces to remove dust and allergens.

• Control moisture and mold growth, especially in ventilation systems and water‑damaged areas.

Employee role in maintaining healthy air quality

Often the first to notice stale air, odors, or dust accumulation that indicate poor indoor air quality, employees should be encouraged to promptly report such issues.

Keeping desks tidy, disposing of waste properly, and avoiding clutter helps reduce dust and microbial buildup.

Supporting ventilation efforts by making sure air vents are not blocked and safely opening windows when allowed.

Avoiding strong fragrances, excessive food odors, and indoor smoking prevents introducing pollutants that can degrade air quality.

Participating in initiatives like "clean your desk" days and adhering to office air quality policies promotes a culture of shared responsibility.

Ensuring office equipment is well-maintained helps reduce emissions of pollutants that can occur from malfunctioning devices.

When to seek professional help

When should you seek professional help? Consider the following scenarios:

• When your own efforts haven’t resolved persistent problems such as stale air or odors.

• If you suspect or know that dangerous contaminants are present, for example Legionnaires’ disease, asbestos, lead or PCBs.

• When trust between employees and management has broken down and an independent professional investigation is needed.

• If the situation may give rise to legal action or workers’ compensation claims – involve an expert early on.

• When specialised equipment or technical expertise is required to identify or confirm issues.

• In emergency situations such as gas leaks, sewage contamination or hazardous material spills – evacuate immediately and get expert help.

• When persistent health complaints among workers (headaches, respiratory problems etc) coincide with building occupancy – seek professional intervention promptly.