The Story of Monitor Arms
& Saving Costs!
Knowing that proactive maintenance is far more cost-effective than reactive repairs matters. It really does!
Yet, many businesses or spaces only address furniture wear-and-tear when it becomes a noticeable issue, leading to avoidable expenses, employee discomfort, and workspace inefficiencies.
A structured, recurring furniture maintenance program (scheduled every few months, quarterly, or annually based on space or furniture needs) ensures assets remain safe, functional, and cost-projectable while minimizing employee or space disruptions. From private or open work areas and seating in offices or lobbies to monitor arms and conference tables, preventive servicing extends longevity, reduces unexpected replacement costs, and supports overall best practices for space functionality.
The Challenge: Hidden Costs of Workplace Neglect
It happens to all of us. We assume if it isn’t broken, it doesn’t need to be fixed – but it does need maintenance to keep it from breaking!
One of our corporate clients, managing a high-traffic office environment spanning over multiple floors in downtown Calgary, began noticing monitor arm instability across multiple workstations and private offices.
Employees reported loosening joints, screen drifting, and difficulty adjusting ergonomic positions, causing frustration and reduced productivity.
Without a structured servicing plan, the facility team required multiple service calls randomly, reaching out each time an employee concern arose and reactively replacing faulty equipment, incurring unnecessary expenditures. The cycle of replacing rather than maintaining was proving costly, and leadership needed a sustainable solution.
Photo Caption:
While this photo doesn’t necessarily showcase the monitor arms in use throughout the space, it offers a clear idea of what a monitor arm is and how much they can vary between brands. With each model featuring its own unique components that need to be realigned, adjusted, and checked regularly, it’s easy to see why we recommend a proactive maintenance program.
The Solution: A Recurring, Pre-Scheduled Maintenance Program
CSS Office Solutions stepped in to implement a structured furniture maintenance schedule, ensuring monitor arms (and other office assets) were regularly inspected, adjusted, and serviced.
Each pre-scheduled maintenance program varies based on individual client needs.
The maintenance program was customized for this client’s needs, offering in-office pre-scheduled service visits every 4 months, with CSS on-site representatives ensuring that:
- Monitor arm tension and stability remained optimal, preventing drifting screens.
- Joint lubrication and realignment maintained smooth adjustability.
- Minor wear-and-tear issues were addressed early, preventing costly replacements.
- A detailed monitor arm asset-status report was provided to the appropriate departments.
Rather than waiting for equipment failures or safety concerns to arise, the facility management team embraced proactive servicing as a key part of their asset strategy, ensuring maintenance took place before issues escalated. Partnering with trusted advisors like CSS supported the facilities team in presenting a sustainable, forward-thinking solution to company leaders, who quickly recognized the long-term value and efficiency of the maintenance program.
This is a strong example of leadership prioritizing proactive decision-making over reactive fixes, reducing the need for last-minute repairs and emergency service calls while fostering a more strategic approach to workspace management.
Key Results: Cost Savings & Workplace Efficiency
Through this recurring furniture care plan, the client saw measurable improvements:
- Significant Cost Reduction – With ongoing servicing, monitor arm replacements dropped by 40%, resulting in thousands of dollars in savings.
- Improved Ergonomics & Employee Satisfaction – Properly maintained monitor arms in the work areas enhanced comfort and productivity, reducing workplace frustration.
- Optimized Facility Operations – Maintenance was pre-scheduled, seamlessly aligning with the company’s broader workspace management strategy.
- Reduced Capital Waste – The shift from reactive replacements to preventive care optimized asset longevity, saving the company from frequent product purchases.
Takeaways for Workplace Leaders & Facility Professionals
Businesses that invest in structured maintenance programs see measurable benefits, including cost savings, improved workspace efficiency, and enhanced employee satisfaction. Regular servicing of office furniture, from workstations to shared spaces, helps prevent unnecessary expenses and ensures a professional, well-maintained environment.
Structured furniture maintenance programs provide tangible benefits:
- Lower operational costs through extended asset lifespan.
- Smoother client/employee experiences in managed spaces.
- Compliance with ergonomic wants and workplace standards while boosting productivity.
Organizations that prioritize proactive maintenance over reactive repairs not only extend the life of their assets but also streamline facility operations, reducing disruptions and emergency service costs. Whether it’s through scheduled servicing or ongoing workspace assessments, investing in workplace care contributes to long-term asset stability and operational success.
A Smarter Approach to Workplace Maintenance
Investing in recurring furniture maintenance isn’t just about keeping office spaces looking polished! It’s about saving costs, supporting employee well-being, and ensuring long-term efficiency.
Whether your space includes monitor arms, workstations, seating, or you’re in a shared space, a structured preventive servicing plan keeps everything in optimal working order while eliminating unnecessary expenses.
At CSS, we support facility managers, corporate leaders, and others to maximize their commercial furniture assets through proactive care! If your office furniture could benefit from pre-scheduled cost-saving servicing, let’s work together to build a maintenance program that fits your needs, timeline, and budget.
Ready to optimize your workplace and protect your investments?
