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Expert Ventilation Methods for Offices and Stores

Tips and tricks on how to ventilate offices and stores for a fresh, healthy and safe work environment

Ventilation FAQs

Ventilation is the replacement of indoor air with fresh outdoor air in order to dilute and remove air pollutants (substances that can be harmful to humans) from inside the building.

office waiting or meeting  area with comfortable green armchairs and small tables

Indoor air pollutants (substances that are harmful to humans) include carbon dioxide, carbon monoxide, formaldehyde (HCHO), house dust, pollen, bacteria, and viruses that exist in indoor air.

Ventilation can be expected to dilute these pollutants and eliminate them from inside the room of a building.

illustration common air pollutants in commercial environment

Ventilation dilutes and removes indoor air pollutants 

In a completely closed room in a building, air can't easily leave the room, causing air pollutants to stay and accumulate in the room. This can have a negative health impact on people. Ventilation is extremely important to dilute and eliminate these air pollutants.

Most air conditioners can not perform ventilation

An air conditioner creates a comfortable environment by drawing air from inside the room, cooling or warming it, then returning that air to the room. Indoor air is not replaced by fresh outdoor air.
Most air conditioners for stores and offices cannot perform ventilation on their own.
It is therefore necessary to ventilate by means other than an air conditioner.

modern office building entrance area with glass street front and plants

Offices and Stores Equipped with Ventilation Systems

Buildings that lease space for offices and stores are generally well-ventilated. Ventilation equipment is specified by building code according to the floor area and the number of people present. Building entrance doors and windows remain closed so that the office workers can work comfortably and the customers shopping in the stores can spend their time in comfort.
Large buildings may not have windows or have windows that are impossible to open. Ventilation equipment is then installed to prevent stale air from accumulating in the building.
In crowded spaces (like busy stores or full meeting rooms), opening windows and doors increases the efficiency of the ventilation system to actively change the indoor air.

indoor air exchange, ventilation and air flow scheme

To maximize ventilation, we recommend that you first determine which type of ventilation equipment is installed in your office or store and then understand how it works and should be operated properly.

Tips on Office and Store Ventilation

Depending on the building where an office or store is located, ventilation equipment may either be operated by the building tenants individually or by the building management company. The ventilation method varies according to whether the windows can be opened or not.
We describe ventilation methods for the following 3 cases:

Action store Cloppenburg with AC cassette units

Small Stores

Freestanding buildings such as restaurants and shops facing the street

Ventilation checklist:

1. Check which ventilation equipment is installed

2. Check maintenance and filter cleaning/replacement schedules 

3. Create an air passage by opening windows and entrance doors

  • Using ventilation equipment with windows and doors open
  • Opening windows to create an air passage
  • Ventilating rooms without windows 
Meeting room in office with air conditioning cassette unit

Small to Medium-sized Offices

Offices located in small and medium-sized buildings with 10 floors or less

Ventilation checklist:

1. Check which ventilation equipment is installed

2. Check maintenance and filter cleaning/replacement schedules 

3. Create an air passage by opening windows and entrance doors

  • Using ventilation equipment with windows and doors open
  • Opening windows to create an air passage
  • Ventilating conference rooms without windows

CO2 concentration in conference rooms

2 men in modern office building entrance area

Offices and Stores in Large Buildings with Closed Windows

Ventilation checklist:

1. Installation location and type of ventilators and ventilation equipment. Ventilation vents: diffusers and grilles in the ceiling.

2. Operating hours for ventilation equipment (weekdays / holidays)

3. Amount of ventilation set for ventilation (weekdays / holidays)

4. Ventilation equipment maintenance times and schedule

5. Schedule and cycle for cleaning and replacing filters

Summary of Ventilation Methods for Offices and Stores

When ventilating an office or store, it is best to first check what type of ventilation equipment is installed and to know how to properly use it to ventilate the indoor space. However, depending on factors like the time of day, number of people assembled, change in office partitions, and cleanliness of filters, you may experience inadequate ventilation and discomfort. Using one of the methods introduced here, you can create airflow and effectively ventilate the indoor space to match the work environment and building design. For conference rooms and other closed spaces, maintaining proper ventilation by opening the door before the start and after a meeting is a good routine to follow.

Modern workspace in open space office

Introduce "ventilation rules" for office rooms

If window ventilation is possible for your office, why not establish ventilation rules and practice daily ventilation by rotating responsibility for executing those rules?

By opening the windows before starting work each morning and letting out all of the trapped indoor air that had accumulated overnight, you can start each day in a healthy and pleasant work environment.

Especially on Mondays during the summers when hot, stagnant air has collected over the weekend, ventilating the room before turning on the air conditioner will help save electricity by lowering the room temperature.

Introduce "ventilation rules" for meeting rooms

We recommend implementing ventilation routines for when people enter and leave conference rooms. For example, ventilate a room by opening the door for a few minutes every hour or when the meeting is over and there is nobody in the room. Implementing simple rules, like always leaving the door open when a meeting is over, leads to a good practice for ventilation.


Changing the air at the same time as the members change

  • Make sure to open the door for 10 minutes in a one-hour meeting
  • Leave the door open when you leave the room after a meeting
  • Open the doors of conference rooms at the end of the workday and when leaving the office
meeting room with glass window front in Immogra office

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