Setting Up A Smoke Free Policy

Why introduce a smoke-free policy?

Passive smoking means breathing in other people's tobacco smoke. The health risks of exposure to second-hand smoke or 'environmental tobacco smoke' (ETS), as it is also known, are clear.

The Scientific Committee on Tobacco and Health (UK) concludes that:

• Exposure to second-hand smoke is a cause of lung cancer and, in those with long-term exposure, the increased risk is 20-30%
• Exposure to second-hand smoke is a cause of heart disease, and represents a substantial public health hazard
• Exposure to second-hand smoke can cause asthma in children, and may increase the severity of the condition in children already affected

The approach adopted by an employer in developing a policy will determine its success. It is essential that a smoke-free workplace be promoted in terms of the positive benefits. Going smoke-free equals cleaner air and better health for staff, customers and the general public, and supports smokers who want to quit.

Organizations wishing to implement a no smoking policy will need to ensure that all departments are involved in the process. Human resources and health and safety sections in particular will be very important as a policy is developed and enforced.

Preparing a policy

To communicate the new law and all of its implications, it is recommended that organizations develop and implement a written smoke-free policy. This should include the following

Steps:

1. Planning
2. Implementation
3. The future

Step 1: Planning

Meeting of managers & representatives

An effective working party will play a vital role in ensuring the effective development, implementation and monitoring of the smoking policy.

The working party could include:

• HR manager
• Senior manager
• Trade Union or worker representative
• Health and safety representative

The group should include smokers, non-smokers and ex-smokers - this will help provoke discussion and ensure that all points of view are considered. The size of the group will determine the size of the organization. The group should be regularly communicated with and be directly accountable to senior management.

Discussion areas:

• Effects of second-hand smokers
• Researching legislation that would apply
• Launch date of the new No Smoking Policy
• Plan how the policy will be enforced and by who
• Disciplinary procedures should the policy be breached by a member of staff
• Communicate with each other and the work force
• Order smoke free signage and stickers
• Prepare clear literature to distribute if appropriate
• The type of support that may be given to people who are giving up smoking
• Advice and Help line information about local ‘Quit Smoking' details

Consulting employees

In preparing a written policy to reflect a smoke-free workplace, it is advisable to present a draft version of a new revised policy to management, trade union representatives and key personnel. After approval from management and senior personnel, the draft policy should be communicated to all employees. All employees should have an opportunity to understand in advance the rationale of the smoke-free policy and what it will mean for them in practice. The work environment may change as a result of the policy and this may raise issues and concerns for employees, management and especially for smokers. Some of the following issues may need to be discussed at the discretion of the employer:

Will an outdoor area for smokers be provided, and if so, does it comply with the law?

• Where would this be located?
• Will it put others at risk?
• Will this create difficulties with time away from work?
• Will it encourage unofficial breaks?
• Will smokers need support?
• What support could the organization provide?

The policy may need to be re-assessed if the employers have raised some concern.

Step 2: Implementation

The policy should cover all areas of the workplace:

• Offices
• Communal areas (such as corridors and vending areas)
• Rest areas
• Canteens
• Company vehicles
• Outdoor areas Area's adjacent to the workplace (such as the entrance to buildings).

Consider how the policy will apply to visitors to the site - put up signs wherever appropriate. Establish what the consequences will be for those failing to comply.

Inform

Circulate information through all possible media available to the organization. This could be via:

• Newsletter
• Email
• Intranet
• Notice boards
• Staff memos
• Pay slips
• Staff meetings

Short seminars can be a very powerful way to deal with any issues or concerns. It is important to ensure that all employees are clear on the policy, its implementation, timescale and compliance.

Step 3: The future

Monitoring and reviewing

Once the policy has been implemented, it needs to be monitored: this will help you find out how effective it is, and to make incremental changes where necessary. It's a good idea to review the policy every six months or every year, and to consult the workforce on any proposed changes.

Supporting employees wanting to give up

The introduction of a smoke-free workplace may be just the opportunity some employees needed to encourage them to give up smoking. Offer them support by making information available about local smoking cessation programs - if the workplace is big enough it may be possible to run a support group in-house.

DISCLAIMER: All the information or advice on this page aims to be as accurate as we can reasonably make it. However, the information and advice is general and not necessarily applicable to your specific business or workplace. If a topic relates to your business or workplace, you should make sure you do your own research on how applicable and relevant the information or advice is to your particular situation.