Create a workplace smoking zone that’s compliant and nobody complains about
Setting up a designated smoking area at work may sound simple in theory but as you’ll learn in this article there are quite a few factors that go into it.
With 31% higher sick-leave rates among smokers and no shortage of regulations for employee smoking policies these days, you need a fool-proof guide that can help you do it right.
Problem:
Most employers either do nothing about workplace smoking or do something but end up violating state and federal regulations.
This can result in fines, complaints, and expensive employee grievances.
The right solution however can actually improve productivity and decrease conflict between smokers and non-smokers.
In this article you’ll learn:
- The Legal Requirements You Can’t Ignore
- Essential Design Elements for Compliance
- The Location Strategy That Works
- Proper Ventilation and Safety Measures
- Signage and Policy Implementation
The Legal Requirements You Can’t Ignore
When it comes to the legal side of smoking areas you need to know your location and responsibilities up front.
The thing is…
Each state has their own smoking area regulations including distance, ventilation, lighting, signage, and safety requirements.
States like California require smoking break rooms have air exhausted directly to the outside. Many other states permit or even require designated outdoor smoking areas instead.
General legal requirements typically include:
- A certain distance from building entrances, windows, and air intake ducts
- Proper ventilation for smoking rooms
- Clear signage for smoking and non-smoking areas
- Considerations for secondhand smoke protection for non-smoking employees
- Compliance with local fire codes and building regulations
Employees cannot be required to enter the smoking area as part of their job duties. This ensures non-smoking employees are not forced to enter those areas during regular business hours.
Note: Smoking areas for federal buildings are banned near air intake ducts under Executive Order 13058.
Essential Design Elements for Compliance
Designing a smoking zone that complies with regulations takes more than just picking an outdoor area.
Key elements for the smoking area include:
Physical Separation: It must be physically separated from non-smoking areas and common spaces. This prevents secondhand smoke from drifting into non-smoking work or gathering areas.
Adequate Size: Enough space for your smoking employees without overcrowding. Overcrowding can lead to safety concerns.
Weather Protection: Protection from rain and extreme temperatures is important. An overhang or other designated covered area shows you care about employee welfare.
Safe Flooring: The area should have non-slip flooring especially if surfaces can get wet. Concrete or treated wood surfaces are best.
Lighting: If used during evening hours the area should be well-lit for safety and security.
Location Strategy That Works
The location for a workplace smoking area is crucial and this is where many employers go wrong.
The best part is…
The right location can solve several problems all at once: compliance, employee satisfaction, and efficiency.
Things to consider when choosing a location include:
- Distance Requirements: Most places require smoking areas to be 20-25 feet from entrances, windows, and air intake systems. Your local regulations will spell this out.
- Wind Patterns: Prevailing winds can cause smoke to blow towards building entrances or onto non-smoking employees. Choose your location with wind in mind.
- Accessibility: The area should be easily accessible for employees on breaks without walking too far.
- Visibility: Visibility allows for natural supervision of the area without being intrusive. This helps with security and compliance.
- Utility Access: Consider access to utilities if you plan to add lighting, receptacles, etc. for cigarette disposal.
One of the most cost-effective strategies is to use native smokes 4 less smart cost-effective solutions when planning a smoking area. This means optimizing the area for functionality while minimizing recurring operational expenses.
To reduce potential conflicts and violations don’t place smoking areas near:
- Main pedestrian walkways
- Outdoor dining areas
- Building air intake systems
- Areas where clients or visitors frequently gather
- Fire lanes or emergency exits
Proper Ventilation and Safety Measures
Safety is the most important consideration when designing a smoking area.
Here’s why:
20% of non-smokers report exposure to secondhand smoke at least once a week in workplaces that allow smoking. Adequate ventilation is the key to eliminating that problem.
For outdoor smoking areas:
- Natural Ventilation: Open-air disperses smoke. However you still need to account for wind patterns and air flow.
- Strategic Barriers: Landscaping, walls, or screens can be used to help direct airflow away from entrances.
For enclosed smoking areas:
- Direct Exhaust: Ventilation systems should exhaust air directly outside, away from air intake systems.
- Fire Safety: Consider fire suppression systems and metal receptacles for cigarette disposal.
Ventilation systems also need regular maintenance and cleaning. Schedule inspections every 3 months to ensure optimal performance.
Signage and Policy Implementation
Effective communication prevents problems and ensures people follow the rules.
Smoking policy must be visible, easy to understand, and consistently enforced. This protects your company and employees.
Required Signage:
Post “No Smoking” signs at all building entrances and areas where smoking is prohibited. Signs must meet specific size and visibility requirements in most jurisdictions.
Design clear “Designated Smoking Area” signs for the approved areas. Include key policy highlights like hours of use and disposal requirements.
Policy Documentation:
Have a written smoking policy that addresses:
- Designated areas and times for smoking
- Rules for smoking breaks
- Consequences for policy violations
- Contact for questions or complaints
- Requesting policy changes
Share the policy with all employees and include in new hire onboarding. Regular reminders through company communications are also good.
Enforcement Strategy:
Training managers and consistent enforcement builds respect for the policy. Managers should professionally address violations and document incidents.
Consider appointing smoking area monitors or self-policing among smoking employees.
Getting It All Right
The setup for a compliant workplace smoking zone takes proper planning, legal know-how, and an on-going commitment to maintenance.
It’s an investment in productivity and lower legal risk while improving workplace satisfaction for smokers and non-smokers alike.
The best smoking areas strike a balance between employee needs and legal compliance while also reflecting your company culture and professionalism.
The essential steps are:
- Research and comply with all applicable laws and regulations
- Select locations that protect non-smokers from secondhand smoke
- Install proper ventilation and safety features
- Implement and post clear policies and signage
- Maintain the area and address issues as needed
By following the above steps you’ll create a smoking area that serves your employees well while also protecting your business from legal and safety liabilities.
