Smoking in the workplace is a delicate subject that blends policy, practicality, and respect for everyone involved. This guide walks you through the process of establishing a clear, legal, and considerate smoking policy, setting up designated smoking areas, and managing the logistics so that both smokers and non-smokers can coexist harmoniously. It works because it offers a balanced, actionable framework that addresses compliance, comfort, and common pitfalls.
Ingredients
- 1 copy of your local smoking laws and regulations (check state and municipal codes)
- 1 designated outdoor smoking area (at least 15–25 ft / 4.5–7.5 m from building entrances, windows, and air intakes)
- 1 weatherproof ashtray or cigarette butt receptacle (per 2–3 smokers)
- 1 clear, written smoking policy (1–2 pages)
- 1 set of signage (e.g., “No Smoking� and “Designated Smoking Area� signs)
- 1 communication plan (email, intranet, or team meeting)
- 1 enforcement procedure (e.g., verbal warning, written warning, HR involvement)
- Optional: 1 covered shelter or awning (for weather protection)
- Optional: 1 air purifier for indoor break rooms (if allowed by law)
Instructions
- Research your local laws. Begin by checking your state, county, and city regulations regarding smoking in the workplace. Most jurisdictions restrict smoking inside buildings and require a certain distance from entrances. Note the specific requirements for your area, as they vary widely.
- Designate a smoking area. Choose an outdoor location that is at least 15–25 feet (4.5–7.5 m) from any building entrance, window, or air intake. If possible, choose a spot that is not in high-traffic areas and is easily accessible to employees. Ensure the area is clearly marked with a sign that says “Designated Smoking Area.�
- Provide proper receptacles. Place weatherproof ashtrays or butt receptacles in the designated area. Use heavy, tip-proof containers that are emptied regularly. This prevents litter and reduces fire hazards. A good rule is one receptacle per 2–3 smokers, but adjust based on your workforce size.
- Write a clear smoking policy. Draft a policy that states where smoking is allowed (only in the designated area), when (e.g., during breaks only), and the consequences for violating the policy. Include a statement that smoking is prohibited inside the building, in company vehicles, and near entrances. Keep the policy concise and easy to understand.
- Communicate the policy. Share the new policy with all employees via email, a staff meeting, or a memo. Explain the rationale (health, safety, and comfort) and provide a map showing the designated smoking area. Encourage questions and feedback to ensure everyone is on board.
- Post signage. Place “No Smoking� signs at all building entrances, in restrooms, and in common areas. Put a “Designated Smoking Area� sign at the smoking spot. Use clear, visible lettering and consider adding a graphic (like a crossed-out cigarette) for universal understanding.
- Implement enforcement. Decide how the policy will be enforced. Start with a verbal warning for first-time offenders, then escalate to a written warning, and finally involve HR for repeated violations. Ensure managers are trained to handle violations consistently and respectfully.
- Monitor and adjust. After a few weeks, check if the designated area is working. Are there complaints? Is the area being used? Is it clean? Make adjustments as needed, such as moving the area, adding more receptacles, or improving shelter.
Tips
- Substitution: If you don’t have an outdoor space, consider a ventilated indoor smoking room with a powerful exhaust fan and air purifier, but check local laws first—many jurisdictions prohibit indoor smoking rooms entirely.
- Storage: Keep a small supply of extra signage and ashtrays in storage so you can quickly replace damaged or missing items.
- Common mistake: Placing the smoking area too close to the building. Even if it’s legal, smoke can drift into doors and windows, causing complaints. Always err on the side of distance.
- Common mistake: Forgetting to empty ashtrays regularly. Overflowing butts look unprofessional and can create a fire hazard. Schedule daily or weekly emptying, depending on usage.
Serving Suggestions
This policy works best when paired with a positive workplace culture. Consider offering smoking cessation resources, such as a quit-smoking program or nicotine replacement therapy, as part of your overall wellness initiative. Also, ensure that non-smokers have a comfortable break area that is smoke-free, so everyone feels valued.
Variations
- Complete ban: Some workplaces opt for a 100% smoke-free campus, including no designated outdoor area. This is the simplest to manage but may be less popular with smoking employees.
- Time-based restrictions: Allow smoking only during official break times, not during work hours. This can reduce the frequency of smoke breaks and increase productivity.
- E-cigarettes and vaping: Decide whether to include e-cigarettes and vaping in your policy. Many workplaces treat them the same as traditional smoking, but some allow them in designated areas or even indoors if they are odorless.
- Remote work: For remote employees, the policy may not apply, but you can still encourage smoke breaks to be taken away from home office windows and doors.
Storage and Reheating
This policy is not a dish, but it does require ongoing maintenance. Review the policy annually to ensure it remains compliant with any changes in local laws. Store all documentation in a shared drive or HR system for easy access. If you need to “reheat� the policy—i.e., remind employees—send a brief email or include it in a newsletter. The policy itself does not expire, but it should be updated if your workplace layout changes or if new regulations come into effect.
Frequently Asked Questions
Q: Can we legally ban smoking entirely on our property?
Yes, in most places, private employers can ban smoking on their premises, including outdoor areas, as long as they follow state and local laws. However, some states have specific protections for employees who smoke, so check your local regulations.
Q: What if an employee refuses to comply with the smoking policy?
Start with a private, respectful conversation to remind them of the policy. If the behavior continues, follow your disciplinary procedure, which may include written warnings and, ultimately, termination if the policy is consistently violated.
Q: How far from the building should the smoking area be?
It depends on local laws, but a common recommendation is at least 15–25 feet (4.5–7.5 m) from entrances, windows, and air intakes. Some municipalities require more distance, so always check your local codes.
Q: Do we need to provide a designated smoking area?
Not necessarily. Many workplaces choose to go entirely smoke-free. However, if you do allow smoking, you must provide a designated area that is clearly marked and complies with local laws.
Q: Should we include vaping in the smoking policy?
Yes, it’s best to explicitly state whether vaping is allowed and where. Many workplaces treat vaping the same as smoking, but you have the flexibility to allow it in more places if it doesn’t bother others.
Q: What about employees who smoke in company vehicles?
Most policies prohibit smoking in company vehicles, as it can be a safety hazard and leaves lingering odors. Make sure your policy clearly states this and that employees understand it applies to all company-owned vehicles.
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