Implementing a smoking policy.

Introduction

This checklist provides guidance for those who wish to implement a smoking policy in their company or organisation. It is primarily aimed at those implementing a company-wide policy, although it is also relevant for single sites or departments.

Many organisations have restricted smoking at work, either totally or partially, due to pressure from employees and the requirements of the 1974 Health and Safety at Work Act which places a responsibility on employers to protect the health of their workers. The 1992 Management of Health and Safety at Work Regulations require employers to implement methods to minimise the risks against health.

The purpose of having a smoking policy is to deal with the issue of smoking in a professional manner. Which ensures that; all parties (employers and employees, smokers and non-smokers) have a clear understanding of their rights and obligations, that the workplace complies with relevant legislation and that the issue is handled in a way that minimises the negative impact of tobacco use on the business?

The addictive nature of nicotine makes changing an employee's ability to smoke at work a sensitive issue, and it is important to help smokers adjust to restrictions by offering counselling on cutting down or stopping smoking. The aim of a smoking policy should not be to harass smokers, but should be to create an environment that is acceptable both to smokers and non-smokers.

Organisations can also protect themselves against legal action brought by employees suffering from the effects of passive smoking, show a caring attitude towards the health of employees and can reduce absenteeism through smoking-related illness.

National Occupational Standards for Management and Leadership

This checklist has relevance for the following standards:

E: Using resources, units 6, 7

Definition

A smoking policy provides guidelines for employees on where and when they can smoke in an organisation, and states the disciplinary action and procedures to be taken against those who do not comply.

Action checklist

Designate a Smoking Policy Committee

The members of the Smoking Policy Committee should be drawn from all levels of the organisation and should include both smokers and non-smokers. The Committee will help manage the design, implementation and running of the smoking policy. Appoint a coordinator (not necessarily from senior management, but someone with project management experience who commands respect, has excellent communication and negotiation skills, and can get things done) to oversee the project. Include at least one representative from each trade union to which employees belong, to provide guidance on the union view.

Gather the views of employees

Workers' opinions on smoking in the organisation and the strength of feeling towards a smoking policy should be ascertained. (Undertaking an employee attitude survey is covered in a related checklist). These views must be taken into account when deciding what level of smoking policy will be implemented (a complete or partial ban). The survey will also provide information on the number of smokers and which department or area they work in, as well as show employees that their opinions are important and valued on this delicate issue.

Communicate the need for a policy to all employees

Feed back the results of the survey to employees, showing how many people are in favour of a smoking restriction--including those who are smokers themselves.

Indicate the reasons why a smoking policy is needed including, where applicable, complaints from customers and non-smoking employees. Use notice boards, newsletters and team briefings to get this message across.

Draw up a smoking policy

Decide on the level of smoking restriction.

Total ban: A total ban may seem to be the ideal, but it can cause problems with those who simply cannot cope without having an occasional smoke, leading them to sneak off and smoke in toilets and spare rooms. A total ban may be possible if it is brought in gradually, allowing smokers time to adjust to the policy by cutting down their intake or stopping smoking altogether.

Restricting smoking to certain rooms: Providing "smoking rooms" alleviates many of the problems of smoking at work, but requires that spare rooms are available, and that they can be properly ventilated and cleaned. Non-smokers may feel aggrieved if they see smokers disappearing to a smoking room for a "break" whenever they like. If this method is used it must be properly supervised to avoid over-use/abuse.

Restricting smoking to certain areas: This is less ideal than restricting smoking to certain rooms, as smoke can drift into non-smoking areas, even with ventilation. The Workplace (Health, Safety and Welfare) Regulations 1992 lay a duty on the employer to protect non-smokers from tobacco smoke in rest areas.

Make the policy site- or company-wide to avoid conflict between departments where smoking is allowed and those where it is not. The policy should also cover customers and visitors to the organisation. Where the visits will last a reasonable length of time it is advisable to offer a smoking room.

Draw up a list of disciplinary procedures for those who do not comply with the policy. Consult with union representatives over this. Designate who will be involved in any disciplinary proceedings.

Present the policy to senior management

The backing of senior management is essential to the success of the scheme, as they may have to deal with the grievances raised by the employees.

Prepare to help staff stop smoking

Efforts should be made to help employees who wish to stop smoking; this can be done by putting them in touch with local "stop smoking" classes, or by hiring a counsellor who specialises in nicotine addiction.

Draw up an implementation timetable

Remember that there is a statutory time requirement regarding changing conditions of employment. Consult with union representatives over this. For many smokers, a restriction on smoking will have a major impact on their working life; they should be given time to adjust to the new policy, and it can be helpful to limit disciplinary action during the implementation period.

Communicate the policy to all staff

Ensure that staff are aware of the policy. Notify employees stating when the policy will come into effect, and the disciplinary consequences of non-compliance. Make sure that areas or rooms where smoking is allowed or restricted are clearly communicated. Ensure that new staff are made aware of the policy.

Implement the policy

A member of the Smoking Policy Committee should be available at all times to deal with problems. Signs and posters should be put up in areas where smoking is not allowed or is restricted. In organisations that frequently have visitors signs should be visible where people enter the building.

Evaluate the policy

Check the number of breaches of the policy and any complaints made by smokers and non-smokers. A breach of the rules should be acted on--a few breaches can lead to widespread non-observance. Remember that any evaluation procedure should be carried out regularly, at least once a year.

Make revisions or modifications

Use the information obtained from the evaluation to make any changes to the policy. For example, if smoke drifts into non-smoking areas, further restrictions or other measures may be required.

Feedback the results

Report back to senior management and all employees on the success of the policy and any changes that have been made. Mention any comments made by suppliers, customers, visitors or health and safety officials with regard to the "cleaner" environment.

How not to implement a smoking policy

A smoking policy:

* may make smokers feel they are being victimised

* may cause conflict between smokers and non-smokers (especially if smokers are allowed "smoking breaks" in "smoking rooms")

* requires careful and time-consuming consultation between the employer, employees and trade unions.

Additional resources

Books:

Wellness at work: protecting and promoting employee well-being Lynda A C MacDonald

London Chartered Institute of Personnel and Development, 2005

Essential employment documents: your personal library of employment contracts policies procedures and letters

Ashford: Indicator, 2004

Blackhall guide to sensitive issues in employment, Lynda MacDonald

Dublin: Ireland, Blackhall Publishing, 1999

This is a selection of books available for loan to members from the Management Information Centre. More information at: www.managers.org.uk/mic

Related checklist

Undertaking Employee Attitude Surveys (078)

Internet resources

NHS advice about giving up smoking: www.givingupsmoking.co.uk

Organisations

ASH--Action on Smoking and Health, 16 Fitzhardinge Street, London W1H 9PL

Tel: [phone] www.ash.org

An anti-smoking charity which can provide facts and information on smoking

Quitline (QUIT UK), FREEPOST 20 (LON 214 28), London EC1B 1QA

Tel: [phone] e-mail: [e-mail] www.quit.org.uk

QUIT is the independent charity whose aim is to help smokers to stop