The following steps are recommended to develop and implement a smoke-free workplace policy.
The success of any policy depends upon people understanding what's happening and why.
Every individual who will be affected by the policy should be educated about the reason for a policy and informed that a policy will be developed. It is important that everyone be regularly informed of the progress in the development of the policy and be allowed to comment on versions of the policy. Ownership of the policy is extremely important to ensure full compliance.
You may want to use some of the following methods while the policy is being developed and phased in.
It is usually more successful for a group or working committee representing all levels of personnel, as well as smokers and non-smokers, to be involved in the policy development. Form a working committee. Working committees promote consultation and communication. You could use your Occupational Health and Safety Committee as a basis. To help select employee representatives, you may want to invite employees by circulating a memo.
This working committee should:
It is important that staff have a chance to raise any concerns about how you propose to implement the policy.
Note:
Consultation does NOT mean asking employees if they want a policy restricting smoking at work. The development of a policy is NON-NEGOTIABLE. It is a health and safety issue, is an employer's responsibility, and is now required by law.
Consultation means employees have a forum to express their views and concerns, and are involved in how the policy is implemented.
The workplace management must ensure that the entire workforce has an opportunity to review the recommended policy before final implementation. Some companies have been successful by circulating or distributing the written policy and requesting written input while other companies have held open meetings for all employees to voice concern and input. Understanding among all involved is important.
Once the relevant facts are gathered, strategic planning begins resulting in a written policy.
The policy should include consideration of important factors, such as:
The timing and presentation of the policy are important for its acceptance. The final policy should include an implementation date that gives everyone involved some time of notice so that the smokers have an opportunity to adjust their habits, and the non-smokers are assured that the smoke-free workplace will become a reality.
Once implementation has begun it's important to monitor the policy and it is thus also necessary to identify a person to handle complaints. Feedback from contact people, supervisors and perhaps staff will you give an indication of how the policy is going.
Once the policy is implemented, education, support and assistance and any further working committee meetings, should continue as necessary.
Eventually there will be no need for the committee to continue and responsibility for maintaining the policy can be handed over to the HR division.
Announcing the policy publicly is important to inform employees and customers and to continue building acceptance.
It is important to emphasize that halfway measures seldom work and are frequently far more difficult than substantive policies both in terms of enforcement and execution.
When the policy is introduced there must be a very strong visual impact so that smokers and non-smokers know where the designated smoking area is. Give copies of the policy to all employees or make enough available for easy reference.
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