A Guide On How To Create A Smoke-Free Workplace

The Written Policy

What should be included?

It is recommended that the written statement of the policy for a smoke-free workplace include the following elements:

• Background and rationale for the policy
• A timeline outlining the dates of each phase of the policy implementation, and the date of full implementation
• Identification of all areas where smoking is not allowed
• Identification of those responsible for enforcement of the policy
• Assistance that is available to help smokers comply with the policy
• Action to be taken in the event of non-compliance
• The effective date of the smoke-free policy

Your policy document could also include a statement on the following, if these issues apply to your workplace:

Public areas

If your company deals directly with the public, encourage the public to take note of your policy. Place ashtrays and plenty of "non smoking" signs near the entrance to your premises.

Members of the public who smoke should be asked politely to extinguish their cigarettes or to go outside to smoke. All public areas must have clear signs, indicating smoking and non-smoking areas.

Notices and signs indicating areas where smoking is permitted and where it is not permitted must be permanently displayed and signs indicating that smoking is not permitted must carry the warning: 
"ANY PERSON WHO FAILS TO COMPLY WITH THIS NOTICE SHALL BE PROSECUTED AND MAY BE LIABLE TO A FINE".

Sale of cigarettes on work premises

Ensure that products carry the health warnings and that "old", illegal advertising is removed. If your canteen sells cigarettes or you have a vending machine on the work premises, consider abolishing all tobacco sales at your workplace. This can be done immediately, or a future date can be set after which no tobacco products will be available to be purchased on your premises.

The Act restricts the sale of tobacco products from vending machines to places where purchase from the vending machine is inaccessible to persons under the age of 16.

The workplace leadership has a responsibility to ensure, by exercising leadership, that a policy is written that will protect the health of the workplace population - employees, customers and visitors. When a policy is published, it is important that everyone understand that the policy has solid backing from top management, administration and leadership.

An employer must ensure that:

• employees who do not want to be exposed to tobacco smoke in the workplace are protected from smoke; and
• that those employees who object to tobacco smoke in the workplace are not subjected to retaliation of any kind.

The restrictions upon smoking are implemented in a manner which accommodates the needs of employees who do not wish to be exposed to smoke.

An excellent option available to workplace management in a company with smokers, is to provide assistance for the smokers to quit smoking. Implementing a smoke-free workplace policy will be difficult for smokers. To retain their job skills and provide the appropriate protection for health in the workplace, a company may wish to offer incentives, training or other encouragement for smokers to stop smoking. Members of Tobacco Action Group (TAG) can assist with training, programmes and literature.

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