Smoke Free Policy - Step by Step Implementation Guide
It is important to consider well ahead of 1 July 2007 how the new smoke free legislation will be implemented within your business. The following guidelines will get you started in the right direction.
Further advice on implementing smoke free guidelines can be obtained from the Smoke Free England Information Line on 0800 169 1697, where you can also register for the latest updates and FREE resources, or locally from the Smoke Free Bracknell Forest Co-ordinator.
- Analyse what levels of smoking take place within your premises and vehicles by staff, contractors and visiting public.
- Consult with your employees (both smokers and non smokers) and your customers if the legislation is relevant.
- Inform your employees about the health and safety reasons for the new policy
- Create new internal smoke free guidelines for your company.
- Implementing your smoke free workplace
- Supporting people who smoke
- Managing your smoke free workplace
1. Analyse what levels of smoking take place within your premises and vehicles by staff, contractors and visiting public.
In other words, how many people will the new legislation affect?
2. Consult with your employees (both smokers and non smokers) and your customers if the legislation is relevant.
Identify their needs and find out any issues they might have relating to smoking at work and on your premises.
3. Inform your employees about the health and safety reasons for the new policy
Your employees are more likely to support your smoke free policy if they are fully informed about the health problems associated with second hand smoke. Direct them to Smoke Free Frequently Asked Questions or NHS websites.
4. Create new internal smoke free guidelines for your company.
Draft smoke free guidelines that best suit your workforce. Your company must decide:
- Whether to allow smoking on external premises such as car parks and/or immediately outside main entrances, or whether exclusions will apply. You should then specifically indicate where smoking is allowed in your policy.
- Whether to allow smokers to have smoking breaks other than statutory breaks and lunch breaks. If smoking breaks are allowed – it is an idea to provide guidelines for managers and staff on what is considered acceptable.
- If allowing smoking outside on company premises decide whether a smoking shelter will be erected. Ensure that new and existing shelters conform to the 50:50 rule and could not be considered enclosed or substantially enclosed. You will probably need planning permission for a new shelter (see Smoke Free Frequently Asked Questions for more information).
Once finalised, make sure the new smoke free guidelines are incorporated into:
- Staff handbooks
- Contracts
- Future staff training
- Job adverts and interviews
5. Implementing your smoke free workplace
Agree the date when you plan your workplace to become smoke free – you don’t have to wait until 01st July 2007! In fact you may find it beneficial to begin early and introduce new policy in stages. For example limit the times that people can smoke, then allow smoking in designated areas only. This will allow a gradual shift in behaviour. Trying an overnight change is more likely to cause upset.
Inform your staff, customers and contractors at least 3 months in advance of the date you choose.
Ensure all managers are aware of how this new policy affects their staff including:
- Advice about smoking breaks
- What disciplinary action to take if staff ignore new policy
- Signage requirements
- Smoking cessation services on offer etc.
Order and display no smoking signs in all company premises and vehicles used by more than one person.
6. Supporting people who smoke
Smoking is an addiction and you will need to allow employees who smoke time to adjust once your new smoke free guidelines are in place. For many smokers it will be a good opportunity to give up if they would like and it is important that as a company you support staff trying to quit. The best way you can do this is to make them aware of the help available to them. You may also consider giving smokers time off to attend local smoking cessation clinics - this will usually involve 1 hour per week x 4 – 5 weeks. This will help your business in the long term as having less smokers means fewer staff taking multiple smoking breaks daily and perhaps less staff going off sick with smoking related illnesses.
See Local Contacts for information on who to contact about local smoking cessation services. Recommend these services to your staff or arrange in house cessation services.
7. Managing your smoke free workplace
Once you have agreed and implemented your smoke free guidelines you will need to:
- Review the policy regularly and update it where appropriate.
- Consider any comments from staff after you become smoke free.
- Consult with your employees and customers to monitor the success of the policy and consider any possible alterations.
- Ensure that you are continuing to comply to signage regulations on ongoing basis.
- Monitor and promote the benefits and successes of becoming smoke free to staff, such as reduced sick leave and higher productivity.
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