Stoptober is usually associated with helping people stop smoking. For employers, it also provides a useful opportunity to review safety checks for your office which can improve how smoking and vaping are managed in the workplace.
This is not about judging or policing people’s personal choices. It is about supporting employee wellbeing while making sure workplace arrangements remain clear, practical and safe.
Vaping is particularly important because many workplace smoking policies were written before e-cigarettes became commonplace. A policy that simply says “no smoking” may not explain whether vaping is permitted, where it can take place, whether devices can be charged at work or how unwanted devices should be disposed of.
Here are seven practical checks for business owners, office managers and operational managers.
1. Safety checks for your office. Does your policy specifically mention vaping?
Smoking is not permitted in enclosed workplaces. Vaping is treated differently, so employers need to decide what is appropriate for their premises by complete safety checks for the office.
Your policy should clearly explain:
- Whether vaping is permitted on the premises.
- Where smoking and vaping may take place.
- Whether the same break arrangements apply.
- Whether employees can charge vaping devices at work.
- How damaged or unwanted devices should be managed.
The policy does not need to be unnecessarily complicated. It simply needs to give employees clear and consistent information.
2. Have employees been consulted?
Speaking to employees can help you understand what is happening in practice as part of safety checks for your office.
For example, are people vaping discreetly inside because the arrangements are unclear? Are smokers and vapers expected to use the same area? Does smoke drift back through doors or windows?
Consultation does not mean that every request must be agreed. It helps you make informed decisions and explain the reasons behind them.
3. Does your fire risk assessment cover smoking and vaping?
Smoking materials are a potential source of ignition and should be considered within the fire risk assessment.
Vaping devices also contain rechargeable batteries. A damaged device, unsuitable charger or unattended charging can create a fire risk.
Your assessment should consider:
- Where smoking takes place.
- How cigarette ends are extinguished and discarded.
- Where vaping devices may be charged.
- Whether personal chargers are permitted.
- How damaged, overheating or unwanted devices will be handled.
- Whether the arrangements could affect an escape route.
If working practices or equipment have changed since the fire risk assessment was completed, it may be time for a review.
4. Are charging arrangements clear?
Employees may think nothing of connecting a vaping device to a computer or office charging point.
Businesses should decide whether personal vaping devices can be charged at work. If charging is permitted, staff should understand that damaged devices, unsuitable chargers and unattended charging are not acceptable.
A simple rule within the workplace policy can prevent confusion.
5. Safety checks for your office includes; Is the outdoor area suitable?
A designated smoking or vaping area should be positioned carefully.
Consider whether it is:
- Away from combustible materials and stored waste.
- Clear of fire exits and escape routes.
- Positioned so smoke does not enter through doors, windows or ventilation systems.
- Provided with suitable cigarette-waste containers.
- Adequately lit and safely accessible.
- Regularly checked and kept tidy.
Remember that a smoking shelter must not become an enclosed or substantially enclosed space.
6. Are cigarettes and vapes being disposed of correctly?
Cigarette ends can continue to smoulder after they appear to have gone out. They should be fully extinguished and placed in a suitable container rather than an ordinary wastepaper bin.
Vapes are electrical items containing batteries. They should not be placed in general office waste or mixed recycling.
Your policy could require employees to take personal vaping devices home for appropriate recycling. If the business provides a collection point, suitable storage and collection arrangements will be needed.
7. Are you supporting employees who choose to give up smoking?
Giving up smoking can be a significant and positive step for an employee, but it may not always be easy.
During the early stages, nicotine withdrawal can cause cravings, restlessness, irritability, anxiety, disrupted sleep or difficulty concentrating. These effects will vary between individuals, but a little understanding from an employer can make someone feel supported rather than judged.
Employers are not expected to provide medical advice or persuade people to stop smoking. However, they can create an environment in which employees feel comfortable asking for support.
Practical support could include:
- Sharing information about NHS and local stop-smoking services.
- Allowing reasonable flexibility to attend support appointments.
- Having a private conversation about any temporary support the employee may need.
- Making sure managers respond sensitively and maintain confidentiality.
- Reviewing break arrangements so they are clear and fair.
- Avoiding arrangements that require someone trying to stop smoking to spend their breaks in a smoking area.
- Signposting any Employee Assistance Programme or workplace wellbeing support available.
Supporting an employee through a personal health change can also benefit the wider organisation. It demonstrates that employee welfare is taken seriously and can help build trust between managers and their teams.
When people feel valued and supported, they may be more comfortable discussing concerns before they become bigger problems. This can contribute to stronger working relationships, improved morale, better employee engagement and a more positive feeling about the organisation as a place to work.
Over time, a genuine commitment to employee welfare can also support retention. Employees are more likely to feel connected to a workplace where wellbeing is reflected in everyday actions rather than appearing only as a statement within a policy.
The aim is not to pressure anyone into giving up smoking. It is to ensure that employees who choose to do so know where to find help and feel that their workplace is behind them.
When was your policy last reviewed?
A clear smoking and vaping policy can support employee welfare, reduce uncertainty and strengthen your fire-safety arrangements.
If your current policy does not mention vaping, charging or disposal, that does not necessarily mean you have a major problem. It may simply mean your arrangements have not kept pace with changes in the workplace.
Your Company Works provides calm, professional and friendly health and safety support for busy business people. We can review your policies, fire risk assessment and workplace arrangements and help you put practical measures in place.
If you would like a free friendly and simple 20-minute conversation about smoking and vaping arrangements in your workplace, please send us a message.
