Curious about effective workplace smoking area design? Discover how to create a safe, compliant space that supports both employee comfort and regulatory standards.
Designated smoking areas are no small task for employers. At least one in five working age adults use some form of tobacco product so a successful approach should satisfy smokers without putting non-smokers at risk of secondhand smoke exposure.
On the other hand, failing to get it right could leave your company with legal headaches and angry employees. Let’s look at what to consider when planning a compliant and safe smoking area.
In this guide, we’ll cover:
- Understanding workplace smoking regulations
- Essential location and distance requirements
- Ventilation and safety considerations
- Required signage and employee communication
- Establishing enforcement and monitoring protocols
Workplace Smoking Regulations 101
Workplace smoking area design begins with a clear understanding of the regulatory framework employers must follow to ensure compliance and protect employee well-being.
In 28 states and the District of Columbia, smoke-free workplace laws cover all non-hospitality workplaces, restaurants, and bars. These laws are very strict and prohibit smoking in any enclosed area. This includes spaces where smoking is traditionally allowed, such as in private offices, with only employees.
That said, the 22 states without comprehensive laws are not a free-for-all. State and local smoking policies differ widely. Just because a state or city doesn’t mandate smoke-free workplaces, it doesn’t mean employers can let employees smoke anywhere they want.
California, for example, prohibits smoking in most indoor workplaces in the state under Labor Code Section 6404.5. Mississippi allows employers to set their own private workplace smoking policies with no government regulations.
Some employers ask whether non-traditional tobacco products like native cigarettes change compliance requirements. The answer is that most regulations apply equally to any smoking and tobacco product, including e-cigarettes in most states.
The bottom line is…
Employers that don’t comply face significant penalties and fines. California employers face fines up to $7,000 for general violations and up to $70,000 for willful serious violations.
The Importance of Workplace Smoking Areas
Sure, workplace smoking areas might seem like a mere legal compliance exercise but there are some good reasons to design a safe and compliant smoking area.
Smoke-free laws don’t cover workplaces where smoking is allowed, yet twenty percent of non-smokers report being exposed to secondhand smoke at work at least once per week.
Secondhand smoke can cause serious health problems and if the exposed employees file workers’ compensation claims, insurance costs can spike.
Smoking breaks can also take a significant toll on productivity. Construction employees have the highest smoking rates in the US. Smoking breaks in the construction industry average from 8 to 73 minutes per day.
Properly designed smoking areas:
- Protect non-smoking employees
- Keep your company compliant with all laws
- Reduce workplace conflict between smokers and non-smokers
- Cut down on lost productivity due to smoking breaks
If employers don’t create dedicated and compliant smoking areas they will face legal challenges and disgruntled employees.
Location and Distance Requirements
Location, location, location is critical for proper workplace smoking areas.
Most regulations have specific requirements about the required distance from entrances, exits, windows, and ventilation air intakes. A common standard is 25 feet minimum distance from any opening.
The 25-foot requirement is a LEED standard, incorporated into many state regulations and local ordinances. California prohibits smoking within 20 feet of public buildings.
Distance matters for a couple of reasons…
Workplace smoking area design must account for airflow and proximity, as smoke can easily travel through doors, windows, and ventilation systems—putting non-smokers at risk and violating the very regulations meant to protect them.
Other factors when choosing a location include:
- Distance from building entrances and exits
- Prevailing wind patterns carrying smoke toward building
- Distance from windows and air intake vents
- Accessibility of the smoking area for smokers
- Visibility to monitor and enforce compliance
Some employers make the mistake of putting smoking areas too close to employee building entrances. This creates a gauntlet of smoke for non-smokers entering and exiting the building.
Design Features That Actually Work
Want to know the secret to an awesome smoking area?
It’s simple but requires planning.
Indoor vs. outdoor smoking areas
Modern workplace smoking area design typically favors outdoor setups, as indoor smoking rooms are heavily restricted or banned. Where indoor areas are permitted, they must include mechanical ventilation systems that exhaust directly outside to meet compliance standards.
For outdoor smoking areas, consider design elements like:
- Weather protection: Covered structures offer some shelter from rain or extreme heat. If smokers have protection from the elements, they are less likely to use unauthorized smoking areas.
- Seating and amenities: Benches or other standing areas and waste receptacles offer a place for smokers to rest and encourages proper cigarette butt disposal.
- Lighting: Well-lit areas are safer for smokers during evening hours and discourage loitering or other unauthorized activities.
- Defined boundaries: Planters, posts, or painted lines clearly mark the smoking area.
The goal is making the designated area comfortable and accessible so employees use it instead of smoking in prohibited areas.
Ventilation Requirements You Can’t Ignore
Here’s one that surprises most employers…
Ventilation matters for smoking areas, even outdoor ones.
For indoor smoking rooms that are permitted in some states, ventilation is the most important design element. Requirements include:
- Exhausted directly outside with mechanical fans
- Negative air pressure to prevent smoke from migrating
- Doors that stay closed when the room is not in use
- Not an area where employees have to be for work
Poor workplace smoking area design can lead to inadequate ventilation, allowing smoke to drift into adjacent spaces and exposing non-smokers—ultimately undermining the intent of a designated smoking zone.
Outdoor smoking areas should be positioned for good airflow. Keep shelters away from building walls where smoke can collect and seep in.
Signage and Employee Communication Plan
Clear signage isn’t a suggestion, it’s a requirement in most states.
Required signage typically includes:
- “No smoking” signs at building entrances
- International no-smoking symbol in prohibited areas
- Clearly marked boundaries of designated smoking area
- Instructions for proper cigarette disposal
Pennsylvania’s Clean Indoor Air Act, for example, requires no smoking signs or the international no-smoking symbol to be “maintained in a clearly visible location” where smoking is not permitted.
But signage is only one part of the equation…
Employees also need clear communication about smoking policies. This should include:
- Written policies in employee handbooks
- Orientation for new employees covering smoking rules
- Periodic reminders about designated smoking areas
- Clear disciplinary action for violations
The best policies also include employee education on health risks and available cessation programs.
Enforcement and Monitoring Responsibilities
Designing the smoking area is only half the battle.
Employers must also create enforcement and monitoring procedures. This includes designating who is responsible, what to do about violations, and ongoing compliance checks.
Someone needs to be held responsible for ensuring smoking area compliance. This could be facility managers, HR staff, or designated shift supervisors.
For violations, a progressive disciplinary policy is most effective. Verbal warning, followed by written, and so on if behavior continues.
Monitoring should regularly check:
- Employees smoking only in designated areas
- Visibility and condition of all signage
- Waste receptacles are emptied regularly
- Smoking area meets all location and distance requirements
Wrapping It All Up
Workplace smoking area design requires a thoughtful balance of legal compliance, employee needs, and practical judgment to ensure safety and effectiveness.
Research all applicable federal, state, and local laws. This sounds obvious but don’t assume — verify the requirements in the area where you are building.
Choose a location that meets all distance requirements and consider wind, accessibility, and visibility. Design elements like weather protection, seating, lighting, and waste disposal are important.
Install all required signage and communicate smoking policies thoroughly to all employees. Have monitoring procedures and enforcement protocols in place.
The bottom line?
Effective workplace smoking area design helps protect non-smokers, ensures regulatory compliance, and reduces potential conflicts among employees. While thoughtful planning takes effort, the cost of poor execution—legal penalties, complaints, and workplace tension—is far greater.
Take the time up front to plan it well and everyone benefits.
