Ask the expert: Taking a smoke break

Q: About half the people I manage smoke. The company allows them to take "smoke breaks" as of course they can't smoke in the building. While they are outside lighting up in the street the rest of the staff work through.

Some staff now have the perception that smokers get more breaks than non-smokers. A few staff are starting to catch on. They announce they are going out for a smoke break but they actually do not smoke. How can I manage this so the non-smokers do not feel disadvantaged and counter any ill-feeling between smokers and non-smokers?

A: Part of the employment expectations of the workplace, despite the frantic pace of modern employment, is that there are three breaks during the day, one for lunch (in a 9-5 workplace) and one brief break in the morning and afternoon - of about 10 minutes in a three-hour period.

Given that you are a large employer, your employment contract will probably include some reference to breaks in its terms and conditions. All employees are due these brief breaks for rest, and they are good practice in terms of reducing stress and preventing workplace injuries.

These are the periods that should be used both for smoke breaks and for non-smokers to stretch and take a walk or a social break.

If these are observed, then there should be no differences between the work habits of smokers and non-smokers.

If only smokers get breaks, or smokers are taking significantly more breaks, then there is a potential problem, which needs to be discussed and resolved collectively.

Though most work isn't directly linked to "time served", a feeling of inequity may arise if those at their desks must pick up the work of those who are out.

A collective solution that feels fair to all involved is best, but keep in mind that breaks are a good idea, and a transparent, fair process is essential.