Scenario 2: Your Facility Is Becoming A Smoke-Free Campus

Scenario 2 Your Facility Is Becoming A Smoke Free Campus In Stages A

Scenario 2: Your facility is becoming a smoke-free campus in stages, and is now transitioning from the first phase (smoking in designated areas only) to the second phase (fully non-smoking on all hospital property). You are aware that staff congregate in specific areas to smoke, including in their cars in the garage, which will no longer be allowed. start by developing an internal memorandum to your boss briefly explaining the issue and laying out how you plan to intervene. You will need to be specific about this on several levels: First, outline how you will let staff know about existing and/or changing policy (the all-staff email in P2:2) and how you will publically communicate the issue through an infographic that will be posted in your facility.

Second, let your boss know that you will also be communicating about the problem with your board of trustees (the letter in P2:3). This deliverable should be laid out in memo format, and should lay out a specific time frame in which you are taking action. You will be writing as a hospital administrator (you have some leeway to choose a title; some workable options are Human Resources Coordinator, Assistant to the Chief Operating Officer, Safety Officer, etc.).

Paper For Above instruction

Implementing a comprehensive and effective smoke-free policy on a hospital campus requires strategic planning and clear communication channels. Transitioning from designated smoking areas to a fully non-smoking campus involves addressing behaviors of staff members who currently smoke in specific locations, including inside their vehicles in the hospital garage. This memo outlines the approach to inform staff about policy changes, the development of visual communication tools, and the presentation of this initiative to the board of trustees.

Internal Communication Strategy

The primary method to inform staff about the transition will be through an all-staff email, sent from the Human Resources department, at least four weeks prior to the full implementation of the no-smoking policy. This email will highlight the rationale behind the policy, emphasizing the health and safety benefits for patients, staff, and visitors. It will also specify the timeline for the policy enforcement, detailing what behaviors are no longer permitted, such as smoking in designated areas and inside vehicles within the garage.

Additionally, to reinforce the message visually, an infographic will be designed collaboratively with the hospital’s communications team. The infographic will depict the new non-smoking zones, clearly marking no-smoking areas, including the parking garage. It will also illustrate the health impacts of smoking and encourage staff to access designated smoking cessation resources. This poster will be displayed prominently in common areas such as break rooms, the hospital lobby, and in the parking facilities.

Engagement with the Board of Trustees

To ensure institutional support and alignment with hospital policies, a formal letter will be drafted and presented to the board of trustees. This letter will outline the rationale for a smoke-free campus, the steps taken to communicate the change to staff, and the anticipated health benefits. It will also include proposed metrics for evaluating compliance and upcoming scheduling for enforcement and follow-up review.

Timeline and Implementation

The communication plan will be executed over a six-week period. Week 1-2 will involve drafting and distributing the all-staff email, along with the design and printing of the infographics. Week 3 will see the posting of visual materials throughout the facility. In week 4, a brief staff meeting or town hall will be held to address questions and reinforce the policy. Week 5 will focus on compliance monitoring. Finally, week 6 will involve a formal presentation to the board of trustees, including initial compliance data and plan adjustments if necessary.

This phased approach aims to facilitate smooth policy transition, promote staff understanding and buy-in, and ensure leadership support through transparent communication and strategic planning.

References

• American Lung Association. (2021). Tobacco Policy Resources. https://www.lung.org
• Centers for Disease Control and Prevention. (2022). Workplace Health Promotion and Tobacco Cessation. https://www.cdc.gov
• World Health Organization. (2020). Tobacco Free Policies and Implementation. https://www.who.int
• American Hospital Association. (2019). Strategies for Implementing Smoke-Free Hospital Policies. https://www.aha.org
• Campaign for Tobacco-Free Kids. (2021). Creating Smoke-Free Environments. https://www.tobaccofreekids.org
• National Academies of Sciences, Engineering, and Medicine. (2018). The Impact of E-Cigarettes on Public Health. National Academies Press.
• Society for Healthcare Epidemiology of America. (2017). Infection Control and Tobacco-Free Policies. https://www.shmea.org
• Institute of Medicine. (2007). Ending the Tobacco Problem: A Blueprint for the Nation. National Academies Press.
• Public Health Service. (2014). The Science of Tobacco Harm Reduction. https://www.hhs.gov
• Global Health Observatory. (2020). Tobacco Use and Hospital Policies. WHO. https://www.who.int