As your employees work at their computers or perform other jobs, are you aware of the quality of the air they breathe?

Good indoor air quality is essential. However, chances are your office building and work setting may contain significant sources of indoor air pollution. Sources include:

• Air fresheners
• Asbestos (from insulation and fire-retardant building supplies)
• Carpet and other office furnishings
• Cleaning materials
• Dirty ventilation, air conditioner and heating systems
• The colorless gas formaldehyde (Manufacturers commonly use formaldehyde resins to make composite wood and other common products.)
• Paints, adhesives and copy machines
• Pesticides
• Tobacco smoke (Breathing secondhand smoke contributes to heart disease, lung cancer, asthma attacks and other serious health problems.)
• Water-damaged walls, ceilings and carpets

Health effects of indoor air pollution

Although most buildings do not have severe indoor air quality problems, even well-kept buildings experience problems periodically.

When indoor air quality is poor, employees may experience certain health effects, including:

• Asthma flareups
• Dizziness
• Fatigue
• Headache
• Irritation of the skin, eyes, nose and throat
• Sneezing
• Stuffy or runny nose

Sometimes complaints may come from a certain area of the building and are easily identified. Other times, the source of the symptoms may be difficult to pinpoint.

What to do if you suspect a problem in your office or business

You want your team members to be healthy and productive. To improve your indoor air quality, take these steps:

Ensure proper ventilation throughout your workspace — For the healthy circulation of air, use a well-maintained heating, ventilating and air-conditioning (HVAC) system. Keep in mind that copiers, printers, fax machines and adhesives can emit pollutants and odours, and areas where these items are used may need special ventilation. Also, if your company produces a product or engages in work that produces pollutants, make sure to provide the proper ventilation for your employees as well as any other building tenants.

• Change filters frequently in all heating and cooling units.
• Don’t store paint, cleaners or other chemicals in HVAC equipment rooms. (Odours and potentially harmful contaminants can be circulated inadvertently.)
• Manage exhaust fumes that come from loading docks or parking garages.
• Regularly inspect outdoor air intakes and office building exhaust fans.

Don’t block air vents

To encourage proper airflow, place office furniture, partitions and equipment in areas that do not interfere with the HVAC system and its pollutant removal functions. Also, keep in mind that computers and equipment that produce heat can trigger undesired cooling.

Enforce your smoking policy 

If your company does not have a smoke-free policy, protect nonsmokers from dangerous secondhand smoke with proper ventilation systems for designated smoking rooms. Don’t allow smoke to circulate to adjoining rooms.

Consider air quality when buying new furnishings and cleaning supplies

Ask suppliers and manufacturers for information about chemical emissions and potential respiratory hazards that may be associated with these products.

Minimize exposure to pollutants during a remodel project

Consult with your contractors about ways to reduce chemical emissions and odours inside the building.

• Arrange for carpet rolls, partitions and other materials to be unwrapped and aired out in a clean, dry location outside the building before installation.
• If possible, schedule certain parts of the renovation work for evenings and weekends when your employees will be out of the building.
• Isolate the work area from HVAC systems and other spaces.

Use non-chemical pest control methods if possible

Pesticides can pollute the air and lead to health issues if used improperly. If chemical pesticides are used, follow instructions. Consider using baits instead of spray to kill pests. Store food properly to discourage pests and prevent odours.

Clean up water spills, repair leaks, and water office plants

Mold and fungi can grow on damp surfaces, become airborne and lead to allergic reactions and health issues.

If you lease a building or office space, establish a good working relationship with the building manager.

• Be knowledgeable about air quality. Notify the manager of any concerns, and work together to find solutions.
• Find out who is responsible for the maintenance of the HVAC system.

Encourage your employees to help with these issues when possible and report problems. If you receive a complaint about indoor air quality, take it seriously. Log the complaint. Collect information. Take steps to resolve the problem, and follow up to ensure it is resolved.

For valuable tips on identifying pollutants and managing indoor air quality, purchase the Canadian Centre for Occupational Health & Safety’s Indoor Air Quality Health & Safety Guide.