Improving Winter Indoor Air Quality

Air quality is often one of the most overlooked workplace safety hazards. Too many businesses just assume it’s not a serious issue that requires a lot of attention. But that’s not always going to be the case, especially during the winter months. When the weather gets cold, buildings are sealed up and require hot air to be pumped into the building to keep employees warm while they work. This can lead to air quality concerns that need to be monitored and addressed. 

One of the best ways to stay ahead of air quality issues is to have EHS software that can help track and manage every aspect of workplace health and safety. Let’s explore the issue of indoor air quality a little deeper, sharing what can be done to maintain high air quality during the winter and how EHS software can help. 

Causes of Poor Air Quality 

There are several factors that can contribute to poor air quality in the workplace. Ironically, one of the reasons for poor air quality is the need to keep buildings warm and comfortable. Modern buildings have more insulation and high-efficiency doors and windows that keep warm air inside and prevent cold air from leaking in from the outside. During the winter months, buildings are sealed up as much as possible to keep the cold air outside. 

As a result, the air people are breathing all day is recirculated again and again rather than getting fresh air. This means that dust, pollen, and other pollutants are constantly circling in the air. In other words, the air people are breathing isn’t fresh. Throughout each day and over weeks and months, more and more pollutants can build up, which obviously hurts air quality. 

The assumption is that the HVAC system that’s pumping warm air into the workplace is helping to freshen up the air. However, if the HVAC system doesn’t receive routine maintenance, that’s not always going to be the case. Air filters need to be changed regularly and air ducts need to be cleaned. If a company doesn’t stay on top of those maintenance issues, air quality will suffer, especially during the winter months when there is a lack of fresh air from outside. 

Surprisingly, changes and even upgrades to the workplace can have a negative impact on air quality. New carpets and furniture bring with them new organic compounds that can irritate the eyes and skin while hurting the air quality. Carpet fibers, packing materials, and various adhesives that accompany new items release unseen hazards into the air. If there isn’t proper circulation or a supply of fresh air, both of which are common during the winter, it’s easy for air quality to decline. 

Why Air Quality Matters 

It should be obvious that air quality relates to the health of employees and anyone else in the workplace. Poor air quality can lead to allergic reactions or increase the chances of someone’s asthma becoming an issue. Even employees without asthma or allergies will be more vulnerable to short-term respiratory illnesses. There are also long-term health consequences of poor air quality because people can develop asthma or allergies if they are breathing in pollutants in the workplace for months at a time during the winter months. 

Businesses also face potential consequences if the workplace has poor air quality. It starts with more employees taking sick days, which can reduce productivity and hurt morale. If employees get sick enough to require medical attention, those costs can sometimes be passed onto the employer one way or another. Even if employees don’t miss work, they aren’t going to feel 100% healthy if they are breathing in pollutants day after day. If their allergies or asthma act up just a little, they won’t be productive or in a particularly good mood, which can hurt morale. If employees see reduced productivity throughout the winter, it’s bound to harm a company’s bottom line. 

How to Improve Air Quality

Test Air Quality 

Improving air quality usually begins with testing air quality. Indoor air quality meters can let businesses know if they have a problem with air quality so that appropriate action can be taken. These meters can test for the concentration of various pollutants, measure temperature and humidity, and even detect if there is radon, carbon monoxide, or other dangerous gases in the air supply.  

The data from indoor air quality meters can be transferred to the company’s health and safety system. This makes air quality data easier to monitor in real-time and accessible to safety managers and supervisors. As a result, there will be no delays in detecting air quality issues and creating a plan to respond to the issue. 

Identify Signs of Poor Air Quality 

Obviously, air quality meters should be able to shine a light on a potential problem. But it doesn’t hurt to be on the lookout for other signs of poor ventilation and air quality. By the time employees complain or you notice trends in sick days, a lot of damage will have been done. Before that happens, everyone should be alert to air that feels stuffy or condensation building up on windows and walls. These are signs that a workplace has poor ventilation and is at risk of having poor air quality. 

Keep Work Areas Clean 

It shouldn’t be a surprise that a clean workplace is good for air quality. Simple tasks like dusting and vacuuming regularly can reduce the amount of pollutants in the air supply. Granted, certain cleaning agents can also cause harm to air quality. However, there is also a direct correlation between cleaning a work environment and the air quality in that place. 

Change Air Filters Regularly 

Since most workplaces rely on their HVAC systems during the winter, it only makes sense for them to change the filters in those systems regularly. When those air filters aren’t changed at regular intervals, they end up hurting air quality. It’s important to check that filters are installed properly and securely. Of course, every workplace should have a specific timeframe for replacing them. 

Inspect Ducts and HVAC Systems 

Along those same lines, air ducts and the entire HVAC system should be inspected and receive regular maintenance. Dirt and debris can easily build up in the ducts, allowing employees to breathe in dirty air. If nothing else, air ducts and the HVAC system should receive routine maintenance every year. It’s usually best to do this before winter when you know the HVAC system will get a lot of use. Since this is a health issue, your EHS system can set a reminder for when this type of inspection should be scheduled. 

Take Steps to Improve Ventilation 

Even if it’s winter and you can’t open doors and windows to let in some fresh air, there are plenty of ways to improve ventilation. It can be as simple as setting up fans in various parts of the workplace, including ceiling fans. This can create some semblance of airflow so that the air people breathe in doesn’t get stale. There are also special energy-recovery ventilators that help to replace indoor air that’s full of pollutants with fresh air from outside without sacrificing warmth and comfort, helping to give employees a healthy and comforting environment. 

Educate Employees 

Speaking of employees, one of the best ways to improve air quality is to keep them in the loop. Workplace air quality will impact them directly, so they should know what the company is doing to address air quality. They should also be taught to recognize the signs and symptoms of poor air quality so that they can say something if they have concerns. 

The good news is that much of this is easy to accomplish with EHS software. Software makes it easier to schedule toolbox talks and safety training sessions to help ensure that employees are educated about health and safety topics, including air quality. EHS software can also provide a platform for employees to raise concerns about air quality or any other safety matter, allowing employees and supervisors to communicate openly about these topics.