Is Your Team Vaping in Meetings? The Hidden Remote Work Policy Gap HR Can't Ignore

As hybrid and remote work models become the norm, a new challenge is emerging for HR leaders: workplace vaping. A recent survey reveals that traditional smoke-free policies are failing to address the rise of e-cigarettes in both physical offices and virtual meetings.

The Scale of the Problem

A September 2026 survey by people2people Recruitment, involving over 1,200 respondents, highlights a significant shift in workplace behavior:

• 57% of workers have witnessed someone vaping at work at least once.
• 43% have seen it more than once.
• 27% admitted to vaping at work themselves, with 24% doing so several times.

Suhini Wijayasinghe, Head of HR Solutions at people2people Recruitment, notes that this behavior is far more widespread than many employers realize. "It really exploded post-COVID," she explains, noting that usage has remained strong rather than declining as some might have hoped.

Legal and Health Implications

Public health and Work Health and Safety (WHS) regulations generally treat vaping identically to cigarette smoking in enclosed indoor workplaces. This includes:

• Offices and lunchrooms
• Bathrooms
• Warehouses
• Enclosed company vehicles

In New South Wales, for instance, NSW Health inspectors enforce these bans and can issue on-the-spot fines of $300 for violations. Nationally, since July 1, 2024, the Therapeutic Goods Administration (TGA) has restricted vape sales to established pharmaceutical supply chains only.

The misconception that vaping is harmless due to the lack of smell or ash is dangerous. "The reality is you are still exposing people to secondhand vapour," Wijayasinghe warns. It is exhaled vapor that colleagues are ultimately exposed to.

Generational Divides

The survey uncovered clear generational differences in vaping habits:

• Gen Z: Most likely to have vaped at work several times (34%).
• Millennials: 24% reported multiple instances.
• Gen X & Baby Boomers: Only 16% reported similar behavior.

Navigating Virtual Meetings

Remote work has blurred the lines between home and office environments. 32% of respondents reported seeing colleagues vape during virtual meetings. Attitudes toward this vary significantly:

• 55% believe it is never acceptable.
• 34% think it is fine if the camera is off.
• 11% accept it when working from home.

Older generations (Gen X and Baby Boomers) were the most strict, with 68% stating it was never acceptable.

Best Practices for HR Leaders

To manage this growing issue, experts recommend the following steps:

1. Update Policies Explicitly: Ensure policies name vaping alongside smoking. Use specific language to clarify that restrictions apply equally to e-cigarettes.
2. Clarify Boundaries: Define where vaping is prohibited, including designated outdoor areas, company vehicles, and remote work settings.
3. Standardize Rules: Create a consistent standard for all substances, including newer products like nicotine pouches. The rule of thumb should be: If you wouldn't smoke a cigarette in the workplace, don't vape or use other substances either.
4. Lead with Compassion: Initial conversations should focus on trust and establishing boundaries rather than immediate disciplinary action. "Nine times out of ten, it never happens again" after a compassionate discussion.
5. Enforce Consistency: For repeat offenders, the message must be firm and non-negotiable.

The Bottom Line

As flexible work laws evolve, such as Victoria's right-to-work-from-home law pushing to July 2027, clarity is key. "The purpose of a clear policy is not to judge people's personal choices," says Wijayasinghe. "It is to give employees straightforward information about the workplace rules... and support a shared understanding across the organisation."

Employers must ensure that standards for home and office remain consistent. As Wijayasinghe concludes, "You wouldn't vape in a meeting if you were at the office. So equally, if you're at home and you're in a meeting, the same would apply."