Last week, I discussed why it’s important to investigate indoor air quality (IAQ) problems. This week we’ll look at the four most common problems and how to deal with them. You can adapt this sample IAQ Complaint Investigation Form for your workplace.

Here are some suggestions for dealing with the most common IAQ concerns:

1. Too Hot/Too Cold

Some people can detect temperature variations as small as one degree, with three degrees being the norm. Further complicating the situation is that rarely do two people agree on what temperature is comfortable. So we generally try to please the majority.

However, a wide variation in temperatures within a building calls for action. To obtain a uniform temperature throughout your facility, you must balance the system. If your in-house HVAC staff is able to balance the system, let them do it. If they can’t, hire a contractor to address the problem.

Sometimes the problem is a sudden increase in temperature. This may be caused by several things--besides just having the thermostat set too high--such as lights, computers, refrigerators and most other electrically powered devices. The sun shining through the windows can raise the temperature. And don’t forget the room’s occupants. An average person at rest generates the equivalent heat of a 100-watt light bulb. So, 15 people in a room generate the equivalent heat of a running 1,500-watt heater--and that’s just if they’re all sitting. The more physical activity in which they’re engaged, the more heat they generate.

If high temperatures continue to be a problem even after lowering the thermostat, you may need to have the system checked to see if it can handle the current heat load. Older systems may have functioned just fine when they were first installed but their efficiency decreases through a combination of aging and added heat load. If this is the case, then an upgrade is in order.

However you handle the situation, try to avoid giving control of thermostats to employees. This can lead to serious conflicts and further complicate the matter.

2. Drowsiness

Drowsiness often occurs in the afternoon and may have more than one cause. Usually, drowsiness is the result of carbon dioxide levels (CO2) that increase as a result of people exhaling. One relatively easy solution is to increase the amount of fresh air in the building to dilute the CO2.

A less common cause, but far more serious from a health standpoint, is carbon monoxide (CO). Elevated levels of CO usually result from malfunctioning furnaces, boilers and water heaters or leaking flues and chimneys. If an unusually high number of people in your facility are experiencing pronounced drowsiness along with headaches or nausea, it’s a red flag. Remove the staff to fresh air and, if needed, call for medical assistance. Take prompt action to get the issue corrected and be sure to regularly inspect all gas or oil burning devices.

3. Irritation

Eye and throat irritation can have a number of causes, but most are attributable to airborne particles. In a warehouse or manufacturing environment, these particles can come from forklift and truck exhaust or dust from cardboard, concrete or some process that is taking place. In an office environment, the likely source of airborne particles is paper dust generated by printers, copiers and fax machines.

To help stop the accumulated particles from being blown around the area, ensure that horizontal surfaces are frequently dusted. Installing higher efficiency filters in the air handlers and using portable air filtration units will also help reduce the volume of dust.

4. Odors and Scents

Odors and scents will make their way into a building in many ways. They can originate within the building from such sources as cooking, painting, cleaning solutions or other chemicals used in the workplace. New furniture or carpet can give off irritating gases.

Other odors can originate from sources outside the building, such as diesel exhaust or smoke. Still others accompany employees into the building. These can be cooking odors from home, leather garments, mothballs, body odor, perfumes or colognes. Besides being annoying, some scents such as perfumes and colognes can also trigger asthma attacks.

Employees will often perceive an odor as a sure-fire indicator of poor IAQ. But since many substances are detectable at low concentrations, this may or may not be the case. To complicate matters, odors are often subjective and people may have difficulty in describing them. Try to arrive at a consensus of what the odor seems to be so you have a better idea of where to look. Often comparing it to a familiar odor will help. Always try to take the complaints at face value, remembering that no two people have the same perception of an odor or the same sensitivity in detecting it.

Controlling the odor at its source is the best way to eliminate or reduce the odor. For example, limit cooking to a specific, well-ventilated area, and insist that anyone making microwave popcorn closely monitors it to ensure it doesn’t burn. See that painting and cleaning are done after hours to allow odors to dissipate before the next workday. Implementing engineering controls for chemicals will not only reduce odors, but may be required under OSHA and other regulatory standards.

If odors such as exhaust or smoke from the outside are a common problem, consider relocating the air intakes, installing charcoal filters or shutting down the intakes when the odor is present.

Musty or damp odors can be reduced through cleaning and the use of dehumidifiers. Also see if you can locate the source of the moisture which may be responsible for the odor.

While it is a sensitive subject, the issue of body odor, colognes and perfumes should be addressed in your organization’s dress code.

Conclusion

It’s very disheartening for employees to have their IAQ complaints or concerns trivialized or even ignored. Employees should feel confident that they can voice concerns about IAQ or any other safety issue and have those concerns addressed.

If your organization doesn’t already have one, consider developing a policy that will ensure that employees’ complaints are listened to, investigated and resolved whenever possible. Part of that policy should include providing the employee with either a written or verbal report of the findings.

Listening and responding to employee concerns about air quality can strengthen your relationship with employees, boost morale and improve productivity. Even if you aren’t always able to resolve an issue, employees will know that you made a sincere effort.

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