Breathing Easy: Managing Respiratory Illnesses in the Workplace Through Policy, Leadership and Effective Communication

Respiratory illnesses — from colds and flu through to occupational asthma, silicosis, and even COVID-19 — are more than just a health concern. In the workplace, they can impact productivity, disrupt operations, and carry significant legal and reputational risks if not managed correctly.

As safety professionals, we know that “she’ll be right” is not a control measure. Managing respiratory illness risk takes deliberate planning, decisive leadership, and consistent communication.

Understanding the Risk

Respiratory illnesses in the workplace can be broadly split into two categories:

• Infectious diseases – e.g., influenza, COVID-19, RSV, whooping cough.
  

• Occupational exposures – e.g., dusts, fumes, vapours, mould, welding fumes, diesel particulate matter, and asbestos.
  

Each carries its risk profile. Infectious illnesses can spread quickly and silently. Occupational exposures can cause long-term, irreversible health damage, sometimes decades after exposure.

The Policy Backbone

Without a clear, enforceable policy, workplace respiratory illness management becomes ad hoc. A robust policy should cover:

• Hazard Identification – Identify airborne hazards through inspections, air monitoring, and health surveillance.

• Control Measures – Follow the hierarchy of controls: eliminate, substitute, engineer, administrate, and, only as a last resort, PPE.

• Infectious Disease Management – Requirements for staying home when sick, return-to-work clearance, and outbreak response.

• Respiratory Protection Program – Fit testing, selection, training, maintenance, and storage of respiratory PPE.

• Health Monitoring – Lung function tests, medical assessments for high-risk workers.

• Legal Compliance – Alignment with WHS/OHS Acts, Regulations, and relevant Australian Standards (e.g., AS/NZS 1715 & 1716).

A policy isn’t just paperwork — it’s your compliance foundation and your reference point when challenging unsafe behaviours.

Leadership That Sets the Tone

Respiratory illness management fails when leaders treat policies as optional.

Leaders — from supervisors to executives — must:

• Model the Standard – Wear respiratory PPE correctly, stay home when sick, and follow reporting requirements.

• Enforce Consistently – Not looking the other way when a “good worker” takes shortcuts.

• Invest in Controls – Provide adequate ventilation, air filtration, and appropriate PPE — not the cheapest option on the shelf.

• Champion Health – Acknowledge that respiratory health is as important as physical safety, and act accordingly.

Leadership is visible in every cough, mask adjustment, and decision to prioritise worker health over a quick production gain.

Effective Communication – The Glue That Holds It Together

Policies and leadership mean little if the message doesn’t land.

Communication should be:

• Clear – Avoid jargon; explain what’s required and why.

• Consistent – The message from the boardroom must match what’s said on the floor.

• Two-Way – Encourage questions and feedback — workers often spot risks faster than management.

• Reinforced – Toolbox talks, safety alerts, posters, and intranet updates keep the issue at the forefront of mind.

• Culturally Aware – Make sure messages are understood across language and literacy barriers.

Mixed messages breed confusion. Clear, timely, and respectful communication builds trust — and trust drives compliance.

The Legal and Moral Imperative

Under Australian WHS and OHS legislation, PCBUs must provide and maintain a work environment without health risks, so far as reasonably practicable.

That includes airborne hazards and infectious illnesses.

Failing to act isn’t just a regulatory breach — it’s a breach of trust with your people.

Practical Steps for Safety Professionals

If you’re reviewing or building your respiratory illness management framework, start with:

1. Audit your airborne hazard risks — infectious and occupational.

2. Check your ventilation and air quality — don’t assume it’s adequate.

3. Review your respiratory protection program — is it compliant and effective?

4. Train and refresh — staff forget, new hires join, hazards evolve.

5. Monitor and review — what worked during the last outbreak or exposure incident? What failed?

Bottom Line

Managing respiratory illnesses in the workplace is not just about masks and sick leave. It’s about creating a culture where health is protected by design — through sound policy, committed leadership, and honest, effective communication.

If your workforce can breathe easy, they can work safely. And as a safety professional, that’s the outcome we should all be chasing.