Indoor Air Quality at Work – Importance & Ways to Improve it

I’ll get straight to the point. In a recent survey on assessing ‘Indoor air quality at work’, I asked employees, from various sectors, a simple question:

"On a scale of 1 to 5, how would you rate the indoor air quality at your workplace?" (1 being poor, 5 being excellent)

Shockingly, the most common response was 2 — meaning many employees find their workplace air barely tolerable. That’s a wake-up call.

As employers, have we adequately addressed air quality concerns? And why is that so crucial? Before jumping onto that, let us first understand what exactly indoor air quality is.

Indoor air quality (IAQ) refers to the condition of the air inside buildings and structures, particularly in relation to the health and comfort of the people within them. It is determined by the levels of pollutants and thermal conditions that can impact occupants' well-being, comfort, and overall performance.

Considering that employees spend one-third of their lives at work, prolonged exposure to poor air quality can cause headaches, fatigue, and respiratory issues. And here’s the kicker: "While we can control what we eat or drink," as RepTalk host Rob Ambrosetti put it, “we can’t really control the number of breaths we take."

Therefore, the responsibility of ensuring the air quality lies on employers. If the workplace air isn’t clean, neither is the work environment we’re providing. So, what can we do about it? Let’s find out.

Why is Air Quality Important in Working Environments?

Matt Schaubroeck, CEO of ioAirFlow, shared a startling reality in a TED Talk, " Some of the air you just put into your lungs has spent time in someone else’s lungs (as well) ...". We rarely think of that, don't we?

Those above words highlight that the air we breathe is not ours alone —it’s constantly moving, shared, and recirculated.

In a workplace, where employees spend hours together in enclosed spaces, air quality becomes more than just a passing matter. It becomes a silent force shaping health, energy, and productivity.

In fact, the science behind it is undeniable. The U.S. Environmental Protection Agency (EPA) reports that indoor air pollution levels can be 2 to 5 times higher than outdoor air. The WHO estimates that over 30% of commercial buildings have significant air quality problems.

Furthermore, poor ventilation can lead to a buildup of pollutants like carbon dioxide, allergens, and even radon—exposure to which has been linked to lung cancer in studies dating back to the 1970s. Meanwhile, the American College of Allergy, Asthma & Immunology attributes half of all respiratory illnesses to poor IAQ, affecting everything from minor allergies to chronic breathing conditions.

But the effects aren’t just limited to physical health!

Stale, polluted air takes a toll on mental clarity, making employees feel sluggish, fatigued, and unfocused. Researchers at the Harvard School’s Healthy Building Program state, “ Air Quality may have a big impact on your everyday productivity.”

They emphasize that " building managers, architects, and designers need to begin taking environmental wellness as seriously as they take notions of collaborative space and productivity.”

Employees may not always realize it, but the discomfort of a stale, stuffy office can weigh on their energy and morale, chipping away at engagement. As the researchers put it, “ We tell managers and building owners that they can gain a competitive advantage if they provide a better, healthier environment.”

Studies estimate that poor air quality costs the U.S. economy over $168 billion annually in lost productivity and healthcare.

It is therefore the employer’s responsibility to provide a safe and healthy work environment. But don’t worry, I can assist you. Let’s breakdown how your dear employees are affected by bad indoor air quality.

How are Employees affected by Bad Indoor Air Quality?

To make things clearer for you, I conducted a survey among employees across different industries. When asked, “ Have you ever experienced any health issues at work that you suspect might be related to poor indoor air quality?” the responses painted a concerning picture.

• 60% of employees reported difficulty concentrating—making it the most common issue.
• 40% reported having respiratory issues, allergies, or persistent fatigue.
• 30% reported struggling with frequent headaches.

These numbers confirm that air quality actively hinders employee well-being and concentration.

But the question is: Can the air in your office affect how well your employees work? Harvard researchers say yes!

In a double-blind study led by Patrick Sisson, participants were placed in two different office environments—one with conventional ventilation and another with 40 CFM (cubic feet per minute) of fresh air per person. The results were striking:

• Cognitive functions jumped by 61% when moving from a standard office to a highly ventilated one.

Moreover, with prolonged exposure to clean air, their cognitive performance soared by an even greater 101%.

This means that every breath an employee takes can either support or sabotage their mental sharpness. Not just that. Poor indoor air quality is also a silent contributor to chronic health issues. Studies highlight its long-term dangers, including:

• Increased risk of dementia – Air pollution was listed as one of 12 modifiable risk factors for dementia in The Lancet (2020).
• Cardiovascular problems – Airborne pollutants can restrict blood flow, leading to high blood pressure and increased stroke risk.
• Chemical sensitivities – Steinemann’s research found that 9% of adults lost workdays or jobs due to fragrance-related illness in the workplace.

Meanwhile, 97% of migraine sufferers reported experiencing symptoms when CO₂ levels exceeded 1000 ppm. Many office spaces unknowingly reach this threshold, leaving employees exhausted, irritable, and unable to perform at their best.

Some employees even experience what’s known as Sick Building Syndrome (SBS) —where they suffer from persistent discomfort and health issues while inside a building but feel better once they leave.

While some IAQ issues are immediately noticeable—like strong odors or discomfort—others are silent but just as harmful. For instance, exposure to pollutants like asbestos or radon doesn’t cause immediate symptoms but can lead to serious illnesses over time. Similarly, damp indoor environments have been directly linked to asthma and respiratory conditions.

It’s not just the workload making employees exhausted—it could be the air itself.

Now let’s talk about all the factors that can contribute to poor indoor air quality.

Factors affecting Indoor Air Quality (IAQ) at Work

Again, I will go back to my survey to answer this query. Stats exist, no doubt. But referring to on-ground data is something what I am trying to emphasize on. Data from real employees, who are people like you and me, their feedback and their concerns.

The other question that I had raised was: “ Which of the following factors do you think contribute the most to poor indoor air quality in your workplace?” Their responses highlighted another set of major concerns:

• 80% cited poor ventilation as the biggest issue.
• 60% pointed to the lack of greenery or air-purifying plants.
• 55% mentioned dust and allergens as major concerns.
• Others raised issues like strong odors, mold, and emissions from office supplies.

When employees spend long hours in an enclosed space, certain environmental changes naturally occur:

• Oxygen levels drop
• CO₂ builds up
• Temperature and humidity rise
• Airborne bio-aerosols (dust, allergens, bacteria) increase.

So, what are the key factors behind poor IAQ in workplaces? Here’s what research and employee experiences tell us:

1. Poor Ventilation

Ventilation issues ranked highest in my survey, and for good reason. When air doesn’t circulate properly, pollutants get trapped indoors, making the air stale and potentially toxic. A lack of proper airflow can also cause negative air pressure, meaning contaminated air from outside seeps into the building instead of being filtered out.

What’s negative air pressure, you may ask? Basically, there are two types of pressures: negative and positive.

Positive air pressure: Your air pressure inside is greater than the pressure outside, Air gets pushed into the walls and it moves out.
Negative Air Pressure: When indoor air pressure is lower than the pressure outside. Outside air rushes in to try and balance out the pressure difference.

2. Office Air Pollutants

Modern offices are filled with sources of indoor pollution. Some of the biggest culprits include:

• Photocopiers and printers (which release fine particulate matter and volatile organic compounds, or VOCs).
• Carpets and curtains (which trap dust and allergens).
• Office cleaning chemicals (which contain harmful fumes and VOCs).
• Air fresheners and scented candles (which release synthetic chemicals).

3. Building Materials & Design

Some office buildings are practically designed to trap pollutants. Key contributors include:

• Tightly sealed buildings (which prevent fresh air from circulating).
• Low ventilation rates to save energy (leading to hazardous air quality).
• Old insulation or deteriorated furnishings (which can release dust, fibers, or even asbestos).
• Microbiological growth due to flooding or leak from roofs, piping fire damage.
• Repair activities: emission from new furnishings, dust and fibers from demolition.

4. Humidity & Mold Growth

Mold thrives in damp environments, and when office ventilation is poor, excess moisture from air conditioning, leaks, or even humidity from employees’ breath can create the perfect breeding ground. This can trigger allergies, respiratory issues, and even long-term illnesses.

5. Outdoor Pollution Seeping Indoors

Workplaces aren’t isolated bubbles—they're directly affected by outdoor air. Some sources of external pollutants include:

• Vehicle exhaust and industrial emissions from nearby roads or factories.
• Dust and pollen entering through ventilation systems.
• Contaminants from underground storage tanks (especially in older buildings).

6. HVAC System Issues

Heating, ventilation, and air conditioning (HVAC) systems play a critical role in IAQ—but only if properly maintained. Common HVAC-related issues include:

• Dirty ductwork that recirculates dust and microbes.
• Clogged air filters that fail to remove contaminants.
• Microbial growth in humidifiers that spreads bacteria through the air.
• Refrigerant leakage from poorly maintained AC units.

7. Fine Particulate Matter (PM)

Particulate matter (PM) are tiny airborne particles that can deeply penetrate our lungs and bloodstream. To brief you a little, there are even kinds of it. They are:

• PM10 (coarse particles) affect the upper respiratory tract.
• PM2.5 (fine particles) reach the lower respiratory tract.
• PM1 (very fine particles) can enter the alveoli (tiny air sacs in the lungs).
• PM0.1 (ultrafine particles) can travel through the bloodstream and affect the entire body.

A study titled “ A Longitudinal Analysis of PM2.5 Exposure and Multimorbidity Clusters and Accumulation Among Adults Aged 45-85 in China” by Kai Hu et al. found a direct link between PM2.5 exposure and increased risk of respiratory, musculoskeletal, and cardiometabolic diseases.

The fact that fine particulate matter is invisible makes it even more dangerous—most employees don’t even realize they’re breathing in harmful pollutants daily.

8. Employee Behaviors

Sometimes, it’s the little things we do every day that impact IAQ the most.

• Leaving food scraps in desks can attract pests and create odors.
• Spraying strong perfumes or using scented products can irritate colleagues with sensitivities.
• Even something as small as heating up fish in the office microwave can linger in the air for hours.
• Body odor.
• Cosmetic Odor.
• Smoking.
• Improper dumping of food in dustbin and leaving it open.

To make it simpler, Centers for Disease Control and Prevention defined 3 levels of contaminants for proper segregation:

1. Germs: viruses, bacteria, pathogens, fungi.
2. Odors: VOCs, new carpet smell, formaldehydes coming from new construction materials.
3. Particulates: pollens, human dander (dead skin cells), dust mites and its fecal matter, smoke particles, dust particles, etc.

You, as an employer, can change this! Now, lets dive into practical solutions for improving and maintaining indoor air quality at work.

Strategies for Improving and Maintaining Indoor Air Quality at Work

Quality air is the first and most fundamental step toward quality life.

Many employees in my survey shared their concerns about stagnant air, insufficient ventilation, and dust buildup. But they also had ideas—practical, actionable solutions that employers can implement to create healthier workspaces.

Based on employee feedback and proven best practices, here are key strategies to improve IAQ in the workplace:

1. Develop and Implement an IAQ Management Plan

An IAQ management plan is your first step toward cleaner air. It’s like a blueprint for maintaining healthy indoor air and involves everything from regular inspections to assigning responsibilities.

Why It Works: A structured plan ensures nothing slips through the cracks. It outlines processes for HVAC maintenance, humidity control, and responding to employee concerns.

2. Installing Air Purifiers for Cleaner Air

Using HEPA air purifiers to remove pollutants, allergens, and VOCs, as HVAC systems alone may not be enough. Key recommendations include:

• Placing HEPA air purifiers in common areas and meeting rooms.
• Regularly cleaning and replacing HVAC filters.
• Using air quality sensors to monitor pollutants and adjust purification efforts.

A participant noted, "Better ventilation and installing air purifiers with HEPA filters would help significantly." HEPA filters, rated MERV 17 or higher, capture 99.97% of airborne particles as small as 0.3 microns. Upgrading HVAC filters to MERV 13 is a recommended best practice, as many systems can support this level.

For a budget-friendly alternative, the Corsi-Rosenthal Box offers effective air filtration. This DIY air cleaner uses four or five MERV filters taped to a box fan. Instructions are available online: click here

Despite its simplicity, the Corsi-Rosenthal Box provides 24 air exchanges per hour in a 200-square-foot space, matching typical U.S. hospital ventilation levels and outperforming many commercial air purifiers.

I’ve seen firsthand how neglected filters can turn an HVAC system into a source of allergens. A simple filter replacement resolved persistent employee complaints in one office.

3. Use Proper Ventilation Techniques

A common concern raised in my survey was the lack of fresh air circulation, especially during winter when doors and windows remain shut. To address this:

• Increase outdoor air circulation by opening windows during non-working hours.
• Use exhaust fans to improve airflow while keeping insects out.
• Optimize HVAC systems to ensure fresh air exchange, even in colder months.
• Install air vents or fans in crowded areas to reduce stuffiness.

One respondent noted, " The main problem is stale air inside the office; outside air circulation needs to be improved." Making small adjustments like scheduling ventilation breaks can make a significant difference.

A good guideline is to ensure at least six air exchanges per hour, either through proper ventilation or by filtering an equivalent amount of fresh air. One way to estimate ventilation levels is by using a carbon dioxide monitor.

Since humans exhale carbon dioxide (CO₂), its concentration serves as a useful indicator of how well the air is circulating. Readings below 800 parts per million generally suggest adequate ventilation.

4. Use Low-Emission Materials and Furnishings

In 1858, chemist Max Von Pettenkofer, one of the pioneers of the Indoor Air Quality movement said that if a space contains a pile of manure, one should not try to remove the odor by ventilation but rather remove the manure.

Renovations and new furnishings can release VOCs, which linger in the air and cause headaches or respiratory issues.

Action Steps:

• Opt for low-VOC paints, carpets, and adhesives during office upgrades.
• Check certifications like the WELL Building Standard when purchasing furniture.

5. Promote Clean-Desk Policies and Regular Cleaning

A clutter-free and clean workspace not only looks good but also reduces dust and allergens.

What Works?

• Encourage employees to tidy their desks regularly.
• Vacuum carpets with HEPA vacuums weekly and wipe down surfaces daily.
• Focus on high-touch areas like break rooms and copy stations, which can harbor bacteria.

One survey response even highlighted, "Dust comes in when we open windows, which is fine. But the floor carpets should be vacuumed regularly, else there’s always dust floating around." Regular cleaning schedules can significantly cut down on indoor air pollution.

6. Incorporate Indoor Plants

Plants like peace lilies, spider plants, and snake plants do more than brighten up a room—they also filter harmful pollutants.

Tips: Place plants in well-lit areas and avoid over-watering to prevent mold.

7. Reducing the Use of Harsh Chemicals

Many offices still rely on strong cleaning agents and artificial air fresheners, which release harmful VOCs. Employees suggested switching to eco-friendly alternatives that clean effectively without polluting the air.
Recommended actions:

• Use green-certified cleaning products with non-toxic ingredients.
• Avoid aerosol sprays and synthetic air fresheners that emit VOCs.
• Promote fragrance-free office policies to minimize respiratory irritants.

An employee mentioned, "Room fresheners help, but they should be used sparingly because they just mask the problem." Focusing on actual air quality improvement rather than covering up odors is key.

8. Addressing Overcrowding & Airflow Issues

The way office spaces are arranged can impact IAQ. Overcrowding restricts airflow and increases CO₂ buildup, leading to stuffy environments. Employees noted that rooms often felt congested, making it easier for airborne illnesses to spread.

To tackle this:

• Optimize seating arrangements to prevent overcrowding.
• Ensure conference rooms have proper ventilation or air circulation mechanisms.
• Encourage hybrid work models to reduce the number of people in enclosed spaces at any given time.

One employee put it simply: "Too many people in a small room means bad poor air quality. It needs better airflow." Small adjustments to seating layouts and occupancy limits can improve air circulation dramatically.

9. Conduct Regular Inspections

Without proper monitoring, it's hard to gauge the effectiveness of IAQ improvements. Periodic inspections can help you catch and address issues early.

These are the steps to take:

• Installing air quality sensors in different office zones.
• Regularly checking humidity levels to prevent mold growth.
• Setting up real-time IAQ dashboards for facilities teams to track trends. Data-driven insights can help employers make informed adjustments.

10. Educate Employees and Respond Promptly to Concerns

Employees play a big role in maintaining IAQ, but they need guidance.

How to Engage:

• Host workshops on clean desk policies and IAQ-friendly practices.
• Encourage employees to report concerns like odors or leaks immediately.

Why It Matters: Timely responses show employees their health is a priority and prevent small issues from escalating.

Is there a test to assess indoor air quality at work ?

Yes, several methods can assess indoor air quality (IAQ) in workplaces. These tests help detect pollutants like carbon dioxide (CO₂), volatile organic compounds (VOCs), particulate matter (PM), and humidity levels, which impact employee health and productivity.

1. Carbon Dioxide (CO₂) Monitoring

CO₂'s concentration serves as a proxy for ventilation quality. A well-ventilated workspace typically maintains CO₂ levels below 800 parts per million (ppm). Higher levels indicate insufficient fresh air circulation, increasing the risk of discomfort and reduced cognitive function.

2. Air Quality Sensors

Modern air quality sensors can continuously track pollutants, including:

• PM2.5 and PM10 – Fine and coarse particles affecting respiratory health.
• VOCs – Emitted from paints, cleaning products, and office furniture.
• Temperature & Humidity – High humidity fosters mold growth, while dry air causes irritation.

3. Professional IAQ Assessments

For a comprehensive evaluation, businesses can hire IAQ specialists to conduct:

• Air sampling for pollutants like dust, mold, and chemicals.
• Ventilation assessments to check airflow and HVAC efficiency.
• Thermal comfort tests to measure temperature and humidity balance.

4. DIY IAQ Testing Kits

Employers can also use affordable at-home test kits to measure common pollutants like mold, allergens, radon, and VOCs. While not as precise as professional assessments, these kits can indicate potential air quality issues.

If you’re unsure where to start, IAQ consultants or certified industrial hygienists can perform comprehensive air quality assessments. They use advanced equipment to provide detailed insights and recommend solutions tailored to your workplace.

Importance of Employee Involvement in Maintaining Indoor Air Quality at Work

Employees, as the primary occupants, can make a significant difference through awareness and simple actions.

1. Staying Attuned to IAQ Issues

Employees often experience the first signs of poor air quality—stale air, dust buildup, or irritation from pollutants. Instead of overlooking these signs, reporting concerns promptly can help facility teams take corrective action. Whether it’s blocked air vents, unusual odors, or excessive dust on surfaces, voicing these issues ensures they don’t go unnoticed.

2. Practical Steps Employees Can Take

While some believe air quality improvements are solely the administration’s responsibility, small personal efforts add up:

• Be mindful of air circulation – If windows can be opened safely, do so when conditions allow. Ensure air vents remain unblocked.
• Maintain clean workspaces – Avoid clutter that collects dust, dispose of waste properly, and use eco-friendly cleaning products when possible.
• Limit unnecessary pollutants – Strong fragrances, lingering food smells, and excessive paper waste contribute to poor IAQ.
• Encourage green office solutions – Desk plants help filter the air naturally while also creating a refreshing workspace.

A survey respondent shared, “Maintaining proper decorum and not misusing office facilities is our duty. Doing our bit to maintain a clean environment should be taken seriously by us all.”

3. Fostering a Workplace Culture That Cares

A culture of shared responsibility ensures that IAQ remains a priority rather than an afterthought. Encouraging discussions, setting reminders for air-friendly habits, and even small initiatives like a ‘ clean your desk day’ can keep employees engaged.

When both employers and employees commit to better workplace hygiene, the office becomes not just more breathable—but also more productive and comfortable for all.

Final Words

We’ve seen how even small changes in air quality can have a profound impact on health, productivity, and overall well-being. From addressing HVAC maintenance to encouraging mindful employee habits, there are countless ways to create a healthier workplace. But every office is unique, and what works in one space might not in another.

We’d love to hear from you! What strategies have you tried to improve indoor air quality in your workplace? Have you noticed any creative solutions or unexpected challenges?

Reach out to us and share your insights! Let’s build a conversation and learn from each other’s efforts to create healthier work environments.