HR Question:

We’ve had some complaints about employee hygiene issues, including body odor.  What is the best way to handle such a sensitive topic?

HR Answer:

If you’ve been leading people in close quarters, you’ve likely heard complaints about body odors or excessive use of colognes and perfumes. Discussions about employee hygiene issues are uncomfortable conversations for everyone. First, recognize that you do not need to overreact to a single complaint. There is a wide array of perspectives on what is considered acceptable hygiene – what bothers some may not even phase others. Also, keep in mind that there are protected medical conditions and religious beliefs that may cause unpleasant odors.

Small Changes, Big Impact

If you receive a complaint about an individual’s hygiene, evaluate the situation to determine if there is in fact a serious issue that negatively impacts other co-workers, clients, or customers. Resist reacting to one person’s feedback. Be discreet as you look into the situation and ensure that a respectful workplace is maintained for everyone.

Assess the employee hygiene issue yourself by investigating the work area and consider ways to resolve the complaint without a potentially demotivating conversation.

Are there ways to reduce odors without asking the employee to change? Consider moving workstations, providing more personal space, improving air ventilation, or using odor-reducing products to help improve the situation.

Addressing the Employee

Should you determine that an individual has a serious hygiene issue that must be addressed, always maintain respect for the employee during these conversations. There is no doubt about it, this is going to be a tough conversation for both of you. Prepare ahead, be empathetic, and anticipate embarrassment and emotional reactions. Keep the conversation private and on a need-to-know basis only. Never address the issues in front of colleagues.

Here are some important guidelines to follow when addressing this topic:

• Review your handbook to see if it addresses employee hygiene issues. Ensure the policy sets clear expectations, whether it’s a separate workplace hygiene and grooming policy or incorporated into your dress code policy.
• Meet with the employee in private and keep the conversation brief and confidential. Use this as an opportunity to also reinforce the employee’s positive attributes (hard worker, team player, etc.).
• Never assume you know the cause of the hygiene problem as it can be caused by a variety of factors, including medical issues, cultural differences, mental health issues, personal problems, and poor grooming habits. Instead, focus on specific examples where the odor was noticeable and how it has impacted the workplace without including personal opinions.
• Give the employee an opportunity to speak. If the employee indicates the cause of the hygiene issue is a disability or mentions that a religious belief or practice conflicts with your dress and grooming policy, work with the employee to determine an effective reasonable accommodation.

If there are religious or ADA accommodations to consider, consult with your legal counsel. Employers may be required to make reasonable accommodations for employees’ religious beliefs and practices or for individuals with disabilities unless an accommodation would pose an undue hardship on business operations.

Supporting the Employee

As you discuss the concern with the employee, it’s important that you’re prepared to address or support the employee’s needs. For example, what happens if the issues are due to a lack of resources? Employees may be without adequate bathing or laundry facilities. Are there resources available (i.e., an employee assistance program) that could support these needs?

Set appropriate expectations and document actions taken. If corrective action is the employee’s responsibility, document the potential consequences of failing to rectify the issue, and set a timeline for resolution and follow-up.

While these conversations are never easy, ignoring employee hygiene issues can be detrimental to overall morale and business. Establish expectations early on by providing guidelines and training to all employees on expected personal hygiene in the workplace.

Thank you to Colleen Mahoney, PHR, HR Business Advisor, for contributing to this HR Question of the Week.

One of the stickiest aspects of human resources management is Employee Relations (ER). Are you having difficulties in your company that stem from employee/employer-related issues? Clark Schaefer Strategic HR has years of experience solving these challenges. Visit our Employee Relations page to learn how we can help you resolve some of your toughest ER problems.