Talking with an employee about personal hygiene is one of the most uncomfortable conversations managers and HR professionals face. Many companies have re-opened their workplaces, and employees are again working in close proximity and in enclosed spaces. If it hasn’t already happened, complaints about personal hygiene will be on the rise.
Personal hygiene problems include body odor, bad breath, strong odors on clothes, clothes that haven’t been washed, dirty hands, and a host of other things. Often, managers and HR professionals learn about the issue when another employee complains.
Complaints may seem frivolous and easy to throw under the rug but imagine the impact that poor hygiene can have on employees, customers, and the workplace overall. It can lead to distraction, lower productivity, divisiveness, eroding of professional and personal relationships, and poor morale. Employees may make jokes or behave in ways that alienate and embarrass their coworker. None of this is good for business.
Understanding the causes of poor personal hygiene is important before acting. For example, some health conditions or medications cause unusual body odors. Attitudes and practices about bathing and body odor may be different in other cultures. Other possibilities include the following:
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Typical or customary diet
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Poor dental care
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Personal habits like smoking
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Financial pressures that limit one’s access to laundry or bathing
There are implications for discrimination based on underlying medical conditions, national origin, religion, and other protected statuses. It’s important that the person who will talk with the employee recognizes when these things surface.
The employee’s manager has the most day-to-day contact with the employee and may have built trust. HR professionals can more easily spot potential legal or ethical concerns. If the employee’s manager engages with the employee first, the manager should understand that references to possible disabilities, religious or customary practices, or other references to protected status should immediately be referred to HR.
Many employers have written dress and hygiene policies, including wearing clean clothing and demonstrating good grooming. A simple attire and hygiene policy in a handbook is a good start. Also, consider opportunities to communicate expectations in greater detail, perhaps in all-employee meetings, when handbooks are updated, or during company-wide health and safety training. Use our sample handbook policy as a guide. We also offer state-specific policies for Colorado and Utah.
Set the stage with a clean workplace. Everyone can take accountability for keeping common areas uncluttered and reporting things like spills or needed repairs to the right person. To the extent possible, ensure that spaces are well-ventilated. Bathrooms deserve special attention and should be well stocked with paper products and soap.
Confirm for yourself that the problem exists so you can speak from your own experience rather than representing the opinions of others. Saying that others have complained can further fracture relationships and make the employee more self-conscious around their colleagues.
Here are some simple steps to help with the conversation:
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Speak with compassion and respect.
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Acknowledge that the conversation may be sensitive and uncomfortable for both parties.
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State your observations clearly: “Sharon, I know this is uncomfortable, but you’ve had noticeable body odor lately. I wanted to bring it to your attention. I’m concerned it may be impacting your ability to be effective, and I want to know how I can help.”
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Ask genuinely for the employee’s input about possible causes. Never assume or judge.
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Make a plan and schedule a follow-up meeting.
Talking with employees about personal hygiene requires respect, clarity, and some real courage. It also makes the employee aware of the situation so they can take action. An Employers Council employment law attorney or HR consultant can help you navigate the complexities and risks in some of the most challenging conversations you have at work. If you have any questions or need assistance, please contact our Member Experience Team.
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