Having difficult conversations can be tough, and it’s an unavoidable part of being a manager. Whether you are dealing with an angry customer or an upset team member, selecting the right words and timing and keeping your emotions in check make all the difference. One of the most difficult conversations you will have with your employees is when you have to provide negative feedback about their behaviour or performance. But what if you need to speak to your team member about their personal hygiene?
Poor hygiene and body odour can be an issue in the workplace, and they can be effectively managed. Sometimes, poor personal hygiene or body odour may be a sign of an underlying problem, personal, medical or related to a specific diet, or other reasons. It’s important to approach the issue with respect, cultural understanding, and sensitivity to any human rights at stake.
Tips for the Conversation:
- Tell the employee that you have some sensitive personal feedback that you need to share and that even though it may be uncomfortable to talk about it, as the leader, you need to.
- Be clear, direct, and truthful.
- Begin the conversation by telling the employee, that you have noticed… , and have they noticed it themselves. For example, “I’ve noticed that you’ve grown your facial hair over the past few months or while on vacation and it’s become very long; have you noticed that it needs a trim?” or “I’ve noticed a strong odour coming from your body; have you noticed it yourself?”
- Choose your language carefully. For example, having body odour is less threatening than telling someone that they smell. Empathy and compassion are paramount in these discussions. Having a great rapport/relationship with the person you need to talk to also helps, where possible.
- Ask the employee if they know what may be causing the issue, and ask how you can help.
- Be prepared to be open to the possibility that there may be circumstances that explain the problem, and you may find out that the employee needs support.
- By letting the employee know that you are there to support, it may prompt the employee to disclose more information, if they feel comfortable talking to you.
- Even if it is not offered, the employer should inquire if there is a medical condition causing the poor hygiene and/or body odour, or if the poor hygiene and body odour is related to any other protected grounds.
- If a medical condition is the case, this situation will give rise to the duty to accommodate.
- If the poor hygiene or body odor is not related to a medical condition or another protected ground, the employer is at liberty to tell the employee that changes are required and by when.
- Reassure the employee that the body odour is in no way linked to their professional performance – it is often a concern for employees that they will now be treated differently and potentially worse, so be aware of the anxiety that it could be causing.
Additional Tips:
- Any discussions and resolutions should be documented -i.e. take notes.
- Ensure you are in a private space when the conversation happens
- Be honest and kind but also be direct. Don’t try to tackle the problem by means of well-intended hints.
- Tell the employee yourself and don’t pretend to be someone else’s messenger or that you’ve ‘heard from others’. The employee will feel even worse, if they think everyone is talking about them.
Most organizations have either a Dress code, Personal Appearance or Grooming policy. But what about a Personal Hygiene policy? Take the time to review your existing policies, and if you don’t already have a policy that addresses personal hygiene, you can easily create a sub-section within an existing Grooming policy.
SAMPLE:
Personal Hygiene
Employees are expected to follow reasonable personal care standards, including regular bathing to avoid offensive or excessive odours such as body odour and/or strongly scented perfumes and colognes.
Clean hands and neatly trimmed fingernails are necessary. Polished nails must be in good condition. Long hair must be tied back. For health & safety reasons, employees must always wash their hands after eating or using the restrooms.
Proper oral hygiene is required and must be maintained. Chewing gum/tobacco is not permitted in view of customers/guests.
Looking for help in creating or updating a workplace policy? Contact your Regional HR Consultant at go2HR. https://www.go2hr.ca/human-resources/hr-advisory
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