The do’s and don’ts of managing personal hygiene issues at work

An employee who exercises before work but doesn’t pack deodorant? A co-worker who kicks off their shoes? A colleague with constant bad breath? A manager who’s dealing with body odour complaints? There are a million different reasons why a personal hygiene issue might fall on your desk, but it’s how they’re handled that can turn it into a silent success or a loud, detrimental problem.

Whether you’re an HR professional, line manager, or supervisor, handling sensitive conversations compliantly and with confidence is essential to ensuring the problem is solved, the employee feels heard, and most of all, no workplace rights are infringed.

Here, we explain the five steps to dealing with the pinching nose problem, why you must treat this sensitive situation with care, and the importance of water-tight workplace policies.

Handle with care: the five musts to freshening up the office

When you’ve worked hard to hire the perfect candidate, addressing a body odour issue can feel like a daunting task. It’s an uncomfortable conversation that no one looks forward to, but as a business owner, it’s your responsibility to tackle it head-on. Handling the situation poorly can put your organisation at risk, potentially leading to general protections or bullying claims. That’s why it’s essential to approach it with both tact and professionalism.

1. Approach with empathy and keep it private

Begin the conversation with care and understanding, ensuring the employee feels supported rather than singled out. A private, neutral setting, like a meeting room, is essential for maintaining discretion and creating a safe space for open dialogue. It’s always a good idea to start with a thoughtful phrase like, “Let’s talk privately, I’d like to discuss something important”, to set a respectful tone and create a safe space.

2. Don’t jump to conclusions

Avoid assuming reasons for the issue or making any judgements, stick to observations and the facts. For example, instead of placing any blame, frame the conversation around concern for the employee’s well-being or comfort in the workplace. This helps establish trust, safety, and respect, and facilitates a productive discussion that’s focused on finding a solution.

3. Refer to your dress code, code of conduct, or other relevant policies

Address the situation objectively by referencing workplace standards or policies. This removes the attention from personal criticism and keeps the conversation professional. With the policy, you can guide the employee through expectations while ensuring they understand the important role they play in maintaining a comfortable, productive environment for everyone.

4. Consider different reasons and remain open-minded

There are a multitude of different reasons why someone may smell different or have an odour that’s off-putting to other employees. This can include some cultural norms, dietary habits, and medical conditions, so approaching the issue with compassion helps avoid misunderstandings and creates an opportunity to explore solutions that consider the individual’s unique circumstances.

5. Check in with the employee afterwards

A follow-up conversation shows that you care about their progress and well-being. Checking in ensures that any solutions or adjustments are working and gives the employee a chance to ask questions or raise concerns. This step reinforces your support while maintaining professionalism and mutual respect.

Workplace policies aren’t just a nice-to-have; they’re essential to protecting your people and your business from risk – and personal hygiene issues!

HR policies are a simple way to ensure your business is well-equipped to handle a number of common workplace issues including the sensitive ones. Citation HR’s HR software solution, allows you to download all of the above HR policies and more. Better yet, Citation HR’s Workplace Relations Specialists will draft tailored HR Policies to suit your unique business needs.

If any of this information has raised questions or concerns for your business, please contact our workplace relations experts via the HR Advice Line.

Not a Citation HR client? To learn more about how our HR Services can help your business, please contact us.

About our author

Lauren Stariha is a Senior Copywriter and Content Specialist at Citation Group. She’s responsible for creating engaging and meaningful content across various brands, from eBooks and email campaigns to blogs and multiple social media channels.