In your position as a manager you may at some point find yourself having to deal with an employee who has personal hygiene problems. For many managers this is an area that can cause considerable discomfort, but ignoring the problem or trying to deal with it indirectly may cause further problems including with other employees and customers.
It is not uncommon for an individual who has body odour problems to be singled out, or ostracised by their work colleagues; this could potentially result in the employee feeling they are being bullied, which could affect their health and result in time off work. Addressing the issue directly as their manager is to treat them equally, whilst being honest, transparent and empathetic.
Identifying the cause
There are a number of reasons why an individual may be suffering with body odour problems. These may include personal hygiene and cleanliness. It is rarely the result of a medical condition.
There may be issues resulting from an employee not washing themselves or their clothing sufficiently or as often as is needed. In such cases the individual concerned is quite often not aware that their colleagues find their ‘odour’ offensive, or indeed that there is a problem. Broaching the subject with the employee may not be easy, but a tactful direct approach will be the simplest method of tackling the problem. Once the subject has been raised, it will become easier to discuss if necessary in the future.
Medical issues
If you establish this may be down to a medical issue then you may wish to consider suggesting that the individual seeks professional medical advice from their GP. Alternatively, if you have access to an occupational health department within your organisation you may wish to consider referring the employee for advice about any medical problems that may be causing body odour.
If it is determined that the issue is down to a medical condition, then it is up to the employee whether they wish to share details of that with their employees. The manager should be mindful of confidentiality, and only share with the employee’s permission.
Dealing with the problem
Discuss with your HR department as to how your policies and procedures fit with this type of issue as you may require specific guidance from HR prior to initial discussion with employee.
When discussing the problem, try to remain tactful and sensitive; remember hygiene problems can be embarrassing. Address the issues using phrases starting with ‘I feel’ or ‘I think’, and try to avoid using more abrasive tones such as ‘you don’t’. What is discussed in the room should not be shared with other staff or colleagues.
If it is established that the employee needs to take some actions with their hygiene, try to set some realistic expectations with the employee about timeframes.
Where the problem cannot be resolved by an informal discussion and the individual concerned appears unwilling to take the necessary steps then you as a manager and your HR department need to identify whether this is a disciplinary matter or not.
Further support
People Management – Tackling poor hygiene in the workplace.
People Management – Dealing with body odour in the workplace.
The British Medical Journal – Addressing body odour in the workplace.
Ref: WPW0081 this information was reviewed May 2024.
