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Dealing with Personal Hygiene A Sensitive Issue:


By: Matthew Bartosiak, Senior Helpline Consultant Employers Group


O


ne of the most sensitive issues to address in the workplace is body odor. This problem can be unpleasant and awkward for all concerned—


the offender, other employees, and Human Resources. And it’s not a rare situation—some HR managers have to deal with the matter once or twice a year in offices as well as in manual labor settings.


Nevertheless, it’s a problem that has to be dealt with. Even if the problem person not in contact with customers, potentially diminishing sales and leaving co-workers to tolerate the situation can tangibly effect productivity.


The following are key steps and concerns in handling this touchy problem:


Face the issue While confronting this situation may be uncomfortable, ignoring or dancing around it won’t make it go away. Employee complaints will heighten and tension will rise exposing the supposed offender to workplace ostracism or more.


Do an investigation and observation Verify the legitimacy of employees’ complains through investigation and observation. Interviewing co-workers may reveal ulterior motives and other underlying workplace problems. Spending time with the employee


in question to reveal if an odor problem truly exists is an imperative first step.


Be tactful but direct When the problem is verified a private meeting is in order. Confidentiality must be promised and ensured. The best approach is to treat body odor like any other job performance problem. Be direct, but sympathetic. Tell the employee that there is a problem and that he or she should fix it. Before the meeting is held, be prepared to deal with various responses including flat denials or the employee’s inability to change anything. The best approach is to let the employee own the problem and the solution. Helpful suggestions may be made like seeing a doctor, showering more often or bringing a change of clothes to work, but these should be of a generic nature to avoid potential legal tangles.


Avoid legal problems Don’t ask about the cause of the body odor nor offer a diagnosis of the cause. This could lead into an American with Disabilities Act of 1991 (ADA) related conversation where special protections and reasonable accommodations are claimed. If the employee brings up a medical condition, stop talking and listen carefully. Employers have the right to have a physician’s confirmation that the claimed medical condition exists. Because of privacy rights, be careful in California not to request detailed


March 2011 CA Employer


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