Wondering how to approach someone about body odor? Jane lends out advice on how to talk to an employee about body odor without attacking them for things they may be unaware of in the first place.
Dear Jane,
As the HR manager at work, it’s fallen to me to talk to an employee about their body odor but I just can’t think of a polite way to do it. This worker is a new employee who has only been with the company for a few months, but they are great at what they do and have become quite a valued member of the team in every way. They’re very careful with all of their tasks but this one aspect, especially in a customer-facing role, does put a damper on things. I don’t want to hurt or embarrass them but there have been enough reports about it that addressing the issue is now inevitable. Do I just go in and let them know that it’s a problem that needs to be addressed or is that too harsh? I don’t see how I could be subtle about it either.
I want to get it right with this employee in particular and also make some changes around the company so we don’t have this problem again. Please help!
Image – Freepik
Dear reader, thanks for reaching out. I’m sure there are many employers and HR professionals who have encountered similar issues. Addressing sensitive matters such as the question of how to talk to an employee about body odor never has a straightforward answer, which is what makes it difficult to address at go. There are many aspects to navigate here, including the employee’s feelings, and all of these elements need to be considered when tackling the issue of body odor in the workplace. Unfortunately, the role of HR comes with very unrewarded and difficult conversations and everyone faces these at some point or the other in their career. While some rush in quickly to get it over with, it’s great that you’re choosing to consider your next step carefully before powering through.
How to Talk to an Employee about Body Odor
The issue of body odor in the workplace can evolve into something bigger in many ways if it remains unaddressed. Colleagues may start to distance themselves from the employee or leave them isolated, clients might find it unpleasant to converse with the employee and you might lose out on business as a result, and the unsaid detail, left hanging could come out suddenly in a more unpleasant way from another employee who does not possess the tact or care you do. All of these outcomes are most definitely undesirable so learning how to talk to an employee about body odor does become a critical element of your role.
Body Odor in the Workplace: Policy Updates
One of the more subtle ways of bringing up the issues is by establishing and bringing in a relevant policy regarding body odor in the workplace. You don’t have to be too direct here and say “Bad body odor is banned” exactly but company policies about dress codes and hygiene are quite commonplace. If you don’t already have a policy regarding hygiene, then it might not help in this particular situation but it can still help you in future situations such as this. Device a company policy on the maintenance of physical hygiene as well as a clean workspace so employees have a clear framework on what is expected from them.
If you already have policies in place, it can always help to send out emails or conduct basic refresher workshops for batches of employees on company policies every once in a while, with guidelines on some basic hygiene practices before or after coming into work. This way, you don’t have to single any employee out. If the problem persists, you can always turn to the next step in your plans on how to talk to an employee about body odor.
You can additionally also make provisions for employees to freshen up within the workplace in case that is something employees need. This is not always viable, but small titbits around the workspace will be much appreciated by your employees.
How to Approach Someone about Body Odor?
Now it comes down to directly facing an employee about the matter of body odor in the workplace. No matter how you frame it, it’s likely that there will be some amount of embarrassment or even anger involved in the discussion so you should prepare yourself for a big reaction, whether that’s tears or defensiveness. Once you’re mentally prepared to have the conversation, these tips might help you plan how to talk to an employee about body odor:
Ensure It Is a Private Conversation
Whether you choose to lead the conversation with the body odor in the workplace policy or have a straightforward discussion with the employee, ensure that you do it privately and in a space where the employee will be free to express themselves without the fear of being overheard. An audience for such an issue will only be more difficult for the worker.
Pick a Good Time for the Conversation
Don’t try to bring this up when the employee comes in to work or is in the middle of many demanding tasks—they will not have the mental bandwidth to hear you out. Try to find a time when they will be relatively free and ready to go home without any pressure of having to think about it throughout their day during every interaction.
Try Not to Lay Blame on Colleagues
While having the conversation, try not to drag colleagues into it to shift the conversation away from yourself. You don’t have to say that you personally felt concerns regarding their body odor in the workplace, but you can mention that you have received some questions. If you point out their deskmates or “Jessica from accounting,” it will make the employee resent those specific colleagues and will also make your employees more reluctant to turn to you when they have a concern.
Ask for Their Opinion or If They Have a Reason for the Issue at Hand
It’s almost certain that employees aren’t intentionally coming into work smelling unpleasant—there is most likely a very explainable reason behind it. It could be a health condition, it could be because they have to walk or take public transportation to work, it could be because they rush from one job to another and don’t get a break in between, etc. You might also then find out that there isn’t any issue of body odor and other coworkers are taking up some cultural element and turning it into a problem, which requires an entirely different approach to the matter. Ask, understand, and see if there is any way for you to help.
Be Prepared for an Emotional Conversation
It might be very difficult for an employee to hear such criticism and it may leave a lasting impact if handled incorrectly. Consider giving them some space to process the information and do not accuse them of being too sensitive if they get emotional. Just as you’re learning how to talk to an employee about body odor, they’re learning how to receive very awkward news. Convey that you understand it might be difficult to take in but that you’re here to work with them to resolve the issue so they can return to work with a clear mind.
If they don’t have an explanation for why this is an issue, ask them to look into it, change their hygiene routine, meet a doctor if necessary, and then get back to you with how things went for them. This will allow the employee to see that you’re on their side rather than against them.
Avoid Joking About the Situation
When you’re done talking with the employees about body odor, try to end the conversation in a hopeful tone. Thank them for sitting down and going through a difficult conversation with you. Appreciate their understanding and express your support for them through this ordeal. How to approach someone about body odor? Do not mock them for it or joke about their condition. Humor may be appropriate in some situations but you may do more damage than good here so don’t try too hard to turn the conversation into a lighthearted joke. It is a serious matter that you’ve both dealt with but you can both be hopeful that it’ll be put to rest soon enough and won’t come up again.
Similarly, don’t harp on the issue for too long or try to overexplain why it’s important, they don’t really need a lecture to understand what the issue is. Assume that they understand the concern and that they will be able to work through it, but extend a helping hand in case they need it.
Give the employee some time to make changes and don’t ask them to resolve the issue within two days—they might need time to tackle the problem. Later, check in on them and see how they’re doing with regard to the issue they shared with you, not just to ensure the issue of body odor in the workplace has been resolved but to confirm they’re in a better place as well. It’s going to be an unusual conversation but know that by addressing it, you’re helping the employee better than you would by ignoring it and allowing it to escalate.