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Addressing poor personal hygiene or grooming among staff is a very tricky one simply because it’s so personal and not necessarily related to a person’s ability to do a job.
But, when someone develops a hygiene problem like bad body odour, bad breath or generally they present themselves poorly, it could affect those around them including relationships with customers and colleagues. If ignored, it can cause a divide amongst their employees.

Code of Conduct
Think about the type of image you want to portray. Have in place an employee Code of Conduct Policy which guides staff on office attire, expected standards and encourages managers to lead by example.

You should also implement policies relating to staff bullying to ensure employees know that any derogatory comments or jokes against the individual suffering from the poor personal hygiene will not be tolerated.

However, whilst a company can clearly set out their expectations in their handbooks, if a person is not aware of the problem then the Policy is going to have little effect.

Clearing the air
If it reaches a point where you need to address the problem directly then it’s essential to establish whether there may be an underlying reason for the problem. You must ask questions to establish what the cause of the problem is.

Take a soft approach at first, with a meeting to discuss the issue informally. Be sensitive to the fact that different cultures have different norms and standards for appearance, bathing, and dress and differences in cooking and eating traditions.

Try to make it a business issue rather than a personal one. You could tell them that their odour or breath may be offensive to potential customers, or a cramped office space makes the issue worse. Or perhaps their hygiene has caused a client to request a different colleague. There is also the potential of harming other employees (such as pregnant employees), who may be put at risk due to someone’s poor hygiene. By approaching the issue as a business concern, it looks less like a personal attack and this should ensure the trust and confidence between you remains intact. Employers must ensure the employee does not feel so humiliated or shamed that they resign in response to your comments and claim constructive unfair dismissal.

What if it’s a medical problem?

If the problem is a medical one then your employee could suffer with a disability. The poor personal hygiene could be a symptom, or due to the employee being unable to maintain their hygiene – both of which could require reasonable adjustments. Such adjustments will depend on what the business can reasonably do, but may include providing a fan; allowing more breaks to freshen up; an office move/shuffle or allowing exceptions to any Code of Conduct Policy you have on appearance. You could ask the employee to consult their doctor for a solution; or refer to Occupational Health to investigate potential adjustments.

If the issue amounts to a disability, or is linked to a protected characteristic such as sex or age, employers must also be wary of avoiding claims for Harassment based on the poor hygiene. ‘Jokes’ such as leaving deodorant on the desk, and such other unwanted conduct, could have the purpose or effect of violating the victim’s dignity or creating an environment that is degrading or humiliating, leaving the employer open to a claim for victimisation. A failure to deal with such behavior reasonably could also be grounds for constructive unfair dismissal.

If you need help or assistance please contact us via our website on www.HRBusCons.co.k.

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