Q: I have noticed that one of my employees has recently let his personal hygiene slip. This is out of character for him, and I have received complaints about it from some of his colleagues. It is becoming a distraction in the workplace. How do I tackle this sensitive subject without embarrassing the employee?
A: Having a conversation with a member of staff about his personal hygiene is almost like a rite of passage, no matter for how long you have been in a leadership role. The conversation is never going to be easy, but there is a procedure you can follow to ensure you achieve a satisfactory outcome for both yourself and your employee.
It is important to remember that poor hygiene can be a symptom of something else. Treat this meeting as an investigation to obtain details of the employee’s current health and well-being, which will allow you to consider how the situation can be resolved. Find a private space to hold your meeting and commence by setting the scene. Opening the meeting by explaining its purpose is the hard part – a bit like ripping off a plaster. Explain that you have some concerns and that you want to find out if everything is all right with the individual, and if he requires any support.
State why you have identified a possible problem, as you have noticed signs of a lapse in the employee’s hygiene and there are times when you have noticed a consequent smell (or any other concerns identified, such as a change in appearance). When you have set the scene you can hand over to him, asking him if he is aware of any changes. If a change in his circumstances is confirmed, you can then explore the reasons. Is everything all right with his physical and mental health? On a personal level, is everything currently all right at home and work? If you identify any problem, you can help your employee explore options to help him overcome it.
Following this, you can move the conversation back to the situation with your employee’s hygiene, and what he feels he can do to rectify it. If you feel there is more that he could consider at this point of the meeting, then use this opportunity to make additional suggestions, which he may not have considered. In the event he tells you there is nothing with his health or in his personal life, then explain the effect that his poor hygiene is having on his workmates, and ask him again what he feels he can do to improve the situation.
Agree, reiterate and summarise the outcome of the meeting, and arrange to meet one week later to see how things are improving.
David Price is managing director of Health Assured
