While it would be great if workplaces always worked together smoothly, and all employees respected the goals and expectations of the organisation, this isn’t always the case. Unfortunately, employers and managers sometimes need to take an employee aside for a potentially difficult conversation.
Even if a workplace has a fairly “business casual” approach to dressing, some people take it a little far toward the casual end of the spectrum, and as a result, their clothing doesn’t always meet the image the company wishes to present. Others may dress in clothes that would be reasonably appropriate if they were washed more frequently, or made better acquaintance with an iron.
While it seems reasonable that most people maintain a fairly high standard of personal hygiene, some neglect the use of deodorant, or think showering once or twice a week is hygienic enough (they may also claim to be saving the planet through conservative use of water).
Others take grooming too far, and lavishly apply loads of perfume or aftershave, leaving a wake of faint-inducing aroma wherever they go.
The first step in addressing such employees may be to actually release a series of employee expectations covering appropriate office dress, expectations with regards to employee tidiness (the necessity to keep desks tidy, cleaning ones own coffee cups etc.), expectations regarding the use of appropriate language in the workplace, and expectations with respect to employee relations with each other (sometimes couples form in the workplace, but it’s not appropriate for them to demonstrate their relationship in front of everyone else in the office) and so on.
These employee expectations should be presented to everyone in the workplace, and should be clearly spelled out. This may negate the need to take individual employees aside. However, if the problem persists, it can become necessary to take things further with an individual.
Depending on the nature of the problem being addressed, it could prove to be extremely embarrassing for both employer and employee, especially if it is hygiene related. It is important not to highlight the problem by explaining, for example, that a number of people have complained. It is probably best to bring up the employee expectations which have been previously raised and explain how they are not meeting the standards required. Don’t make a big deal out of it, and get straight to the point. Definitely don’t show any personal embarrassment, as that can cause an employee to feel even worse about the situation.
It’s very important to be aware of cultural differences and sensitivities. Some cultures eat a lot of spicy foods and curries, which can lead to them having a very strong body odour. Try to be aware of this when approaching the employee.
While difficult conversations are a big challenge for most employers and managers, with practice it will become easier. Learn how to take a professional but sensitive approach, and you may find that your employees end up valuing your feedback, rather than resenting it.
I agree this is a very touchy subject and one that I have faced many times working in an organization with a diverse community. Most people are very uncomfortable confronting “personal” issues such as those you have mentioned. Though I believe in having personnel policies, I find that using a generalized approach doesn’t work. Conscientious employees take it to heart and the “offenders” often don’t take it in at all. I believe the best approach is to be direct. Tell the person but follow good feedback techniques. People often appreciate being told if its done well. I have a short book: Reboot Your Working Relationships which gives a very simple easy to follow approach to hard conversation…and it works!