Offensive Odors in the Workplace

Summer smells aren’t always so pleasant. With the summer heat upon us in California, it’s a good time to review offensive odors in the workplace. Heat brings sweat and sweat can sometimes result in bad body odor. Unwanted smells can also come from smokers, perfumes, or from other sources.

Although we would rather not have to deal with these situations, they undoubtedly will occur at one time or another in every workplace. What do you do if an employee comes to you and tells you that a coworker smells of body odor or cigarettes? This is an embarrassing topic, but one managers can’t ignore and must treat seriously. Fortunately, this is not uncharted territory for CEA and we have some tips for you.

First, gather as much information as you can about the problem. Interview the person who made the complaint. Confirm this is a legitimate issue causing a distraction for that person or other employees. Ask yourself and the person who has complained, the following questions:

• Is this an ongoing problem?
• Is this causing a disruption in the workplace?
• Are employees negatively impacted?
• Are customers or clients negatively impacted?
• Has any company policy been violated (i.e., dress or grooming code, tobacco use)?
• Is someone’s health or safety at risk?

If you and/or the complainant can answer yes to any of the questions above, it’s time to take action.

Next, talk with the person about whom the complaint has been made. In approaching them you might say something like, “Hi Kori, there are a couple of things I’d like to talk with you about. Would you mind stopping by my office toward the end of the day today so we can chat?” Don’t delay having the conversation. That may lead to further disruption in the workplace, gossiping, and disgruntled employees before you’ve even had a chance to address it.

Below are some example steps that you could take in handling the situation:

1. Meet with the employee in a private, closed-door setting to ensure confidentiality. Try to make the employee as comfortable as you can. If possible, sit on the same side of the table or desk to avoid that boss/employee power dynamic.
2. One of the most important things to remember when talking with an employee about a sensitive topic like this is to treat them with dignity. This could be very embarrassing, and you showing empathy could help diffuse some of the tension.
3. To start, acknowledge that this is a difficult conversation to have, and that you want to be sensitive to the employee’s feelings.
4. If possible, avoid telling the employee that you’ve received complaints from coworkers. This could immediately put them on the defensive. You could say something like, “I’d like to talk with you about a recent problem that has been disrupting the department”. Then tell them about the body odor, cigarette smoke smell, or other offensive odor.
5. Ask the employee if they are aware of the problem and allow them the opportunity to discuss the situation. Give them as much time as they need to tell you about it. If they feel comfortable, they will probably tell you directly or hint at the reason for the odor.
6. Address the impact of the situation. Don’t speculate about the cause and don’t comment or give your opinions about the employee’s personal habits.
7. Ask and then encourage the employee to help you come up with possible solutions.

If the issue is body odor:

It’s possible that the problem can be easily controlled. It could be something as simple as bringing a change of clothes and/or extra deodorant to work.

1. Refer to your policy on personal appearance.
2. If the issue is caused by a medical condition, special diet, or medicine the employee is taking, you will want to talk about reasonable accommodations, determine whether the situation is temporary or permanent, and whether you need to request medical documentation. If this is the case, treat it just as you would if an employee needed accommodations for an injury or disability.

If the issue is perfume, lotions, or other strong fragrances:
Refer to your Company policy on grooming or personal appearance.

1. Inform the employee of a neutral scent environment to help prevent distractions to other employees who may suffer from adverse reactions to strong odors.

If the issue is the smell of cigarette smoke:

1. Make sure the employee is following company policies, regarding tobacco use.
2. Address the facts without offering opinions.
3. Try to find out if the problem can be easily controlled (perhaps by the person not smoking in their car while on a break where the odor can be absorbed by clothing and hair, or by the person having a mint after they’ve smoked a cigarette).
4. If the employee smokes on their breaks in their car because there is no other place to do so, consider designating an outdoor area (far enough away from your building’s entrance and outdoor lunch tables so as not to impact those areas.)
5. Do NOT ask if the employee wants to quit smoking. However, if the employee brings it up and asks for help, be ready with some resources that might be helpful. If you have an EAP (employee assistance program), you may refer them. There are also smoking cessation resources on CEA University.
6. After reviewing possible remedies, settle on the best solution with the employee and commit to trying it out. While trying to keep it friendly, the employee should also be reminded that further problems can lead to more serious discussions about policy violations. If there is a medical issue involved, do NOT discipline the employee. Work with the employee to find a reasonable accommodation

Although embarrassing and uncomfortable to discuss, the issue of body odor, cigarette smoke smells or other odors can be nipped in the bud, if they are addressed quickly and compassionately.

Please contact us if you’d like some help navigating any uncomfortable situations – ceainfo@employers.org or 800.399.5331