Shared Air Shared Respect: Tackling a Tough Topic with Care

As we head into warmer months, you may be met with some unpleasant workplace odors. Heat and humidity can make odors more noticeable, from body odor to cigarette smoke or strong perfumes. Sometimes, employees will complain to Human Resources about a coworker’s body odor or strong scents. While no one enjoys addressing these issues, there are steps you can take to handle the concerns respectfully and effectively.

Step 1: Gather the Facts

Start by getting clear information. When an employee reports an odor issue, take it seriously, but confirm it’s more than just a personal preference. Ask questions such as:

• 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 answer yes to any of the questions above, it’s time to take action.

Step 2: Approach with Sensitivity

Schedule a private, face-to-face conversation with the person about whom the complaint has been made. One of the most important things to remember is to treat the person with dignity and avoid talking down to them.

A good way to start the discussion is by acknowledging that you need to have a difficult or sensitive conversation. For example:

“I want to talk to you about something that’s a bit sensitive, and I want to approach it respectfully.”

If possible, avoid telling the employee that you’ve received complaints from coworkers, as this is likely to make them defensive. You could say something like:

“I’ve received information regarding a noticeable body odor in your workspace. I know this isn’t an easy topic, and I want to assure you our conversation today is confidential.”

Focus on the impact, not assumptions about the cause or personal habits.

“I also want you to know I’m not assuming anything about the cause. Sometimes it can be related to stress, medical issues, or a detergent not working well. But it has been noticeable, and it’s starting to affect the work environment.”

Offer the employee a chance to respond and confirm whether they are aware of the issue.

“Is this something you are aware of?”

If the employee gets defensive or demands to know who complained, remind the employee that you want to keep things professional and focus on solutions. For example:

“I understand that this is uncomfortable. I want you to know you are not in trouble. I will not be sharing who complained because I want us to focus on making this conversation productive and exploring solutions.”

Step 3: Explore Solutions Not Judgments

Ask and encourage the employee to come up with possible solutions. Depending on the source, the approach will differ:

• Body odor: Remind the employee about your appearance or hygiene policy, if helpful. Explore solutions and simple fixes like keeping a spare shirt or using deodorant. Consider providing items that the employee cannot afford.

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. Treat it just as you would if an employee needed accommodations for an injury or disability.

• Fragrances: Strong scents can be distracting for others and trigger allergic reactions/medical issues. Reinforce any “scent-neutral” or fragrance policies your company has in place.
• Cigarette smoke: Review tobacco-use policies and see if the issue can be managed (for example, smoking farther from the building or changing clothes). Don’t ask the employee about quitting, but be ready with wellness or EAP resources if the employee inquires.

Step 4: Follow Up

Agree on the best solution and revisit it later to ensure the issue is resolved. Be clear that continued problems could lead to further conversations under company policy, but always approach the employee with professionalism and dignity.

Although embarrassing and uncomfortable to discuss, the issue of offensive odors can be addressed quickly and compassionately.