Unacceptable hygiene at work should be dealt with like any other employee behavior problem. Whether it's somebody showing up improperly dressed (or out of uniform) or an employee who needs to be reminded to bathe, these situations need to be addressed by a supervisor.
Approaching these issues from a company policy perspective keeps the problem from becoming personal. For example, the conversation doesn't need to be about John smelling bad, but rather about how all employees must meet a certain standard. Secondly, if the employee doesn't comply with company policy, a supervisor has the authority to take action.
If the employee does not comply, have a formal chat. Invite the employee into your office and discuss their hygiene in terms of company policy. From this point on, always have a second manager in the room with you when talking to the employee about this issue.
Take a moment for an informal chat with the employee. The tone of this chat should be helpful and diagnostic rather than aggressive or disciplinarian. "John, it seems you've had a little trouble taking care of yourself lately. Is there anything I can do to help?" rather than "John, stop smelling like a dead monkey before somebody fires you."
In some cases at this point, it might be appropriate to enlist the help of one of the employee's coworkers. Approach somebody who seems close to the employee and ask if they can help encourage him or her to get on board in adhering to the company's expectations.
Have a written company policy about acceptable dress and hygiene. If your company doesn't have one, get one written. The policy should be detailed and include a program of consequences for noncompliance.
If compliance is still a problem, issue a written warning. In writing, go over the course of the problem up to this point. Make a written action plan for future compliance, including specific steps and deadlines. Discuss this written warning with the employee. You, the employee and the other manager in the room should all sign this document.
If the employee still doesn't comply, issue a verbal warning. Tell the employee specifically what needs to change and specifically what will happen if no change occurs. Again, ask what you personally can do or what the company can do to help him comply with the stated policy. Although this is a verbal warning, document the date, time and nature of the meeting.
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