The Awkward Talk
Client: I need to have a conversation with an employee about a hygiene issue, but I don’t want to embarrass them or create tension. How do I handle this professionally?
Consultant: This is one of those uncomfortable and necessary conversations. The key is to be direct, private, and focused on workplace expectations, not personal judgment.
Client: Right, but I don’t even know how to start the conversation without making it awkward.
Consultant: Start by keeping it neutral and professional. Frame it as a workplace matter, just like you would with dress code or office conduct.
Try this:
“I wanted to bring something to your attention privately. I’ve noticed a personal hygiene issue that may not be obvious to you, and I wanted to address it because I want to support your success here.”
This keeps it matter-of-fact and non-accusatory.
Client: What if they get defensive?
Consultant: That’s possible—no one likes hearing this kind of feedback. If they push back, acknowledge their feelings and reinforce the workplace standard.
You might say:
“I understand this might be uncomfortable to hear, and I appreciate you listening. My goal is to address this in a way that helps you and ensures a comfortable work environment for everyone.”
This shows empathy while keeping the focus on a professional expectation.
Client: What if I’m not sure whether it’s a medical issue?
Consultant: That’s a great point. You’re not there to diagnose—just to set expectations. If they mention a medical condition, shift the conversation to accommodations (ADA – interactive process).
You could say:
“If there’s a medical issue affecting this, we can explore ways to support you. Let me know what you think might be of assistance, and we can work together and figure out the best approach.”
That way, you’re opening the door for solutions without making assumptions.
Client: Should I document this conversation?
Consultant: Yes, keep it brief. Documenting protects you if the issue persists. Just note the date, the general discussion, and any next steps.
For example:
“Met with [Employee] on [Date] to discuss hygiene expectations. Addressed professionally and offered support. Employee acknowledged the feedback.”
If the issue continues, you’ll have a record of the first conversation before taking further steps.
Client: What if I address it, but nothing changes?
Consultant: Then you move to a more formal approach.
You could say:
“We previously discussed this concern, and I haven’t seen improvement. This is now affecting the workplace, and I need to see a change moving forward.”
If needed, tie it to workplace policies on professionalism and workplace conduct.
Client: That makes sense. So bottom line—be direct, keep it private, and focus on workplace expectations, not personal judgment?
Consultant: Exactly! It’s never a fun conversation, and handling it professionally and respectfully will make it easier for both of you.
And if you ever need help structuring the conversation, we’re here to support you.