Does this behavior interfere with work?One of the most embarrassing and difficult issues for any manager is addressing an employee’s personal affectation. The matter isn’t exactly personal … or professional, making it uncomfortably ambiguous. Whether you should address the matter at all depends on numerous factors. To find out, ask these questions:
Does this behavior interfere with work?
Do other employees complain about it?
Would the standard for this one employee apply to all the others?
Is this a one-time event or part of a pattern?
Do any company policies support the view that the behavior needs to change?
If your answer is yes to some or all of the preceding questions, then proceed with the following steps.
If an employee makes a rude comment or comes to work inappropriately dressed one time, keep your eyes open afterward but don’t address the issue yet. But if the employee shows patterns of inappropriate dress, behavior, or hygiene, keep a clear and objective record:
Carolyn came to work on Tuesday, Wednesday, and Thursday at 10:00 although she was scheduled to start at 8:00. I spoke with her about this problem on February 10 and 14. She arrived on time for one week, then lapsed into the previous pattern.
Ed used expletives three times in the meeting on Friday. I spoke with him afterward and sent him a follow-up e-mail. This is the third time this has occurred.
Although I clearly addressed the company policy about dress in our meeting, James has come to work wearing sandals for two weeks. His team did not feel his clothing was appropriate for the meeting with our client.
Elena has left work two to three hours early numerous times over the past few months. I discussed this issue with her several times. … See e-mails.
Quick tip: If sexual harassment or a racial slur was involved even once, take action.
Start by mentioning the employee’s value to your organization:
We really value your contributions to all our projects, such as …
You are one of our brightest employees.
I feel that you have enormous potential, and I want to be a mentor for you.
You have a clear grasp of the issues facing our clients. I think you can go far in the company.
You are unique among our employees, and you offer the company a great deal.
Then explain that you’re mentioning the issue because you want the employee to excel and don’t want anything to get in the way:
I want to ensure that you continue to be effective, so I need to address this matter.
If you are to continue growing, you need to resolve one matter.
One issue is standing in the way of your progress. Once you address it, I think your future looks strong.
My hope is that you remain a critical part of the company. For that to occur, though, …
I would like to see you … However, one issue is getting in the way.
To ensure that you work well with other employees, I need to tell you that …
To help you maintain your professionalism and credibility, …
If discussing hygiene or another sensitive issue, feel free to admit that the discussion makes you uncomfortable:
I have to admit, I don’t feel comfortable telling you this.
This is a somewhat personal issue—I feel funny discussing it.
Normally, I don’t like discussing personal issues, but this one is important.
I’m not exactly sure how to put this, but …
I hope I’m being clear when I say …
Please don’t take offense if I have trouble explaining this, but …
If mentioning that other people have complained, respect their confidentiality and do not name names or even the number of people who have complained. A vague word like several or some should suffice:
Several people have commented that an odor is coming from your cubicle.
You have been wearing sandals and shorts to work, which goes against company policy.
Several people from bookkeeping have complained that your voice is so loud that they can hear you down the hall.
Please remember to dress professionally—clean, ironed clothes, shirt tucked in, and shoelaces tied.
We can smell the cologne the moment we open the office door.
Several customers have complained that you’re yelling at them.
Quick tip: Don’t diagnose the problem by, for example, saying "Your clothes are dirty" or present a solution by, for example, saying "You need to shower more often." Instead, give clear and objective evidence that the problem exists; the employee will know what to do.
Your team members feel hesitant about taking you to meetings.
Five customers have complained so far, and we don’t want to lose their business.
This is distracting at meetings.
Several people have complained that your approach intimidates them and they can’t provide important input.
Several employees have stated that they find your comments offensive.
Some participants in the sessions have said your clothing is distracting.
Quick tip: You may need to speak with the employee one or two more times. Still don’t get a result? Find the situation worsens? Then contact HR.
We have clear policies about dress. You can find them in the employee handbook or contact HR.
So that we can be effective in our presentations, you need to dress in professional clothing—not shorts or jeans.
Several employees have commented on the fact that your style of dress may not be reflecting our unit. In particular, you have worn …
The company does not allow name-calling, insults, and imitations. Yet last week, several employees commented that you made disparaging remarks about members of the team including … This must stop immediately.
In the last meeting, you used swear words when describing your feelings about the project. This is a professional environment, and you need to eliminate these words from your work-life vocabulary.
You must keep your voice at a pitch sufficiently low that no one can hear you beyond a few feet of your desk.
During the meeting, you came and went three separate times. Please do not do that again because entering and exiting a meeting in that way is disruptive and distracting to everyone else.
Numerous employees have commented on a smell emanating from your office.
We need to be sure that all offices are clean and organized to ensure that everyone can work as effectively as possible.
In the last few meetings, several people noticed an odor from the area where you were sitting.
Remember, too, that as a supervisor, if you identify abuse of any kind, you must take action. You can speak separately to the offending employee or engage the victim, if he or she feels comfortable.
Quick tip: If an employee has body odor, tread lightly. He or she may be suffering from an illness or be on medication that causes the smell. Should personal cleanliness be the culprit, be aware that depression or a related issue may be involved.