Practical ways of dealing with sensitive employment situations
At times sensitive situations can arise at work that aren’t always the easiest to handle. If you’re a HR professional it’s imperative that you are equipped to support line managers on how to handle these issues with empathy but proactively.
This helps to resolve the issue as quickly as possible and avoid further embarrassment and anxiety. On the other hand, getting things wrong can make employees feel alienated or uncomfortable.
Are you confident that you can handle these situations with professionalism and best practice?
Here are a couple of examples of sensitive or difficult situations at work and how best to manage them:
1. How to handle a staff member who has body odour
A staff member with body odour or poor personal hygiene can make work uncomfortable. A majority of workers feel that this is the most awkward conversation to have with a colleague. A practical strategy is simply to confront the issue with sensitivity and empathy and make sure that it stays private.
Take the colleague aside where others won’t intrude and have a firm yet understanding conversation. Frame the conversation in a non-accusatory way and give practical suggestions like:
- An alternative deodorant brand
- Switching from polyester to cotton shirts.
With this issue, it’s important to make sure there’s an ongoing pattern and not rush into the conversation based on one instance. Similarly, find out if there are any underlying issues that might be contributing. Feeling isolated or anxious at work might be a factor, so take steps to address these issues if necessary.
2. How to handle romantic relationships at work
22% of respondents in a 2019 survey said they met their partner at work. Some workplaces have clear policies to help you handle this issue, but not every company does. There aren’t specific laws governing romantic relationships at work, so individual businesses need to identify for themselves how to handle these situations.
Setting clear expectations is important. Many workplaces have a policy that personal relationships are acceptable as long as they don’t interfere with business operations or workplace conduct. If employees approach you about a romantic relationship, firmly reiterate the expectations and work with them to ensure the relationship doesn’t affect work. Follow your policies regardless of who is involved in the relationship and be vigilant about potential issues like:
- Conflicts of interest
- Confidentiality risks
- Potential discrimination if the relationship breaks down.
3. How to handle gossip
Workplace gossip is almost inevitable. Whilst studies have shown that 61% of gossip is typically positive in nature, that still means that plenty of it isn’t. This can negatively impact morale and productivity. In the worst cases, gossip and rumours can be considered a form of workplace harassment.
Again, establishing firm expectations is a great practical step. Make it clear that negative workplace gossip could result in disciplinary action. Other proactive steps you can take are:
- • Have an open-door policy so employees feel confident enough to directly raise concerns
- • Set a positive example by avoiding gossip yourself and shutting down rumours quickly
- • Privately and directly address those who engage in gossip
- • Keep employees busy so there’s less time to gossip
4. How to handle inappropriate clothing choices
Expectations for clothing at work are continually evolving, but most workplaces still have some form of dress code. It’s essential that employees understand the expectations in the first place; rather than using broad terms like “formal” or “smart casual”, provide clear examples of what is and is not acceptable. Be consistent with enforcing the rules and understand the difference between an outfit that’s in poor taste and one that violates the dress code.
If an employee does turn up dressed in a way that isn’t appropriate, take them aside for a private discussion. During the conversation:
- Explain why the outfit is inappropriate, referring back to company policy
- Review the dress code together so the employee understands what’s acceptable
- Recommend that they show caution in future when making clothing choices for work
- Suggest a practical solution such as time to go home and change
5. How to handle a Whistleblowing claim
Whistleblowing is serious and needs to be handled with care and sensitivity. It’s important that you follow your Company Whistleblowing Policy and ensure the staff member who blows the whistle is protected – they’re entitled to compensation if they’re victimised or discriminated against because of their disclosure. Whistleblowing relates to disclosures of serious offences like:
- Criminal activity
- Health and safety dangers
- Environmental damage
- Miscarriage of justice
If one of your staff has blown the whistle, you should react promptly. As well as conducting an investigation, you need to give reassurance to the whistleblower. Keep their allegations confidential as far as possible and explicitly tell them that their position at work will not be affected. It’s likely that the staff member might feel anxious or concerned, so give them access to practical support like counselling or advice services. It’s also advisable to keep a record of any incidences of whistleblowing so these can be reviewed if necessary.
Get in touch with BluSkyHR
Some sensitive employment situations can be resolved fairly quickly, whilst others can be more complex to deal with. Regardless of whether it’s a one-off issue with workwear or a serious whistleblowing concern, understanding how to handle these issues appropriately means that everyone in your organisation feels supported.
BluSky HR offers professional HR services with particular expertise in the healthcare and education sectors. However, our services are available to businesses across all industries and sectors, providing flexible and bespoke HR services and support to meet your business needs. To find out more or to discuss your requirements please get in touch.