The Heat is On – So is the Body Odor

Bright Smiles Dentistry: Episode 5

The air conditioning had been holding its own—barely. June brought a wave of sticky heat, and with it came the subtle signs of discomfort: fans quietly added to treatment rooms, iced coffees accumulating in the breakroom fridge, and an unspoken agreement that no one would mention the thermostat again.

Dana had been with Bright Smiles Dentistry long enough to know summer brought quirks: sandal season in a healthcare setting, PTO calendar battles, and occasionally…issues of personal cleanliness. This week, it was clear something was off.

Recognizing a Subtle but Serious Workplace Issue

It started with a post-lunch encounter in the sterilization room. An employee wrinkled her nose slightly and offered a vague, “Whew, it’s warm in here today, huh?” The next day, Nina asked, gently, if Dana had noticed “a little something in room three” after back-to-back procedures. By the third comment, Dana knew what they weren’t saying outright.

One of the assistants was having trouble staying fresh. It wasn’t every day, and no patients had said anything yet. But in close quarters, especially during longer procedures, the scent was starting to linger. And now, employees were whispering instead of working.

Dana stared at her notebook and sighed. This wasn’t the kind of leadership they covered in college or continuing education conferences—time to call in the experts at CEDR HR Solutions.

A Plan for a Delicate Conversation

That afternoon, Dana was able to connect with a CEDR advisor.

“This isn’t a performance issue,” Dana explained carefully, “but it’s… affecting morale. The team’s starting to comment, and I’m worried a patient will be next.”

“You’re absolutely right to address this now,” the advisor said. “These situations are uncomfortable but important to handle well—and we’ve got resources that can help. Plus, it’s super common also. Pretty sure everyone has trouble every now and again with this issue, especially in summer!”

Together, they mapped out a plan. Dana would hold a private, respectful conversation with the employee. No accusations. Just a calm, factual tone. CEDR provided her with a sample script to guide the conversation and recommended reviewing the CEDR’s course on employee hygiene concerns before the meeting.

She was reminded to be aware of potential ADA or similar state law considerations, in case the issue stemmed from a medical condition. Documentation would be key—not as a disciplinary note, but as a private record stored in the HR Vault within backstageHR. She would be sure to fill out the Employee Interaction Log that CEDR sent her to keep it organized and written properly in case the issue persisted.

The advisor also cautioned against sending a team-wide message unless Dana independently identified this as a group-wide concern. “Otherwise,” the advisor said, “people may connect the dots—and that can lead to even more awkwardness or resentment.”

Instead, Dana would quietly monitor the team over the coming weeks. If she noticed a broader pattern, she could revisit the idea of a general reminder.

Gaining Confidence Through Guidance and Learning

The next morning, Dana listened to an episode of the What the Hell Just Happened?! podcast on employee hygiene on her way into work. The topic was addressing personal hygiene and other odor concerns in the workplace.

She listened carefully as Paul Edwards, the host, and his guest, Tiana Starke, walked through the nuances of how to lead with empathy and avoid assumptions. They emphasized that this wasn’t about shaming – it was about preserving professionalism and patient comfort in close-proximity healthcare settings.

One thing they said stuck with her: “If you don’t address it, people will talk. And the employee will know. That’s not leadership. Having the conversation is.”

When Dana got to work, she watched the online course in backstageHR that CEDR sent her on the very same topic, and followed it by printing the Employee Interaction Log that the advisor emailed her, so she would be ready to document appropriately.

Honest and Kind Conversation

By mid-afternoon, Dana had mentally rehearsed what she’d say at least a dozen times. When she finally asked Ben to step into her office, she still felt the nerves, but she also felt prepared.

“Hey,” she began, her tone even and warm, “I really appreciate how hard you’ve been working, especially these past few weeks. I want to talk with you about something a little awkward, but important.”

The assistant shifted slightly in their seat.

“There have been some observations—nothing you’ve done wrong, just something I wanted to check in on,” Dana continued. “There have been a few days where there’s been a noticeable body odor. And I know it’s hot out and things can sneak up on us, but I wanted to bring it to your attention in case it’s something you weren’t aware of.”

They blinked, clearly caught off guard. Their face flushed with embarrassment, they looked down at their shoes. “I… wow. I didn’t know. I’ve been trying this new all-natural deodorant. I guess it’s not doing the job.”

Dana nodded gently. “I totally get it. Honestly, I’ve tried a few of those myself. They don’t always hold up in the summer, and of course, it can be impossible to know the deodorant isn’t working if no one says something about it. That’s why I wanted to bring it up. My goal here is just to make sure you’re aware, because of how close we all work with each other and with patients. I don’t want you to be in an uncomfortable situation if a patient were to say something about it.”

The assistant nodded, still flushed, but with relief in their voice. “No, that’s really kind of you. I’ll make sure it’s taken care of.”

Quiet Leadership That Makes a Difference

After the conversation, Dana pulled out the Employee Interaction Log and documented the exchange: 6/12 – Spoke with employee re: reports of occasional body odor. He said he was trying a new natural deodorant. Let him know there’s a noticeable smell, brought to his attention due to working closely with patients and the team. Employee was receptive.

Over the next week, she made a point to walk around the office frequently to check things out. She popped into breakrooms more often, poked her head into ops casually, and checked in with the team—looking not just for interpersonal tension or patient backups, but for signs of any broader issues. Quietly, discreetly, she made herself available and aware.

So far, there were no new red flags.

Dana knew no one loved these conversations. But with the right guidance and support, she didn’t have to dread them either.