Scented Products in the Workplace
Guidelines for all Employees
Purpose
Company X encourages its employees and clients to be considerate of individuals, both co-workers and clients, who may have sensitivities to scented products.
In place of scented products, all employees are encouraged to use scent-free products.
These guidelines aim to raise awareness about sensitivites to scents in the workplace and provide recommendations on approaches that can be used to deal with this issue.
Application
These guidelines are applicable to all Company X workplaces.
Guideline Description
Employees who are knowingly in contact with employees or clients who have sensitivities to scents shall refrain from using or wearing scented products while in the workplace.
Employees who regularly deal with external clients are encouraged to refrain from using or wearing scented products while in the workplace.
Employees who attend gatherings within the workplace (eg. meetings, training sessions, special events) shall refrain from using scented products.
Employees absent from the workplace due to an exposure to scents in the workplace should be referred to occupational health and safety.
Responsibilities
Occupational Health Consultants shall provide advice and assistance in support of these guidelines.
Managers shall:
- Promote awareness of these guidelines within their work group and take all necessary steps to promote a healthy and safe workplace.
- Post signage/posters as appropriate.
- Strive to identify and eliminate scented products and items from the workplace (cleaning products, white board markers, etc.)
Employees shall refrain from using or wearing scented products while in the workplace when they are in contact with employees or clients with sensitivities to scented products.
Suggested approaches
If a co-worker or other person in your workplace uses a scented product that is causing you health concerns:
- Communicate your concerns in a respectful, open manner to the person and let them know which scented products affect your health. Cooperation and understanding will likely assist greatly in resolving the issue.
- Kindly request that the person either reduce or eliminate the use of the scented product.
- If the resolution is successful, recognize the cooperation of the parties involved. If the resolution is not successful, revisit the situation and review other potential alternative solutions. It may be necessary to involve your Manager/Supervisor if resolutions are not successful, or if you are not comfortable approaching the person.
If approached by a co-worker or other person in your workplace about the use of a scented product:
- Listen to concerns communicated in a non-defensive way and seek clarification of the problem. Clarify the type, amount and the form of the scented product believed to be at issue.
- Attempt to come up with a mutual resolution to the problem and cooperate in the implementation of resolutions.
- If you are not comfortable with the co-worker’s request, seek the assistance of your Manager/Supervisor.
If you as a manager/supervisor are asked to deal with this issue:
- Acquire an understanding of the issue. Ask the affected employee to describe the problem: types of scents, details of how the specific scented product(s) is impacting their ability to perform work.
- Involve occupational health and safety early. When occupational health and safety has confirmed that an employee has a documented medical condition that is aggravated by a scented product, the employee shall be accommodated in accordance with the Duty to Accommodate Policy.
- Maintain privacy and confidentiality of the employee’s health issues and focus on the environment and associated scented products. Work closely with the individual to understand what is required to accommodate the sensitivity. The goal, where possible, is to adapt the work environment to the employee’s needs.
- With the employee’s input, agree on the next steps which could include the provision of an information session to all staff.
- Discuss concerns with individual(s) who use the scented products separately and privately. The aim of the discussion is to foster mutual respect for an employee who has a genuine concern or issue with scents in the workplace. It may be appropriate to have the discussion without disclosing the concerned individual if possible.
- To accommodate an employee’s needs, posters will be provided by occupational health and safety.
Notification and Signage
Posters will be placed on all health and safety boards. Signage and posters will be installed in all workplaces open to the public.
Definitions
Scents are produced by products such as: perfumes, scented hair sprays, scented deodorants, after shave lotions, colognes, air fresheners, pot pourri, and scented cosmetics.
Workplace includes all Company X buildings and vehicles.
Contact
For more information, contact occupational health and safety.
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