Dressing the Part

April 20, 2006

Did you ever look at one of your employees and think to yourself, "Wow, I can't believe she's wearing that!"

Was it because her outfit that day was a bit too revealing or provocative?

Or was it because she came to work dressed in clothing better suited for the gym or the beach than for the workplace?

Maybe, it was because the employee wore a sloppy T-shirt and wrinkled pants to work that day, looking like she had just rolled out of bed.

Either way, the sight of an employee dressed inappropriately for work momentarily sends a shock wave through your senses as you try to decide what to do about the situation. Should you say something to the employee or wait and have a talk with her later in the privacy of your office? Perhaps you're wondering if you should send her home to change. Then, you think to yourself, "Maybe I can get the HR manager to talk to her instead. Yes, that's it. Get someone else to handle this situation. After all, why should I have to deal with these problems?"

The truth is, there has been a noticeable change in the standard of dress and appearance in the workplace today, as many organizations have adopted a less formal work environment. Suits and neckties have given way to Business Casual, as the new dress code in many work settings.

Unfortunately, some employees have interpreted this shift in standards to mean that anything goes. As a result, the standard continues to decline. In fact, in some organizations it's difficult to tell the difference any more between Business Casual and Weekend Casual.

Managers face an awkward and uncomfortable situation here. It's never easy to talk with someone about their appearance. Added to that, you run the risk of provoking an angry confrontation. Some employees behave as if their right to wear jeans and capri pants is expressly guaranteed in the Constitution and Bill of Rights.

Regardless, as a manager you can't ignore sloppy or inappropriate dress in your department. Like it or not, the appearance of your employees is important. If your employees project a professional image, it leaves a positive impact on customers, upper management and other workers. Likewise, an unprofessional image reflects poorly on the organization and on you as the manager. Customers are inclined to believe that if the company representative looks sloppy, then the service, products and quality of management are, too.

So, as a manager where do you draw the line with your employees? And how can you deal with specific violations without embarassing employees or yourself, or encountering hostility? Here are a few tips.

Build Support

First, try to get support from upper management to make it a priority. You will have a much easier time selling the concept to the people in your own department if it is part of a larger, organization-wide effort.

Hold a Group Meeting

Meet with your team. Explain what you are trying to do and why. Tell them you have noticed a slippage in the professional appearance and image of the organization. Keep the conversation general, taking care not to single out any one person in particular. Explain how the success of the organization depends upon a favorable image in the minds of customers, suppliers, and others. Be sure to share any comments you may have received from customers, the public, or other sources external to the organization that suggest a potential problem.

If your organization has an official dress code, be sure to distribute copies at the meeting. If not, then draft a list of what you consider to be appropriate professional attire for your organization. Take into consideration the norms for your industry and geographic area, as well as the nature of the work, and the type of customers you serve. Whatever you decide, settle on a clear standard and then commit yourself to enforcing it.

Be specific. Provide examples of what is acceptable and what is not acceptable dress and appearance for the workplace. Click here for an excellent description of Business Casual

Follow up with team members not in attendance at the meeting. Provide them with the same information, including a copy of the dress code. This will help ensure a consistent message.

After the meeting, wait a few days and then see if you can tell a difference.

Have a Talk With Offenders

If you see an employee who still hasn't gotten the message, then it's time for a private conference. Here are a few suggestions on how to handle the discussion.

• Begin by reminding the employee of your group meeting. Explain that you are asking the employee for his cooperation on this.
   
• Explain the policy again, as necessary. Be specific about what is and is not considered acceptable dress for the organization. Emphasize the range of choices available to the employee in terms of lengths, colors, fabrics, accessories, and so on, so the employee doesn't feel he is being told what to wear.
   
• Avoid criticizing the individual's choice of clothing or sense of fashion. For example, "There is nothing wrong with what you are wearing. It's just not appropriate for the office."
   
• Don't get side-tracked by an employee who says, "Why are you picking on me? What about Nikki? Why aren't you talking to her?" Remind the employee that you're not here to talk about anyone else. "Let me handle those other situations. I want to keep our discussion focused on you."
   
• Avoid getting into an argument. For example, "I understand you may not agree with the policy. However, we need to have standards. Management has adopted these particular standards because they believe it is in the company's best interest."
   
• Don't try to bully or intimidate the employee with a threat of termination or disciplinary action. Instead concentrate on getting voluntary cooperation. For example, "We may not like it, but people judge our entire organization by our appearance. I want you to be aware of how your own appearance might be perceived by other people so you will be able to make good choices."
   
• If the employee still continues to violate the standards, even after your discussion, then consult with your supervisor or Human Resources manager regarding the appropriate action to take in this case.

Sending the Employee Home

Deviations from established standards may vary from minor infractions to flagrant violations. In some instances it may be necessary to send an employee home to change. For example:

1. You recently held a group meeting and distributed a list of clothing items specifically disallowed, and then the employee shows up for work wearing one of these items;
    
2. You recently talked with the employee about a previous dress code violation, and now it's happened again; or
    
3. The employee's manner of dress is so far removed from the standard that it's likely to cause a stir among customers or coworkers.

If you do have to send an employee home to change, consider calling the person aside where you can talk privately and say, for example, "I'm sorry, but I'm going to have to ask you to go home and change. The (dress/pants/shirt/shoes) you are wearing today are not suitable for work."

If the employee is an hourly worker, discuss with your supervisor or HR manager whether or not the individual should be compensated for the time.

Taking a tactful, but firm position regarding your organization's dress code standards will help ensure a professional, successful workforce.

Best regards,

Stephen Foster, Ph.D., SPHR
Expert Supervisor, LLC
1493 Market Street
Tallahassee, FL 32312
(850) 893-5699

E-mail me at: Steve.Foster@ExpertSupervisor.com.