Ask a Manager

I’m off for a few days. Here are some past letters that I’m making new again, rather than leaving them to wilt in the archives.

1. My coworkers won’t help me cut expenses

A few months ago we received an email from the Big Boss (head of our business unit) that we are entering a “cost cutting” exercise due to business needs and they need everyone to make efforts to ensure our costs/expenses are “as close to zero as possible.”

I’m in an internal role that doesn’t deal with contracts, purchases, software licensing, travel, etc. so there’s only a limited amount I can contribute to that cost cutting. But I’ve done what I can — e.g. I walked five miles with heavy equipment rather than take public transport which the others did. I “forgot” to claim for overtime payments that I should/could have claimed (not in U.S. so those laws don’t apply), didn’t claim mileage for driving two hours out of my way multiple times, etc. It’s galling every month the department admin sends out the emails asking for “overtime forms” and “travel expenses” and I know I have a lot I could claim and don’t.

We have to work late a couple of times a month due to client deadlines (the company usually orders food in) and I’ve gone on “hunger strike” conspicuously refusing to eat or order, and working through while others eat the company-paid pizzas, etc. (we know in advance when we’ll have to stay late – why didn’t they bring their own food?!) because I don’t believe that’s a legit business expense. I’ve tried to convince the others but without success.

I’ve now asked to reduce my retirement contributions (matched by the company) which will save them thousands a year. I’ve indicated to HR that I want to opt out of the healthcare insurance at the next renewal date.

I’ve done pretty much everything I can at this point other than asking for a pay cut (which I could — I’m senior, single and have enough money but I realize this could affect my prospects in the future) but I’m becoming more and more resentful of coworkers who haven’t even considered the things I’ve done. They still submit overtime, travel expenses, etc. At some point we all have to pull together but I feel like I’m the only one pulling.

Whoa, you are making way too many sacrifices here. You should not be walking five miles with heavy equipment or not getting paid for time you worked, and conspicuously not having a slice of pizza isn’t going to make any practical difference. As for reducing your retirement contributions and opting out of health insurance (!!) — NO. Is it too late to undo that?

“Help us cut costs” means “watch for extraneous spending and be frugal with business expenses.” It does not mean “take on great personal sacrifice for the benefit of a company someone else owns.” What you are doing is way beyond the realm of anything that would be expected, some of it won’t even matter (the hunger strike), and the rest of it is so extreme as to be entering the realm of the absurd unless this is your own personal business and you get all the profits.

You should of course respect requests to watch expenses, but it’s actually not helpful to do what you’re doing because it creates a false idea of what various projects cost. It’s also going to look incredibly weird to your coworkers, especially when you pressure them to join you, to the point that it could reflect on your judgment long after this is over.

Leave your retirement account and your health care alone. Submit for the money that you’re owed. Quit the hunger strikes. Be responsible with expenses, and leave it there.

– 2019

Read an update to this letter here.

2. Inviting all coworkers except one to a personal party

I’m the manager of a small retail team, there are nine of us including myself, and we mostly get on really well. Recently we were struggling as we were understaffed and couldn’t find anyone suitable, so I took on the best candidate that had applied, let’s call her Sam. Even though she was far from ideal, we were really that desperate.

Although Sam’s performance hasn’t been great and she hasn’t integrated into the team at all, that’s not why I’m writing. Another of my team, Cat, has recently got engaged and is throwing an engagement party with her fiancé. Cat is excellent at her job, is well liked by everyone, and would like to invite the team, except for the fact that she cannot stand Sam and doesn’t want her there. I have a feeling I already know the answer, but is there a way to invite all but one of the team? (This isn’t a work event. It’s a personal event, but she’ll probably give out the invites when she sees us at work.)

Because it’s Cat’s own personal event outside of work, you can’t dictate who she does and doesn’t invite. But inviting everyone but one person is a pretty unkind act, and it has the potential to be a toxic act, by making Sam feel clearly excluded and making others feel that excluding Sam is now a thing that happens.

While Cat can invite anyone she wants to her private event and you can’t control that, you do have standing to point out the problem to her and ask her to consider handling it differently. You could, for example, say something to her like, “Inviting the entire team except one person is exclusionary and is the sort of thing that could impact the team dynamics here in a negative way. It will look like you deliberately singled out Sam, and that’s unkind, even if you don’t intend it that way. I’d ask you to take that into account when deciding how to handle your invitations.” And certainly if she proceeds with her plan, you can tell her she needs to keep it out of the office.

– 2018

3. My rude coworker owes me money and won’t pay me back

A coworker owes me a not insignificant sum of money and won’t pay me back. I realize it’s not wise to lend money to your coworkers but our situation was a little different in that I haven’t technically given her anything directly. Let me explain.

One of our office mates (we share an office with four other people) was celebrating a major professional accomplishment and invited us all over to her house. The Rude Coworker suggested we all spring for a nice gift for her and suggested a sum each of us should pay. I won’t give you the dollar amount since we’re not in the U.S., but it was about a week’s worth of groceries per person. It was quite a lot for my budget but I wanted to be a good friend to my friend, the celebrating coworker, and so I agreed. So the four of us agreed on a gift, and it so happened that it was available in an online store I have an account with, so I was the one who ended up ordering it. The other two coworkers paid me back immediately but the Rude Coworker didn’t. I asked her twice about it. The first time she said she didn’t have any money. I suggested she could pay me back with her next paycheck but we have since been paid, and still nothing. I asked her a second time and she said she didn’t have the money, in a bored and dismissive tone of voice. For context, she is well paid, wearing designer clothes and going on fancy vacations. She also buys takeout coffee every day. We are peers but because she’s so abrasive and at times bully-ish that most of our colleagues walk on tiptoes around her.

How do I get my money back? We do not really have a manager — we are all professionals who technically report to a coordinator but are left alone to do our work 99% of the time. I could really use the money right now, and it makes me really angry to essentially have to beg her to do the right thing.

Ugh, she’s being horrible. It’s possible that you may not get your money back because there’s no way to force her to pay you, but you can up your chances by being even more direct. Instead of just asking her for the money, say something like this: “Jane, that money was a week’s worth of groceries for me. I need you to pay me back as you agreed. Can you Venmo me right now?” If she says she can’t, then say, “I really need the money paid back; I have bills I need to pay. Can you pay it tomorrow?” And then you have this conversation with her every single day until she pays you back. There’s a decent chance that she’ll get sick enough of having to talk about it that she will, in fact, pay you back. (Right now, I think you’re using too light of a touch for the situation. You need to follow up on it every day; make it uncomfortable for her not to pay you back.)

If that doesn’t work, you can also try enlisting your other coworkers in shaming her. If all three of you sit down with her and say, “We agreed to each pay $X for a group gift, and Jane, we still need your contribution — it’s really unfair to stick to Miranda with the bill for your share,” she may be sufficiently shamed to actually pay you.

Jane sucks.

Read an update to this letter here.

– 2018

4. Explaining religious Plain Dress in a job interview

I have a question about interviews and my unusual clothing. I’m a member of a church that practices Plain Dress (think Amish or Old Order Mennonites). However, I’m interviewing for jobs where my clothing stands out. Most people have only seen Plain Dress during the obligatory Amish episode of their favorite TV series, and have a lot of wildly inaccurate ideas regarding people who dress like me.

Because of my beliefs, I won’t be showing up in traditional interview clothing, but my clothing is still businesslike. I’m worried that some will think I’m just dressed down. I also wear a hat, which I don’t remove. Do you have any suggestions for diffusing the situation without coming across as a “religious nutter”?

I’m actually not so concerned about you needing to explain your clothing, which still reads as fairly conservative. It’s the hat that I think you might need to explain, since it will stay on during the interview. For that, I think you could simply say, “I leave my hat on for religious reasons,” and that should be enough. Even if people aren’t familiar with Plain Dress in particular, they’re probably familiar with the idea of religious head coverings, and I think you should be fine from there.

And I don’t think you have to worry about the “religious nutter” thing. People will usually take their cues from you, and if you’re low-key and matter-of-fact about it, it shouldn’t be a big deal.

Read an update to this letter here.

– 2017