Ask a Manager

It’s five answers to five questions. Here we go…

1. My manager wants me to buy our whole team expensive coffee

I work part-time in a small department of four. My director (not in our department) and I were recently discussing some of my supervisor’s failings (which is a different issue) and one of the things that I mentioned was that she is often cliquish with the other full-time employee in the department, not sharing information with the part-timers and gossiping, etc.

One of my examples was that often (at least two times a week), my supervisor has the other full-time employee bring her Starbucks. Mostly this happens right in front of us with no offer to grab us some, and it doesn’t seem as though the my supervisor pays her back or gets the next round. It’s not really a big deal, but sort of annoying in the “gifts flow downward” aspect of business, plus, it’s just sort of rude and inconsiderate to everyone who is sitting right beside them. Not something I would bring up on its own, but as an example of this reflecting poorly on my manager because it seems like she is getting special favors from this other employee.

I guess my director talked to my supervisor because a few days later we were all given a small Starbucks drink from my supervisor and told we would get the next “round.” I didn’t really want a 500-calorie sugar and caffeine bomb at 4:30 p.m., but it was already bought, so I took it. Now the other part-time employee is upset because every third Friday, we are expected to bring in drinks for our department. Neither of us can really afford that on a part-time salary. In addition to this, if I go to Starbucks on my own, I get the evil eye, or if I go on break, my supervisor asks “Are you going to Starbucks?” I don’t really think I should have to buy my boss a drink every time I go to Starbucks, but I realize I am the one that started this mess!

How do I get out of buying my department coffee every month?

“I can’t afford to buy everyone coffee every few weeks, so I’m going to bow out of the rotation (and of course I don’t expect anyone to buy it for me either).”

And if your manager notices you’re going to Starbucks and asks you to get her a drink, say, “Sure, but I don’t have enough cash — can you give me enough to cover your drink?” or “Sure, I think it’s about $4” (or whatever their drink costs).

And if you just notice her giving you the evil eye for going, ask about it directly: “You look bothered — did I do something wrong?” Followed by, if necessary, “Yes, on occasion I treat myself to Starbucks. I can’t afford to buy it for everyone.”

Straightforward, not a doormat, and totally reasonable.

You also might mention to your director that whatever talk she had with your manager didn’t quite work the way she probably intended.

Read an update to this letter here.

2. Getting paid for doing multiple jobs

I’ve had some success over the years doing the work of multiple people – whether personally producing multiple times the output of colleagues, or showing managers how to triple their team’s output, or increasing efficiency to the point where I could (if asked) take over an entire team’s workload. This would save my managers the costs of multiple employees, as well as their equipment and the space they take up in the workplace. Yet when I ask or offer, even when going a couple of levels up the chain of command, I’ve never found any enthusiasm for the idea. The people who would save money and could take credit don’t want a reduced team size; the people who don’t care about that particular team don’t consider the potential savings particularly significant at higher levels.

I’m good at finding these kinds of super-efficiencies, and I’d like to get paid for producing the work of up to 51 people (my record) at once, and usually doing it better. Even if I’m only doing the work of two people, it’d surely make financial sense to pay me both salaries and halve the costs of superannuation, equipment, and employee management. So why the reluctance? Is there anything I can do (or stop doing) to get management to save money by paying me more? I’m happy to consider working as a subcontractor or any other structure, but just can’t seem to get traction.

You can absolutely make a strong case for a raise, but it’s really unlikely that you’re going to get paid the salaries of two people (let alone 51); companies just don’t usually do that. The fact that they don’t consider the savings particularly significant at higher levels is particularly relevant here — if they don’t find them significant, they’re not going to be especially motivated to pay significantly more for them.

But absolutely ask for a raise — just aim for something in the 10-15% range (which is good for a raise), maybe even 20%, depending on how strong of a case you can make (in terms that they do find significant), not double.

3. How long should we give candidates to return calls about interviews?

What is a reasonable time period to wait for return a phone from a job applicant who we would like to interview for a position?

We are a very small utility company that needs to hire locally. We put an ad in the paper and received 11 applications. These were screened down to 5 for interviews. We called them all, either getting the applicant in person (3), or leaving a voice message (2) on their cell and home phones. One of these 2 applicants returned our call over four days later, after all of the other interviews were completed, and we found a good candidate to hire. I want to tell the applicant he was too late. Is four days reasonable to have waited for the return phone call to say this?

Sure. I’d always give people at least two business days, but you were moving quickly and had already found someone to hire. It’s fine to say, “Since we left you the message, we’ve already completed our interviews and made a hire.” The exception to this would be if he looked unusually strong and acknowledged the delay in getting back to you, in which case it would probably be in your interests to talk with him and see if he’s stronger than the person you were about to hire (unless you’ve already made that person an offer), since you want to hire the best person, not the fastest person.

4. I lied about graduating from high school

I was recently hired two weeks ago. However I lie and say I have an high school diploma. But the position requires experience of 2 to 3 years. And I have 14 years of qualifications. Can I be let go? It would be over 24 years since I’ve been in school. Can the employer request my transcript from the last school I attended?

They could fire you over that, and they could request proof of graduation or a transcript, but it’s pretty unlikely that they’re going to check on that after you were hired (especially for high school versus college). That said, I’d consider taking the GED just so that you don’t have to keep worrying about it and can get some peace of mind.

5. Phone call after interviews

I recently completed a phone interview and 2 face to face interviews the past 2 weeks. Two days after the last interview I received an email asking for a follow-up phone call to be scheduled next Monday at 5 p.m. – is that a good sign? I have never had a follow-up call scheduled after interviews or at 5 p.m.?

Don’t read anything into it. It could be that they realized they had more questions for you, or they want to tell you about some change to the job description, or they want to talk references — or even that they want to offer you the job or tell that they’re rejecting you. In other words, it could be anything or nothing. Don’t read anything into it or the time of the call.

It’s five answers to five questions. Here we go…

1. Should I tell my boss I made a major mistake?

I’ve recently made a pretty big mistake at my workplace. No one knows about this yet, but it’s a mistake that will definitely reveal itself with a few weeks (quite possibly even less). I’ve worked for this company for about 9 months, and have made about 2 other big mistakes like this for the same reason: not double-checking my work.

My boss has already had a conversation with me about double-checking my work and about the other mistakes. Through my resources, I have found that this is currently a $500 mistake. (I say currently, because the prices on the products we sell change according to the market.) This is probably the most costly mistake that I have made while working for this company. However, I know for a fact that this is not the worst (or most costly) mistake made within this company. Someone else made a mistake that cost well over $10,000 and was fired shortly after. Others have made mistakes that probably cost even more, but I can’t say for certain on the cost amount.

I’ve also tried thinking of ways to fix this, but it’s practically impossible because it’s not on the client’s side, it’s the company’s problem. In short, I gave the clients a more expensive product for the price of a different, cheaper product.

Should I tell my boss about this or should I not say anything? Other notes: Within a week I am planning to give my two weeks notice (for other reasons, not the mistakes). So I would be working for another 3 weeks total.

Yes, you should tell your boss. First thing on Monday.

You look far, far worse if you don’t say something — and as you note, it’s going to come out anyway. It’s much worse professionally to be someone who makes mistakes and doesn’t even realize it or tries to cover them up than to be someone who simply makes mistakes. I get that it sucks to have to have the conversation, but it’s the only way to go (and you’ll likely feel better once you do).

2. Quitting a job when a relative is pressing me to stay

I’ve given my current company notice to quit my job, but some problems occurred. I know normally people give two weeks of notice prior to the leaving date, but I’ve given a full month due to (1) the fact that the supervisor is my relative and she introduced me in to the job (my very first one), (2) they’re always short on people, and (3) I’m quitting few weeks before the peak season.

All went well until my supervisor (my relative) asked me if I could stay longer to help out for a few more weeks. They actually found another person who will take over my position, but she had already requested time off (like, few moths ago) right after my departure time. This mean that the company will be VERY short on people in during that specific time, and that time period is one of the most critical of the year. I’ve told her before that I’m staying to help until the very last day when my apartment lease is up, yet she counter-offered housing (we’re relatives, after all). Which means that my reason for leaving can be solved, at least for a while for me to help out. I’m actively searching for new jobs in the new city I’m moving to, but haven’t heard back any results yet.

I don’t think I should accept the offer because I would need time to go to interviews and land a job ASAP. But I really don’t know how to decline this. What should I do?

If you don’t want to stay, don’t be pressured into staying. You can say this: “I appreciate the offer, but I need to move to New City ASAP so that I can focus on finding a job there. But I’ll definitely work through (planned last day).” Then hold firm.

3. I haven’t had my evaluation yet

My company policy says that we are supposed to have a yearly review with our managers. I know for a fact that two of the four people who work under my manager have had yearly reviews this year (they mentioned it in passing) and the third person just started in February. I have been working here since March of 2014 and have yet to have a review with my manager. I don’t know if he forgot or if there was a reason, but he’s never even mentioned it. Should I ask about it or just let it go? Is there any reason a typical manager might choose not to do a yearly review for an employee?

Laziness, often — reviews take a lot of time and thought. If your manager is doing it for some people but not for you, it could be because he figures things are going fine with you; I would definitely never skip the review of someone who I had concerns about.

In any case, do you want a review? If so, then say, “I realized we haven’t done my annual review yet. Could we schedule it?”

4. What does this response to my thank-you note mean?

A department manager interviewed me today. I emailed her a thank-you note expressing that it was a pleasure meeting with her. I didn’t expect a response, but to my surprise she immediately responded back with “My pleasure.” How would explain her response?

Politeness.

I know it’s tempting to try to read into little details when you’re waiting to hear back about a job, but “my pleasure” is a very normal, polite response to a thank-you. That’s really all you should take it as in this case too.

5. I negotiated salary and it worked

I just wanted to send you a quick note to say thank you for the posts you have on salary negotiation. I received an offer that I was pretty satisfied with, but I thought I’d take my first crack at negotiating salary after reading some of the posts on Ask a Manager. I modeled what I said off of this post, stopped talking, and was able to get quite a bit more than I was expecting them to offer in return.

It was surprisingly easy, and made me realize that my future employer was probably also expecting me to negotiate when they gave me the initial offer. It’s tough to keep that it mind, especially when I just felt grateful to have an offer at all, but I think it’s true.

Yay! Congratulations on your new job and all that extra money!

It’s five answers to five questions. Here we go…

1. Employee gets drunk and belligerent on business trips

I need to know the proper way to handle the fact that one of our employees drinks at night while on the road with the crew. Our company pays for the hotel rooms and the guys bunk two to a room. We are getting complaints that one of the guys drinks every night and becomes loud and belligerent and it is difficult for the other employees to share a room with him.

“Tyrion, I’m getting reports that when you drink in the evenings on business trips, you’re loud and disruptive when you come back to the hotel. What’s going on?”

…. Followed by, “When you’re on company-paid travel and sharing space with other employees, we need you to considerate and respectful of your colleagues. You’re an adult and I’m not going to police your drinking, but I have an obligation to ensure that other employees aren’t impacted by it. That means that if I get further reports of this, we will need to ____.” (Fill in with whatever you deem appropriate consequences: pull him off the road, let him go, whatever it might be.)

2. Are employee referrals effective?

Are employee referrals effective? Do most companies these days take them seriously? Can we assume that we will at least receive some sort of confirmation or does it not really matter much that another employee referred us? If we don’t hear back in a certain time frame, should we just assume they won’t be getting back to us?

It depends on the type of the referral. There are three types, in order of least effective to most effective: (1) the “this is my brother-in-law’s neighbor, and I don’t really know him but he asked me to forward his resume along” referral, (2) the “I know Jane socially and think she’s smart and driven but have never worked with her before” referral, and (3) the “I used to work with Jane and she was awesome and I can personally vouch for her work” referral. The first is unlikely to give you a significant advantage, whereas the third carries a lot of weight (as long as the person referring you is known to do good work themselves and to have good judgment) and the middle one will usually at least get you looked at.

It sounds like you’re the person being referred. If you’re in the first category, I’d treat it as basically the same as any other job application (meaning that you might hear back and you might not). If you’re in the second or third category and you don’t hear anything after a few weeks, you could mention to your referrer, “Hey, I just wanted to let you know that I haven’t heard anything back from Teapots Inc., but thank you for referring me nonetheless!” It’s possible that that will nudge them to follow up on your behalf — but that’s solely in their court. On your end of things, your best bet is just to move on mentally and let it be a pleasant surprise if you do get contacted.

3. My manager keeps calling me while I’m out sick

I am currently off sick with bronchitis. I rang my department and explained i was going to be off. I have been to my GP, who said I can self-certificate (Ed. note: This appears to be a U.K. thing) for the first 7 days. I let the department know. My manager rang but I was alseep and rang back and spoke to somone else in the team and told them I wouldn’t be in. My manager rang again but again I missed the call. Every time I call back but she has either left or in a meeting. This has happened nearly every day. I feel like im being harassed by her. Surely she shouldn’t keep ringing me?

Leave her a message that says this: “Jane, since we seem to be playing phone tag (probably because I’m sleeping a lot), will you shoot me an email at my home email, which is X, to let me know what you need? I’m hoping I’ll be back in next week, but I’ll let you know once I know for sure.”

4. How to keep a good paper trail

I wanted to ask how can employees keep a good paper trail at work. Whenever I thought of keeping a paper trail, I always visualize retaining email conversations. But I understand that there might be circumstances where we cannot use email to communicate with our colleagues and we might not always be able to sent a confirmation email after discussion with our colleagues. What do you suggest we do in these circumstances?

I don’t want situations where I will explain that a coworker said this task is how it is done, and have the coworker deny they ever said it just because I do not have a good paper trail of our conversation.

Do you have specific reason to fear that’s going to happen with a particular person? If so, it’s fine to send a quick email summary after a conversation, with a note like “Just wanted to write this up so we both have the details and can consult it later if we need to.” (You reference situations where you wouldn’t be able to do that, but I’m not sure what those would be — you can nearly always do that.)

But if you don’t have reason to worry that you’re going to get into a he-said/she-said, or if you don’t actually need to have written record of something, I wouldn’t do it solely to create a paper trail — that’s going to come across a little strangely and won’t be a good use of your time. If you’re dealing with a particular problem person or problem situation, then sure — but there’s no need to do it just for the sake of doing it. (You will hear differently from people who work in highly toxic environments and thus have learned to always do it, but again, that goes back to assessing your situation and figuring out if there’s actually a need or not.)

5. A recruiter reached out to schedule a phone interview but I haven’t heard back

I applied for a job on a company website. About a week later (this past Monday), the recruiter for the position sent me an email to say that he reviewed my resume and wanted to set up a 30-minute phone call to talk more about my background. He suggested I supply 3-5 dates/times in the next week. I wrote back a couple hours later to say my schedule was a bit uncertain this week and that I needed to wait until the next day before I could suggest some options. I followed up the next day (Tuesday) as promised and proposed three days (with a 3-hour window on each day). The first option I proposed was two days later (Thursday), so I wrote him again (a third time) late Wednesday afternoon to explain that it was getting a bit late in the day and I wanted to find out if he had a chance to review my schedule (and if the next morning would work for him). I also asked if he could please let me know by that evening since I was holding the date/time open. Still no word.

The only email I have receive from him was his initial email to me on Monday morning. I think it is reasonable that I should have received some kind of communication from him by now. Maybe this happens occasionally. At this point I do not plan on writing back for a few days to see what happens. What course of action would you suggest in situation like this?

It’s in his court. Assume this isn’t happening for whatever reason, move on, and let it be a pleasant surprise if he does get back to you.

Yes, that sucks, but it’s also really, really common. You’ve followed up twice, and there’s really nothing more you can do without being overly pushy.