Ask a Manager

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

1. Can I ask my manager to give me advance notice about what the topics of our meetings will be?

I frequently get emails from the admin assistant at my company stating that my boss (the CEO) wants to meet with me, and proposing a time for the meeting (usually an hour or two later). When I email her back to confirm the proposed time, I usually ask her to let me know what the meeting is about. She never knows. And given that the meetings are within the next couple hours, I’ve never felt that it’s appropriate to go to my boss and ask him what we’ll be discussing. So, I go these meetings without the faintest clue and without having done any preparation.

I feel I could contribute more if I had the opportunity to prepare or at lease cogitate on the topic of discussion prior to the meeting. Is it acceptable to tell my boss that I’d like some more info prior to meetings? Or, it is okay to ask his assistant to inquire about the topic when he requests meetings in the future?

If your answer is along the lines of “No, he’s he CEO, you just have to do what he says,” then I’d just like to put in a plea to all your blog’s boss readers: Please let your employees know what you want to meet with them about! Not everyone is great at thinking on their feet, so please don’t take away our ability to prepare.

Your boss probably just hasn’t thought about the fact that this would be useful to you. It’s perfectly reasonable to say to him, “I’d like to be able to prepare more for our meetings. Would it work for you to pass along the meeting topic to Jane when you ask her to schedule these, so that she can let me know and I’m not coming in blind?”

If your boss says yes, let Jane know about this too so that she can make a point of passing along to you any information he gives her — or to ask him if there’s a topic she should pass along to you if he doesn’t mention one.

2. I’m supposed to come up with team-building activities but my manager shoots them down

My department at the office has a Team Building Committee. Not until I joined this group did I realize just how tough it is to come up with different team building exercises that do not demean anybody, do not make anyone uncomfortable, and actually build a team.

We have had many different types of activities and it is just incredibly hard to keep coming up with more. The last activity that I suggested was more of a “camaraderie” type activity, and when I brought it up to my supervisor for approval (because although they seldom ever join our committee meetings or even provide ideas, they are quick to turn them down), she asked me, “What is the purpose of this activity? How is it going to build them team? What are we going to take away from it?”

So, I guess the activity was just too silly and not substantial enough.

I think that it would be helpful if they would join these meetings with the committee to kind of provide more feedback but, they really never do. It is becoming pretty stressful because my supervisor and manager want activities at the level of a paid consultant. I think that if they are so concerned about team building, perhaps they could invest in a professional. Do you have any team building suggestions that actually do work? This is such a dreadful topic but I would really appreciate any ideas because I’m all out of them.

I recommend you tell your manager that you’ve been looking into best practices on this and realized that you’re better off not doing them at all, because so many people hate team-building and find it a waste of time, and it can actually demoralize and alienate people, which is the opposite of what it’s intended to do.

But if you must do something, I have some thoughts here for things that aren’t traditional team-building activities, but will actually accomplish most of the goals team-buliding is supposed to achieve but generally doesn’t.

3. Personal use of company Mi-Fi

I’m curious what you think of this. I am an auditor for a government agency and travel away from home almost 100% of the time with a team of auditors who work under me. Because we need Internet service anywhere we work, and because the different places where we work may or may not have a way to give us access to the Internet, I have a Mi-Fi box assigned to me for me and my team to use. Up until recently, we had a limited data plan, but now we have unlimited data.

I know for a fact that other managers at my level have begun using their mi-fi on a regular basis to connect their personal cell phones, tablets, laptops, etc., both during in outside of work hours. I know that my boss and my boss’s boss do as well. There are official policies about personal use of laptops and the Internet during work hours but nothing really about this device. When I inquired whether this was ok, I was told it shouldn’t be advertised but that since the data package is unlimited, this is a perk of being in management. 

Part of me feels a little guilty about using this device freely. Should it bother me?

I don’t see why you should feel guilty. You have a plan that gives you unlimited data use, so your personal use while you’re traveling doesn’t cost your company anything extra. Plus, you have a job that keeps you on the road constantly; it’s reasonable to use perks like this to make that travel a little more comfortable. And again, there’s no cost to your company so I can’t see any reason not to use it.

4. Employee lied about how he was tracking mileage

My company pays corporate employees $.52/mile for miles driven on the company’s behalf. Employee A tells Employee B they track their mileage from their home address. Employee B mentioned it to me, I say WTF? That makes no sense, you track mileage from the office. You are expected to drive from your house to work each day without reimbursement.

Employee A tells me Employee B must have understood him and said he doesn’t track mileage from home, he tracks from office. Well, I could tell someone was lying. I looked back through Employee A’s mileage reports and did some quick Google Map analytics and found that some months, he was tracking from his home! Overall, it was $178 in mileage that should not have been paid.

My CEO thinks I’m being overdramatic. I say, if you will lie about mileage, what else will you lie about?

Yeah, the lying concerns me more than the mileage mishandling. How is this employee aside from this issue? This stuff tends to crop up with employees who aren’t great overall, so I’d take this as a flag to pay closer attention to him in general, as well as to address the lying. On the latter, I’d make it clear that you’re far less concerned about him possibly misunderstanding a policy and more concerned that he didn’t come clean when you asked him about it, and that being able to trust him, even on small things, is an absolute must-have for you.  (This assumes that you manage him, of course.)

That said, this is a pretty penny-pinching policy. I’m a fan of just letting people collect the mileage they drive for business, rather than insisting on calculating what it would be if you subtracted their normal commute.

5. Job ads that don’t list the company name

I am looking for legal secretarial / legal assisting work to gain experience until I get my master’s (I know your advice about master’s degrees, but it truly is a necessity for me, as I want to be a social worker in the legal system). I oftentimes use a reputable local job board to find jobs. Most of the times it doesn’t list the name of the law firm and it will just say “a busy downtown law firm” or “a large local law firm” in the description. I’m wondering if this is a common occurrence or should I stay away from them?

Yep, it’s pretty common. Most commonly it’s done when it’s actually a recruiting firm placing the ad; they don’t want applicants contacting the company directly, because they’re doing the work to recruit candidates and want to benefit from it (by getting a commission if they make the hire).

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

1. My interviewer rejected me for a job and then tried to sell me luxury suits

I recently applied to an office assistant position at a local insurance agency. The posting was very simple and straightforward (looking for an assistant to file, fax, answer the phones, order office supplies, etc.). The ad also stated that this was an entry-level position and no knowledge of insurance was necessary. I sent off my resume and cover letter, expressing my interest.

I received an email stating that my “qualifications seemed to be a good fit” and was asked to please call the agency later that morning. I called and had a pleasant phone interview with the agency’s owner. She invited me to come in for an interview the following Monday.

The interview went well. The woman was very friendly and seemed to be impressed with my previous experience. As in the posting, she kept stressing that insurance knowledge wasn’t necessary, as my job would just be making sure that the office ran smoothly. As we were shaking hands at the interview’s end, she explained that she had several other candidates to interview, but she would let me know either way by Friday. Friday came and went and I continued to apply to other jobs.

I woke up this morning to an email from this woman. She started off by saying that I did not get the position because she decided to go with someone who had previously worked in “a company like mine.” I was perplexed, because both the online ad and she herself stated that insurance knowledge wasn’t necessary.

The second paragraph mentioned “but I have another opportunity that I think you would be perfect for!” Great, I thought. All hope is not lost. Then she launched into this big spiel about how in addition to running an insurance agency, she is also an independent consultant for a men’s luxury suits and clothing company and if I “or any of your friends are interested,” I could click on one of the links below. It doesn’t seem like she wasn’t looking for an office assistant. She was looking for a commission.

I think I might have already answered the question, but this office assistant position was a scam, right? Is this insurance agency just a cover for this nonsense? The insurance agency’s website and the office looked legitimate (as does her LinkedIn profile), but now I am second-guessing everything. I just feel very used and humiliated and that my time was wasted. I even spent money (money that I really didn’t have) on a nice outfit for the interview.

I suppose it’s possible that the entire thing was a scam, but I wouldn’t assume that. It’s more likely that she did indeed have a job opening to fill, filled it, and now is inappropriately trying to pitch the remaining candidates on her side business. That would be a lot of work to go through for pretty weak sales leads.

But it’s really, really not okay for employers to try to sell things to people who interview for jobs with them.

2. Was I wrong to ask my new employee if she has kids?

I had a meeting today with a small group of employees I do not know–I am new to the organization and these employees work for me. We went around the table introducing ourselves and providing personal and professional information. I asked one of the employees if she had children. (I would never ask that in an interview, of course.) Was this wrong?

It’s not the biggest offense in the world, but wasn’t ideal. First, why ask one person and not the others? That raises questions about whether you were basing the question on her sex or age or maybe something else. Second, you never know if someone is dealing with infertility or some other difficult topic related to having kids. Third, when you’re the new boss trying to get to know your employees, it’s good to let people decide on their own what info about their personal lives they share with you.

But again, it’s not unforgivable. And hell, it might not have even bothered her, who knows.

3. Asking for a raise as a contractor

I’ve been maintaining a web store on an hourly contractor basis for about six months, averaging about 10-20 hours a week. I’m doing a great job, sales are up, and I’ve gained empowerment and have been using it. I knew this would be a long project, but I didn’t know I’d still have work six months later. Would it be hella uncouth to ask for a raise?

Independent contractors don’t really ask for raises; they raise their rates (and potentially negotiate with the client from there).

But in this context, it would be reasonable to say something like, “When we set up our agreement, I didn’t realize this would end up being long-term work. Since it is, I’d like to revisit our payment agreement. I think X would be reasonable for the work I’m doing now.”

4. Running into an interviewer at a professional conference

I had my second interview just over a month ago and I am still waiting to hear back. However, last week I was at a professional conference where, over the course of a few days, I repeatedly crossed paths with one of the search committee members who interviewed me. I was prepared to make a friendly gesture in passing, but this person either purposely avoided eye contact with me or honestly did not realize I was there before moving on. Multiple times.

It was an awkward position to be in, for sure. I wasn’t going to confront this person about the job, of course, but it would have been nice to have at least recognized each other to address the elephant in the room. Our interview was several hours long followed by a lunch together, so I don’t think I would be completely forgotten so soon.

Given that I will likely continue job searching within my field and seeing these potential employers at this annual conference, is there a correct way to interact with someone who has interviewed you, either recently or in the past? Or do we just pretend we have never met?

I’d treat an interviewer in this context just like any other business contact who you know but don’t know well: Smile, nod, say “good to see you,” and keep moving. If you put the person into the “business contact” mental category rather than “interviewer,” it will probably help you do that both automatically and more naturally.

5. Hiring someone who can’t start until two months after the advertised start date

I would like an outsider’s opinion on a recent hiring decision that took place at our company. Our current director is leaving, and I was the only internal candidate who applied for his position. I interviewed and was told I was qualified and was a strong candidate. Only one other person, an outsider, was interviewed, but this person was friends with members of the board of directors on the hiring committee. The outsider was hired. They then informed the board they cannot start until two months after the position’s advertised start date — and the board of directors is allowing that.

My question is — is that proper? The previous director was supposed to train the new hire for a month, but now this person will be stepping into our company cold. The other staff members and I feel something shady took place, but I would like an another perspective.

Sure, employers adjust start dates for the person they want to hire all the time. Not every position allows for it, but when it does, there’s no reason not to be flexible on something like that. In lots of positions, waiting an extra two months would be a non-issue. That’s especially true the more senior the position is. For a director position, it would be very normal.

It’s not ideal that the person won’t overlap with the outgoing director, certainly, but that isn’t always going to trump other considerations.

It sounds like you’re concerned that the person may have gotten special treatment because of the relationship with a board member. It’s certainly possible — but it’s also possible that they were actually the strongest candidate.

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

1. I thought I had an offer but now they want me to do another interview

I applied for a job. I was the second person they were interested in. The first person had more related job experience, but she turned down their offer. They contacted me to see if I was still interested. I said yes. The manager provided me with an offer and said he just need to get it signed off from another supervisor. He later emailed and said that they were now going to do a conference call the following week to discuss the position. I asked whether there may be a chance to have the offer not approved by the other team members, and he said yes.

Now today, after the conference call with his coworkers, he said I have to do a second interview and it will be a week away! This is a very well known, successful company. I was unable to talk as I was with a current coworker and I just agreed to the interview a week away.

Should I call him back to get more detail as to why there is a need for a second interview? I am really puzzled by being offered the job and now moving to this point. It also does not seem right. What feedback can you provide?

Well, there wasn’t ever really an offer to begin with. “I want to offer you the job but I need other people to sign off on it first” isn’t a job offer. It’s a sign a job offer may be coming, but it’s not an offer, because it’s not definite.

There could be all kinds of reasons they want to talk with you further — there could be decision-makers who need to meet you (and for some reason the manager didn’t realize this initially), questions about your candidacy that they want to resolve, a change to the position that they want to discuss with you, a last-minute candidate who they’re comparing you against, or all sorts of other things.

Go to the second interview and see how it goes.

2. I want to stick with the project I’ve been switched to

I was initially hired by my organization to work on Program A, which I was well qualified for because I have skills Y and Z. I figured out pretty quickly that I didn’t particularly enjoy Program A, but because I like my overall work situation decently well and it’s my first full-time post-college job, I resolved to stick with it for at least a couple years. I went on to obtain a fairly rigorous industry accreditation that relates directly to Program A.

In the last six months or so, my organization has been mandated to work on the new Program B, which also requires skills Y and Z. Because I’m the only person at the office with these skills, I’ve been spending the majority of my time working on Program B. And as it turns out, I really enjoy Program B! I’d be interested in having my role focus on Program B rather than A.

My concern is that as Program B grows, the organization will hire someone else with skills Y and Z to manage it, and I’ll be returned to Program A – which I have to admit is a logical thing to do because of that accreditation I earned. But I would much rather stay on Program B.

Any ideas on how I can try to make that happen, or what my superiors’ concerns might be? Right now my main strategy has been to try to seek funding (I’m in nonprofit) for Program A, which would allow them to hire someone to replace me, but I’m interested in other ideas.

Why not just tell them directly? A clear statement that you’re loving the work of Program B and would like to continue on in it is your best chance of actually getting to. That might be all it takes. And if it’s not, then starting that conversation will give you more insight into what their concerns about keeping you there might be.

3. Expressing interest in a job that I declined to interview for last year because of travel expenses

Last summer, I applied for a position out of state and was invited to interview with the hiring manager. We spoke on two occasions over the phone. After the second phone interview, the hiring manager called me back and asked if I could come in for an in-person interview. The location was a 10-hour drive from where I was living, and they said they could not compensate me for any travel expenses (it was a nonprofit organization on a tight budget), so I respectfully declined the offer for an in-person interview. At the time, I had just started two new part-time jobs and couldn’t get the time off, nor did I want to drive 10 hours on my own dime the chance that I might get this job.

Last week, the position was reposted. I still have not found full-time, permanent work (I have been working part-time, temporary positions in my field), and I think the position is a really great fit for me. I think this time I would be willing to do the in-person interview, even if I will not be compensated for the travel. Should I address any of this in my application, and if so, what would that look like?

Yes, or you risk them thinking that you don’t realize they’re the same company that you had that whole exchange with last year. Send your application directly to the hiring manager with a note that says: “We spoke twice last summer about the X role, and you invited me for an in-person interview. At the time, I couldn’t swing it since you weren’t able to cover travel expenses, but I remain so interested in the job that I’d be glad to bring myself to (city) to talk with you in person if you continue to think that the role might be a good fit.”

4. Should I stick it out at the new job that isn’t what I expected?

I recently started a new job after working in a mid-size inbound call centre for six months. I was told I’d be in charge of all the training for French clients – live, webinars, phone, etc. – and also assisting in French customer service

Not to put too fine a point on it – the new job is not what it was cracked up to be. I am not in charge of French training in the conventional sense. I instead hold the auspicious and much-coveted position of translating the English slideshows and then recording myself reading them aloud. Other than that, my job is essentially what I was doing at the call centre – taking inbound calls, emails, etc. I talked to my manager about it briefly, and she pointed out that it just doesn’t make sense for us to do a job in English and then re-do it in French differently, and all they need is the material translated and read. Which is inarguably correct, but disappointing.

I’m concerned that the benefits of sticking it out and having a longer tenure on my resume are eclipsed by the nature of my role being fairly unrelated to what I want to do. Although I enjoy working in French, I can say with great conviction that I have neither the aptitude nor the desire to work in translation. And as much as I like customer service, I don’t really want to work in a call centre type job forever. When your new job is a bust, is it better to stick it out for at least a year or two, or cut your loss early?

Employers don’t judge short tenure in call centers, retail, and food service the same way they judge short tenures in other jobs; most people don’t expect you to make the sort of long-term commitments in those roles that they expect in other fields. It’ll be fine to start looking now and move on once you find something better.

5. Forced to take meal break at the start of shift

My wife’s boss has them take their 30-minute meal break one hour into their eight-hour shift sometimes. Isn’t that illegal? They don’t get a break after that, so they end up working 6.5-7 hours without a meal break. She gets really hungry but has no time to eat. The 10-minute breaks don’t really work out either because the floor is too busy; she is a cocktail/lounge server. We’re in California.

It’s legal. California state law requires employers to provide 30-minute meal breaks for shifts of at least five hours (six hours for people working in the motion picture industry!), but allows the break to be at the start of the shift if the employer wants to do it that way. (A second meal break isn’t required unless you’re working at least 10 hours.)

However, if they’re not letting her take the 10-minute rest breaks that the state mandates for every four hours worked, that violates the law, and they’re supposed to owe her one hour of pay every time it happens.