Ask a Manager

It’s seven short answers to seven short questions. Here we go…

1. How can I ask to leave my internship a day or two early?

I’ve been doing an unpaid internship for six months, and I have two days left. I’m pretty much done all the work I was supposed to do, just waiting for my supervisor to give me feedback on something I wrote so I can edit it. I’m fairly sure the editing isn’t going to take long, probably under one hour, maybe two. Last week, I said I could get another project organized and started if I finished my assigned work early. Buuuuut, I’m super busy right now for various reasons, so it’d be super helpful to have a little more free time. Now I wish I could end the internship after I’m done editing, rather than spending nearly two full days starting another project that I won’t be around to see through.

How would I go about asking if I can just end the internship a little early? Or would it be really bad to ask to end a little early when I already said I could start another project? I don’t want to disappoint my supervisor or have them to think I’m flaking out or rushing to leave them.

While it’s possible that you could pull this off without raising any eyebrows if you have exactly the right type of boss and handle it in exactly the right type of way, this is risky enough that I’d say you shouldn’t try. It’s two days — fulfill your commitment and don’t make them question your work ethic and follow-through right at the end of the internship, thereby undoing some/all of the work you’ve done to build your reputation there. It’s two days. You can handle it.

2. How do I play office politics?

I’m starting a new job with a Big 4 accounting firm in September. I’m sure I can do well at my job duties — learning to be an accountant — but I’ve always had problems with the softer side of work, what people call office politics. In my previous jobs, I’ve usually found myself on the outside of friendship groups and cliques. I often found I’d be in my office while groups of people chatted in the break room discussing the latest news on the grapevine. I’ve usually been the last to know gossip and find out that people are leaving, etc., and never felt like I had the ear of a manager. I can easily see the reason — I used to have severe anxiety problems and was cripplingly shy. I’ve improved with a combo of medication and therapy, but now I have no idea how to play the office politics game. I don’t want to be a gossipy Machiavellian sneak, but I’d like to make strong relationships and stay on the inside loop.

So, how do you play office politics? Or should I stay above all of that?

What you’re describing isn’t office politics, which is using power sources within an organization to act in your own self interest. It sounds like what you’re talking about is simply building relationships with your coworkers, and it is indeed a good thing to do. And it’s not as hard as you probably think; it just requires talking to people, asking them about themselves and their work, and taking a genuine interest in them. And then poof — relationships formed.

3. How do managers adjust their expectations when an employee is on intermittent FMLA leave?

I’m curious about how managers generally manage their expectations when an employee is on intermittent FMLA leave. I’ve been approved for about 10 hours of leave a week to help manage my parent’s serious medical condition. I’m taking much less leave than what’s been approved, but I still feel a little uncomfortable about my absences. I’m non-exempt, so if I’m out for half a day, that’s half a day of productivity I lose for the week. There are occasional times too when the general stress of the situation leaves me feeling like I’m doing less than my best at work.

My manager is supportive and seems happy with my work. We recently had a mid-year review and it was very positive. Do you believe that good managers can adjust their expectations to account for times when an employee is working a shorter week and perhaps accomplishing less than she would in a standard week? Or does even approved leave start to affect a manager’s opinion of a worker who temporarily is missing more work than otherwise appropriate?

It depends on the manager, and it depends on how much the absences affect the work. The best thing you can do is be open with your manager about what you need and your plans for minimizing the impact on your work, and to show that you’re aware of whatever impact it does have (as opposed to seeming cavalier about it). A good manager will work with you within those constraints, or will let you know if it’s becoming harder to accommodate.

4. How long after the application due date will employers contact applicants?

I recently started looking for a new job. I found a position that sounds pretty perfect (just like everyone else in the job market, I’m sure), and it asked for applications by today. I sent mine in, no issue, and I’m continuing to hunt and apply at full capacity. I’m just curious (and I know this likely varies), from your experience, how much time typically passes between application due date and the next round of contact with applicants? Like I said, the job hunt continues; I’m just interested to hear your insight.

It varies so much that it’s impossible to give you a real answer. Sometimes people hear back after two days. Sometimes people hear back after a month. Sometimes people hear back after five months (yes, really). Sometimes people never hear back. Companies are just wildly different in this regard.

5. Can I thank someone and ask about job opportunities at the same time?

A few years ago, I interviewed at a company for a position. I didn’t get the job, but I had the contact info of the interviewer and eventually connected with him on LinkedIn. A few months ago, I got in touch with him regarding a professional license and he was helpful regarding that. I’m now in the process of obtaining that professional license (cleared the exams, now waiting for the background check, which should take 2 months). I plan to drop him a note with an update and saying thanks for helping out.

My question is, would it be inappropriate to also ask about future job opportunities and if he could keep me in mind?

You can do that, but your note will actually carry more weight if you don’t. If you thank him for helping you and ask about job openings at the same time, it’ll look like your real reason for writing is about the job openings and the thanking-him is just incidental. It might be better to just thank him for now, and then get in touch again closer to the time that your licensing process will be over.

6. Online application systems that don’t allow the correct answer

I’m hoping you can help with a conundrum that I faced when trying to categorize seasonal/limited-term/contract positions on an online application. In the employment history section of an online application I recently filled out, a mandatory field was a pull-down menu of 5 options for reasons you left that position: Currently Employed; Laid Off; Resigned; Promoted; and Terminated. I have a number of previous positions that were seasonal or were contracted for 3, 6, or 12 months. I struggled with how to categorize these positions since I simply left when the season or contract was over, no firing or quitting involved.

I ultimately selected Terminated for these positions, since technically they did just come to an end, but am still worried that all those “Terminated”s on my application will throw up a red flag to a reviewer. Luckily there was a field below the pull-down menu to provide an explanation, where I entered “3 month contract ended,” etc., so I hope they will see that I didn’t get fired from all those jobs. Did I make the right decision? Any advice for if I encounter this in the future?

Oooooh, no, don’t put Terminated — that looks like you were fired.

Systems like this are ridiculous because they don’t allow for exactly the types of situations that you described. There’s no good option here, but you’d be better off putting Resigned or Laid Off than Terminated (and again including the explanation in the comment field like you did before).

7. How to state the salary range you’re seeking

I just had some advice for some other of your readers. It might seem obvious, but I messed it up when applying to jobs out of college.

When giving a requested salary range, always state the actual numbers. For example, if you want $30k – 50k, say “I am looking for a salary in the range of $30k – 50k.” Don’t say, “In the 30s or 40s,” even though it’s technically the same thing, because people aren’t used to it and can mishear you (not to mention that it sounds lower than it is).

I made this mistake when first applying. After my interviews, they offered me $40k, and when I tried to negotiate, they said, “Well, we offered you the top of your range; I think we’re being generous.” They didn’t exactly believe me when I tried to explain I said “30s or 40s, as in 30 to 50.” I guess the manager had heard 30k – 40k, written down 30k – 40k, and told the HR manager 30k – 40k, so I couldn’t convince her that she misheard me. (I later found out that the job actually paid 45-55, so it’s strange that they wouldn’t negotiate with me at ALL anyway.) I hope that this information is helpful in some way!

Thank you — passing it along here.

It’s seven short answers to seven short questions. Here we go…

1. Our new PR guy is horrible, but my boss loves him

I am in middle management at a public library. We recently hired a new PR person. Pretty much everyone hates him, except the director (I’ll get to that in a minute). He is combative, argumentative, and does not have any desire to learn about what we actually do. There have been several incidents where he screamed at a staff member, and she felt physically threatened. Additionally, there is a performance issue; routine tasks do not get done.

Our problem is that the director loves this person and has pretty much made him her #2. We have no HR and no assistant director, so while the public service managers and staff are on the floor dealing with the public and their everyday demands, plus trying to figure out how to work around his performance issues, he is functioning as her sounding board. We cannot figure out why she likes him so much. She made him salary, and he is allowed to come in whenever he wants as well as work from home. She is talking about building him his own new office. Repeatedly, we have expressed our concerns, and the director always backs him up. We have tried to work with him directly and be honest, but he always lies and says he’s done things that he actually hasn’t. Despite a paper trail a mile long, the director trusts him and ignores our documentation.

We love our library and want it to continue to be a great place for patrons to visit, but all of us are feeling burned out, beaten down, and sad. Do you have any suggestions?

You can certainly talk to your director about your concerns about the new guy’s performance (ideally many of you, not just you), but if she has a blind spot where he’s concerned, there might not be much you can do there. Your next option would be to talk to someone over her head, but that’s a risky move — you’d need someone you know to be reasonable and to have good judgment, and you’d need credibility with them and enough rapport that you could trust them to handle your concerns discreetly. If neither of those work … well, you’re looking at the damage a bad manager can do.

2. My manager does performance reviews every two months

Is it normal for my manager to want to do individual performance reviews every 2 months? It’s not just for me, but includes the 3 other people in my department. I know for a fact I’m doing a great job (my manager has told me so on several occasions outside of the performance reviews), so I guess I don’t understand why the necessity to have these reviews so frequently? I’m also the newest person on the team, and my cubemate said my manager never used to request these meetings so frequently before I started (a year ago).

Formal performance evaluations every two months? No, that’s insane. Generally they’re done annually, or sometimes every six months at most. There should be no need to do them every two months; that’s what normal feedback is for, as well as serious “we have a problem we need to fix” conversations if needed.

3. Should I try it make it up to a family friend for costing her a referral bonus?

I have been interning at the company my dad works for this summer and things have been going great. I love the company and the people are wonderful. My first week, a job opportunity that aligned with my degree and desired career path became available and it was brought to my attention by one of the women in the department. Because my dad has worked at this company for a number of years, I have known this woman since I was a small child and she’s a long-time family friend. I was encouraged to apply and ultimately was offered and accepted the job. I’m very excited! It’s a great fit and I can’t wait to start in this new role.

Here’s my dilemma: There were a number of applicants for the position and in the end it came down to two of us. The other candidate was also referred by the same friend who gave me the heads up about the job opening. This friend was very encouraging throughout the interview process and I will be working very closely with her in this new position. Unfortunately, because I am intern, I am considered an internal applicant and she will not be receiving the $1,000 employee referral bonus that she would otherwise. She had casually mentioned this information to my parents and they then let me know. Basically, I cost her $1,000 by getting this job that I would have never known about if it weren’t for her. My parents have suggested giving her a $100 gift card to a nice restaurant as a thank-you which I am more than happy to do. I’m worried though that this may be considered inappropriate or a “thanks for the job.” Do you think this is okay? I really would like to do something, I have obviously thanked her in person for the heads up and encouragement but I don’t want this to come across the wrong way.

I can’t imagine she’s sweating this — and if she is, she’s in the wrong. She suggested you apply, you did, you got the job, the end. You didn’t steal $1,000 from her. Plus, if she’s a long-time family friend, she should be glad you got the job, not annoyed that she lost out on a bonus because the other candidate didn’t get it. That said, your parents know her, and if they think a restaurant gift card is the way to go, I’d defer to their judgment. I don’ think it will come across as an inappropriate pay-off — just enclose it in a card with a sincere message of thanks.

4. Company says they won’t pay us for any time we forgot to record on your time cards

Recently the company I work for has faced great financial strain and has not been able to consistently meet payroll. (So far, as employees we have always been paid; the money has been taken on loans and from owners’ family members.) The stress has cause great scrutiny on our time cards. An explosive outburst from one of the owners resulted in them saying that if any punches were missing from an employee’s card, we would not be paid for the time. Now, sometimes employees forget and sometimes the time clock is not working. The owner feels that we are cheating them by making up more time than is earned and they say that they can’t afford that and if any punches are missing we will go without pay. We also aren’t allowed to see our time card (digital) before being paid from it.

On a separate, but equally disturbing note, we also have meal period issues. We are never specifically asked to not take a lunch, but the workload is such that they always pressure us (due to deadlines) not to take a break, even for 30 minutes.

Is any of this actionable? And if so, what can be done? We’re in Alabama.

Your employer is required to pay you for all time worked, even if you forgot to clock in. How they get your time recorded accurately is up to them (and they can fire people who forget to clock in if they want), but they do need to pay you for it. All of it.

As for breaks, Alabama doesn’t require work breaks for people over 15, but you can certainly try explaining to your manager that you need time to eat lunch or you won’t be able to focus or work efficiently the rest of the day. And since they’re not directly telling you not to, you can try simply ignoring their pressure to skip a meal.

5. I quit my old job before my new job was finalized, and now I’m unemployed

A company had been after me for almost a year to work for them and I kept saying that I wouldn’t consider it until I’d been at my current job at least a year. Once that year mark rolled around the guy offered me a job, with a huge raise, travel benefits, I’d be my own boss… the works. This was the type of job I’d been waiting for and I was ecstatic. He said he would “get back to me” on the start date, and I told my current job that I could finish out the month, but I was taking another position. Since the initial conversation where I was offered the job, I hadn’t heard back. When I contacted my new boss he was very evasive and said he was working on a date, it wouldn’t be long. Eventually I had served another 2 1/2 months at my job after putting them on notice that I was leaving. I could not stay in this position any longer because I put them “on notice” and that showed a “waive of commitment.” I still have received no communication from this new job and actually the last time I contacted him he said he felt backed in the corner and like I was trying to make him make a move before he was ready. I never responded, I was disgusted at how irresponsible he was being for offering me a job, shaking on it, not to mention his latest response which over exaggerated my persistence. I only followed up 4 times in the 2 1/2 month span where he strung me along. None of those attempts were lucrative as far as getting any further information on the job.

That’s the back story of why I am “leaving my current job,” though I’d rather stay, I have no choice. Now in interviews everyone is going to ask why I left my job and I know I can’t tell them this entire story. What do you recommend that I tell my prospective employers?

More evidence that you should never give notice until you have a start date. (Not to rub it in your face, but to help others avoid that mistake.)

I’d tell future employers that you left your old job for a new one that fell through. No need to go into any more detail than that.

6. Should I mention in my cover letter that I recently interviewed for a similar job at the company?

Should I mention in a cover letter that I recently interviewed for a similar job? Some background: I interviewed for a great job, and I didn’t get it. The interviewer was kind enough to give feedback, and said that I did well in the interview and I have great skills and experience, but I might not fit with the office culture.

Today I noticed a similar job posting with the same title in a different department for the same employer. The culture might be a better fit, and the department even seems a little better suited to my background, so I’m going to apply for it. I’ve asked the first interviewer if she’d be willing to put in a good word for me, given what she said of my skills and experience, though she’s definitely not obligated to do anything. My question is this: In my cover letter for the new posting, should I note that I recently interviewed for a similar position but another candidate was chosen? This could help if they conclude “Interview this guy,” but it could hurt if they conclude “Don’t hire this guy.”

Sure, mention it. You’ve already asked your previous interviewer to mention it for you, so whatever feedback they might solicit from her as a result of you mentioning it in your cover letter is something she’s likely already supplying to them anyway. Plus, if they recognize you as a candidate, it’s going to seem a little weird that you’re not mentioning recently interviewing with them for something else.

7. Hiring manager needs someone to start next week, but I’d need to give notice at my current job

In a recent phone interview, the hiring manager mentioned that her ideal candidate would be able to start next week. I was non-committal because I’m not sure how to respond to that. My job has a lot involved and is currently understaffed, so I couldn’t leave with such short notice in good conscience. I’ve also worked here for so long that I will most definitely need it for references in the future. When this comes up again at the interview, how should I approach it?

Just say, “Since I”m currently employed, I’ll need to give X weeks notice.” Any employer who balks at that and expects you to leave your current employer in the lurch is one you don’t want to work for.

It’s seven short answers to seven short questions. Here we go…

1. My neighbor listed me as a personal reference and I have nothing good to say

A neighbor (somewhat a friend) has listed me for a personal reference in her job search. I honestly don’t know what to say. I have a very successful career and don’t want to put my reputation in jeopardy by doing so. This person is a good person but is extremely unorganized, scatter-brained and unreliable. In her personal life, she just doesn’t display good decision-making skills. How do I handle this situation? I have received two requests from different employers about her.

Tell her that you’re not comfortable being a reference because you haven’t worked together. If she says that it’s just a personal reference, not a professional one, stick to the same line of reasoning — “I just don’t feel right about it. Thanks for understanding.” Or even, “I’m kind of weird about references and only feel right giving them if I really know the person well.” You could immediately follow that up with offering to do something else to help her in her job search — like helping her practice interviewing, helping her with her resume, etc. (if you’re truly willing to).

2. Can I see the hiring assessment test that I failed?

I was denied an interview for a position for which I was definitely overqualified. When I asked for feedback as to why I was no longer being considered, I was told the assessment test I took as part of the application process showed the position was “not a good fit for me or the company.” When I asked for more details, the HR person said I received a 1 out of 9 on “work habits” and the lowest score possible on “energy level.” To say I was shocked is an understatement. I worked for the same institution for 25 years (multiple positions) and always received positive reviews.

I wrote back asking if I could see how the assessments were scored as I must have done something wrong and wanted to know what if I ever had to take another one. I have not gotten a reply. I wrote to the EEOC to find if I have any rights to see the results. They passed me off to the DOL who passed me off to the state (Colorado) agency. I’ve pretty much given up at this point, but wondered if you knew.

No, companies aren’t required to show you the results of their interviewing assessments.

Sure, sometimes tests are wrong. Sometimes interviewers’ assessments of you are wrong. Sometimes you get rejected for a job you think you’d be great at. All you can really do is move on.

3. Working at a cafe chain with a severe nut allergy

I’m 17 and I’m looking for my first job. I have no prior work experience and I’m having a very hard time finding something. I really don’t want to limit my job search, but it’s looking like I may have to. I have peanut and tree nut allergies and although they’re supposedly severe, I’ve never had a really bad allergic reaction (i.e. anaphylactic shock). I do carry an Epi-pen, but all I’ve ever had is small reactions that can be dialled down with Benadryl. The allergy is only oral, and touching or being around food with nuts in it is not a problem.

Tim Horton’s is a cafe chain in Canada that’s similar to Dunkin’ Donuts in the US. They supposedly are very easy to get into because of an extremely high turnover rate. However, I’m not sure if I should be even trying to apply to a job like this because of my allergies. I’m not sure what to do now.

What would I even do in this situation? If I got an interview for a food service place, how would I even bring up my allergies without sounding like a total idiot (i.e., applying there even though I know there might be problems)? I’m going to be getting something similar to a MedicAlert bracelet soon, so would having that visible be a good way to bring it up in an interview, or after I got a job offer? There’s some food service places like Subway and pizza places that I think should be okay, so I’ve applied to a few of those recently, but I’m not even sure about that.

If the allergy is only oral, will you even have problems working there? I’m no allergy expert, but it sounds like as long as you don’t eat anything there with nuts, you’d be able to work there with no problem, right?

In any case, this isn’t something you need to disclose in an interview. It’s something that you can bring up once you have a job offer, in order to ask any questions you have about whether you’ll be able to safely work there (in other words, you’re bringing it up not because they’ll think it’s prohibitive, but so that you can gather the info you need). Frankly, if I’m right that you won’t have any risk as long as you don’t eat the wrong foods there, you don’t even need to bring it up at the offer stage — you could bring it up once you start the job, in order to make coworkers and your manager aware of any special precautions they should take.

4. Interviewing with cuts and bruising around my eye

This previous weekend, I fainted in a train station and received three stitches below my eyebrow. I have an interview on Monday (thanks to your wonderful advice!). The stitches will be out by then, but I have heavy bruising on my eye, and the cut will still be visible. I will do my best to cover it up with makeup, but if it’s still very noticeable, is it okay to mention what happened at the beginning of the interview? I don’t want them to wonder and be distracted. Or should I just say nothing unless they ask?

Absolutely, mention it at the start so they’re not wondering. Make a self-depracating joke about it, and you’ll be fine.

5. Why is this employer stringing me along?

Why is this potential employer stringing me along? The first phone interview went well and the hiring manager said that he likes me but couldn’t find a spot for me right then at that moment and instead asked me to call him a month later, which I did. Unfortunately, this process has repeated itself twice now. Our most recent conversation ended with him asking me to call him in three weeks.

Each time, he tells me that there’s nothing available but he is very friendly every time. This is in the financial industry so I would expect a very blunt “no thanks.” If I’m not the one, then why not just say so? I would appreciate that much more than the string-me game.

Have you considered the possibility that he’s being sincere with you — that he likes you, hasn’t been able to find a position for you yet, but remains interested in trying to? You’re right that if he just wanted to reject you, he probably wouldn’t keep telling you to call, so the most obvious explanation is that he means what he’s saying.

Given the choice between the closure of a clear “no” or the possibility of work there in the future, wouldn’t you rather have the latter, even if it means uncertainly for a while?

6. Calling out sick during my two-week notice period

I have worked at my current job for two weeks. I handed in my weeks notice and then got shingles. Can I go off sick for my notice period?

Different companies have different policies when it comes to using paid leave time after you’ve given notice; some allow it and some don’t. But even if yours doesn’t, if you’re sick, you’re sick. Explain to them what’s going on and see what you can work out.

7. Interviewing at nearly nine months pregnant

I am getting ready to leave my full-time job when I give birth, and I am due in two weeks. I am leaving only because it is a very small company (me and the owner) and the bottom line is the pay is not enough to justify the expense of child care. I fully intend to go back to work, and have my boss’ full support in both stepping down from my current job as well as a wonderful reference when the time comes that I do (hopefully!) get to the point of needing one.

I applied yesterday for a job, thinking I may as well get the ball rolling since I keep reading the interviewing and job hiring process takes months on average, and I’d like to be back to work in November at the earliest, sometime next year at the ideal latest. Imagine my surprise when I heard back from the job I applied for, asking for an in-person interview tomorrow!

My question: As a hiring manager, would you want to know in advance about this particular timeline? Or should I go the interview and completely ignore the fact that I am very visibly pregnant? I want to be very respectful of their time, and if it comes down to timing, the fact that there may be another candidate who doesn’t get an interview slot that I take.

There’s nothing wrong with reaching out to them now and asking what their timeline is for filling the position, and explaining that you won’t be able to start work until November and asking if that would be prohibitive for them. It’s also your prerogative to wait for the interview, where you can say the same thing. I’m torn about which is better — on one hand, I’d be annoyed if I absolutely needed someone to start soon and they didn’t bother to let me know that would be impossible until the interview, but on the other hand, November isn’t THAT far away, and it’s not crazy in many contexts to wait a couple of months after your offer to start. It’s also true that they might be more willing to accept that wait once they interview and like you. So given that you could argue this either way, I’d go with what you’re most comfortable with.