Ask a Manager

It’s wee answer Wednesday — seven short answers to seven short questions. Here we go…

1. Could this rejection email be a mistake?

I have had two interviews for a position at a very large health services nonprofit organization. Both interviews went very well, and ended with meeting the team and the supervisor. After the second interview, which was on a Friday, the interviewer instructed me to call her towards the end of the next week for an update. When I finally got in touch with her, she said that the organization was undergoing a surprise audit the following week and that I should, once again, call her towards the end of that next week. Today, which is the Monday following that phone call, I received an automated, form rejection email from the organization.

I have read much of your archives section and I understand that one does not have a job until an offer is in hand, but it seems strange to me that an interviewer would encourage me to continue to follow up, only to have HR send me a rejection 2 business days later. Is it worth trying to follow up with the interviewer? I know this sounds ridiculous, but are form rejection emails ever sent out by mistake (say, to the entire list of applicants for the position, without removing the pool of candidates who have been interviewed and are still being considered)?

Occasionally, sure. But it’s more likely the the email was correct — it’s entirely plausible that you were given a genuine, sincere “we’re still deciding” on Friday, only to receive a rejection on Monday. It doesn’t usually take days to decide; the delay is generally about finishing interviews or making the time to sit down and compare candidates. Once you do that, you can make a decision very quickly, which is why it’s perfectly reasonable that she could have no answer for you one day and a rejection the next.

That said, if you want to be certain, you can email her to let her know that you received the rejection but want to thank her for the time she spent talking with you and that you wish her the best in the search. If for some reason the email was a mistake, that will alert her.

2. Should I point out typos on a company’s website when applying for a job with them?

I’m interviewing with a company soon and I was just looking at their website. I found quite a few typos. Should I tell them? Of course not on the first interview, but should I mention something, or is that too risky? I think they could be losing business if there are errors on their page; it makes them look unprofessional.

Also, recently I interviewed with a company whose address was marked at the wrong spot on Google Maps. It took me a while to find it (good thing I left home early), and when I got there, the interviewer told me that people always have trouble finding the place because of the error on Google Maps. After the interview, along with my thank you note, I sent a printout of how to fix that, with a quick note saying: “Not sure you’ve tried this, but if the Google error bothers you, this is how to fix it, it should be pretty simple.” On a side note, I’ve worked for Google and we discussed that in the interview, so I didn’t think it would be too obnoxious. But since I never heard back from them, I wonder if that hurt my chances.

I don’t want to sound like a “know-it-all,” which I’m not, I’m actually pretty quiet and more on the reserved side, but I catch on these little details that are an easy fix and it drives me crazy not to say anything.

It depends on how you do it. There’s a longer discussion of this here, but basically, it can go over well or it can go over poorly, depending on your framing. If you don’t get the tone right, it can backfire on you. I would think your tip on fixing Google Maps would have been really appreciated though, at least at the right company.

3. Explaining why I’m not using my last and best job as a reference

I was hired on a short-term contract of 6 months. For various reasons including being requested to engage in fraud by my supervisor, un-stimulating work, and low pay, I was not interested in extending my contract, nor had I received an offer to extend it by my employer.

A week before my last day my supervisor scheduled me to attend a meeting a month later. When I pointed out that my contract was to terminate in a few days and that I was not going to extend it, she called me into a meeting with HR staff, who tried to threaten me into extending the contract by saying that they would ruin my professional reputation if I did not extend my contract (amongst other nasty threats and accusations). Basically, I cannot ask them for a reference.

The problem is that they are by far my most relevant work experience and a major gem on my CV for the jobs I am currently applying for. I learned a lot of useful skills that I want to point out in future applications. However, how do I explain to potential employees why I am not using them as a reference? How do I explain the situation I had with them without coming across as trash-talking my past employer? I asume that I was doing a good job at my previous work place since they were so eager to keep me (only they tried making me stay by using a whip rather than carrots), so how would you suggest I try to bring that forward?

“They became angry when I declined their offer to extend my contract, and unfortunately it soured the relationship.”

You might also follow the advice here on what to do when a previous employer will give you a bad reference, in case a prospective employer calls them anyway.

4. When a job is posted by multiple recruiting agencies

I applied for a job a while back at a major employer through their website. I am now seeing the same job posted by a decent amount of agencies. Do the agencies have an agreement with this company or are they hoping to find a candidate and present that person to the company hoping to get a contract with them?

Could be either — no real way of knowing unless you talk to the agency, at which point you can ask whether they’re working on contract with the company.

5. Changing my desired salary range after learning more about a job

I recently found a job posting on Craigslist. It was pretty vague, and didn’t even really give a title, but it sounded like something I could do, so I applied. They also asked for salary history. Instead of that, I followed your advice and sent them the range I was looking for. They called me and talked to me a bit more about the position, and when I learned the details and title, I really feel like I low-balled myself (it’s a director level position). If I were to get an offer, is there anyway I could negotiate a higher salary than I stated? I don’t want to look like I wasn’t being honest, but I really think the responsibilities deserve more money than I originally stated.

You can certainly say something like, “After learning more about the job’s responsibilities, I think a salary of $X is fair and in keeping with the market.” You’re at somewhat of a disadvantage because employers tend to think of salary numbers as what you’re willing to live on, rather than what you’d need to perform a specific job at a specific level, and they already have your “what I’m willing to live on” number. But you can absolutely try, and might be able to get more.

6. Asking for a raise when my company isn’t giving them this year

I have an annual performance review coming up this week after a year at my company. About nine months ago, there was a large round of layoffs, and my role was expanded to cover two campuses, effectively doubling my area of responsibility. All the other employees with my job description manage one campus. Each of my quarterly reviews has been glowing, and I’ve implemented several new programs that have been incredibly successful.

That being said, it’s widely known that any sort of substantial raise will be off the table for this year no matter how good an employee’s performance has been due to the company’s position. We’ve received emails asking us what sort of thing incentives us, with options ranging from company merchandise to professional development opportunities.

Knowing all this, should I ask for a raise? If there’s no chance for a raise at all, is it reasonable to ask for the company to fund a trip to an industry conference or something similar? I love my work, but I do feel like over the last year my position has changed enough to justify something in terms of compensation.

If you can make the case that you’ve made significant contributions and performed at a significantly higher level than what’s generally expected in your role (and it sounds like you can), then yes, ask for a raise. You may or may not get it, but exceptions are sometimes made to across-the-board raise policies for exceptional employees, and it’s absolutely reasonable to argue that your work deserves it.

And yes, if you can’t get it, then certainly ask for the conference trip.

7. Explaining why my summer job is ending due to political unrest

My question is how to deal with the fact that my summer job in a foreign country (running the summer season of an artist residency) has been dramatically effected and by course basically ended due to political unrest in the country. I am in Istanbul, and with the protests earlier this summer, several resident artists slated to come for the summer have changed their plans. With few artists coming to the residency there is not the same need for a residency coordinator (me) to be here. I need to find another job ASAP (preferably one in a country with less civil unrest).

I am now starting to look for jobs earlier than anticipated, and I will not have a chance to fulfill some of the other projects affliated with this position (such as creating a guide book, and assisting in the production of several small exhibitions). Should I mention this in my cover letter, and on my resume (position terminated due to political unrest sounds a bit dramatic) or should I refrain from putting the job on my resume. if so how do I explain why I am currently in Istanbul and only contactable thru email or skype?

Yes, include it, and briefly explain why you’re leaving early in your cover letter. People will find it interesting, and it will give them something to talk about with you.

It’s tiny answer Tuesday — seven short answers to seven short questions. Here we go…

1. My boss asked a reference-checker to move my start date

A potential employer called my immediate supervisor that I had listed as a reference. have been very open with my boss about my job search, which means that I will be relocating to a different state. During the reference call, my boss asked the potential supervisor if she would move the start date to at least August 15 if she hired me. Does his asking that question hurt my chances for employment with this company? I emailed the potential supervisor to let her know again that the original start date is not an issue for me, as my company only requires 2 weeks notice.

Nah, it shouldn’t, especially since you followed up to let the manager know that the start date you’d talked about still worked. Your current manager was really out of line in doing that though.

2. My manager and I disagree about a department restructure

With a leadership change at the large nonprofit where I work, we have the opportunity to restructure some of our positions. My supervisor and I have differing philosophies about whether changes are warranted and I’m interested in how you weigh in. I have a large number of direct reports, all of whom have the title of “widget maker,” but about a third are “senior” widget makers. They all have the same responsibilities in general, but senior widget makers are assigned to larger departments where more widgets are needed. Their salaries, on average, are about 30% higher than the “junior” widget makers. Needless to say, when a senior widget maker resigns, I can be sure that at least one junior widget maker will apply for the job. In the past several years, every senior position has been filled by someone who was promoted. While it can be exhausting when the resolution to one search means starting another search, I’m satisfied with the structure because I’m happy to be able to reward good employees with a promotion.

My supervisor, on the other hand, wants to flatten the structure and make everyone a plain ol’ widget maker with the higher salary of a senior widget maker (we may have a one-time chance to increase base pay to make this happen). She’s sick of people leaving their positions after three years and wants to take away the incentive to move within the organization. I’m not sure that flattening the widget maker unit will accomplish this. My theory is that after a period of time, employees start to get itchy, even if they make a good salary — maybe they want a new challenge, maybe they want the recognition that comes with a better title, maybe their salary doesn’t feel like it’s enough anymore — and unfortunately, salary increases (beyond across-the-board cost of living increases) only come with promotions at our organization. Widget makers are in demand in our city. I feel that if we can offer at least some people a promotion, we keep them around a few more years and benefit from their institutional knowledge. Also, other junior widget makers feel like their may be a chance for them to move up. I haven’t challenged my supervisor about this because it’s all just been theoretical until the last couple of weeks. Now, it looks like I’m going to have to defend my position. Is it defensible?

I agree with you. People want opportunities to move up and see (and show) progression in their careers. If your manager is trying to avoid people leaving after three years, this is the exact wrong way to do it: People will still move on, but now they’ll leave the company in order to do it — because they’ll have to. Plus, if getting a promotion is the only way to get a merit raise in your company, then taking away the possibility of promotions in this role means that you’ll probably have even more people leaving — because people want to be rewarded for good work. Throw in the fact that they have an in-demand skill set, and what your manager is proposing is a recipe for less retention, not more.

3. Inappropriate coworker, part 1

I am the manager of a charity shop (paid). I’m in my late 20’s and one of my volunteers in his mid 50’s has sent me text messages telling me he is very attracted to me and misses me. I don’t know how to deal with this. He has mild autism/Asperger’s. It’s unnerving me because he constantly stares at me and compliments me about what I’m wearing and how I look, etc. Please help.

You’re his manager, right? Then this is simple: “Bob, it’s not appropriate for you to tell me that you’re attracted to me or miss me or to comment on my appearance. Please stop.” If it continues after that, then you say, “Bob, I asked you to stop this already. If it continues, we won’t be able to have you work here anymore.”

By the way, make sure he’s not doing this to any of your other employees or volunteers. It’s possible that he is and no one has told you about it.

4. Inappropriate coworker, part 2

I’ve been working at a restaurant for about six months now and always have been treated very respectfully by all of my male coworkers. In the last week or so, a new employee started who is either incredibly socially awkward with women or just creepy. I would like to think the former of him, but all of the other young women I work with (all three of us), as well as several of the male employees, have been made to feel uncomfortable or have noticed this employee is making the women feel that way.

Some examples of his behavior include staring in a suggestive manner, touching without permission, invading personal space, “helping” when help is not needed, trying to force conversations, etc. Is it appropriate to speak directly to the new employee before bringing the matter to management? I would hate for him to get off on the wrong foot if he really is just clueless about speaking to and looking at women. Is there any way to tell definitively whether somebody is just socially awkward with women or is indeed creepy?

The good news is that his motivation doesn’t really impact how you proceed here; the response is this same in both cases: “Bob, please do not touch me.” “Please don’t stare at me; it makes me uncomfortable.” “I can’t talk right now; I’m busy.” “I don’t need help with this.” In other words, a clear, direct statement of boundaries.

And if the problem continues after that, then yes, you should go speak to your manager.

5. Work assignments in the aftermath of layoffs

We have had a lot of layoffs this past year. Problems are continuously coming up because no one re-assigned (or even seemed aware of) some of the reports those people did. In addition to that, we had a complete restructure of our work assignments in our small (3 person) office. I am doing a work assignment that belonged to another person in this department, and our somewhat new director is blaming me for errors from last year or so, when the work was done by someone else. Also, she is asking me for reports that were previously done by people who were laid off.

If I made a mistake, I will accept the blame, but these were out of my hands. How can I explain this (over and over again) without sounding like I am trying to avoid responsibility? If it were one or two things, I’d suck it up and own it, but I’m taking about many, and major things. Any advice?

For the mistakes someone else made: “The work you’re talking about was done by Jane last year. I wasn’t involved in it. Would you like me to try to fix it now?” Repeat as needed.

For the work she wants you to do now that was previously done by others: “I’d be glad to try to figure it out. I wasn’t previously involved in this report and no one is able to train me on it, so it may take me longer the first few times, but I’ll work on it and keep you updated.” Repeat as needed.

6. Recruiter asked if I’m applying for other jobs

I recently applied for a job and received a call on the very same day from a recruiter, who asked me to change the file formats for my application (and to interview me, of course!). She stated that there were no openings at the moment, but one would be coming very soon. She also asked this: “Have you been applying for other jobs?”

I hesitated for a while, and replied while yes, I have been applying, nothing was set in stone as of yet. I didn’t see a point in lying — and after all, no one is going to put all their eggs in one basket for a single job. Did you think my reply ruined my chances?

Absolutely not. Of course you’re applying for other jobs. It’s a ridiculous question for her to ask — especially when she doesn’t even have an opening to interview you for.

7. Do I have to accept the offer if my temp-to-hire position goes permanent?

I am on assignment in a temp-to-hire position and am not sure if I want to stay with this company permanently. From what I have heard, the benefits package leaves a lot to be desired. I did not ask about benefits during the interview because I was not sure how appropriate the question would be for a temp.

The work environment is stiff and uninspiring and I do not feel like I fit in with their culture. Most of the employees are twice my age and married/settled. The company is growing quickly and I was told during the interview process that there would be growth opportunities. However, I have heard whispers from current employees that once you are in a department, you are stuck. I cannot see myself working here for a long time.

I know it is too early for me to think about going permanent but I can’t help but wonder what if? Now that I have been placed, I have to work through the assignment. What is expected of temp-to-hire staff once they have been offered a permanent position? What could be the consequences of rejecting an offer to go permanent?

You can absolutely reject an offer to go permanent, just like you can reject any job offer that you’re not interested in. If they offer you a permanent position, just thank them and let you know that you don’t think it’s a culture fit for you. (Be prepared for the possibility they’ll  move to replace you at whatever point this happens, however. Although these days many temp-to-perm jobs stay temp for an awfully long time.)