Ask a Manager

It’s mini answer Monday — seven short answers to seven short questions. Here we go…

1. Do employers really have to interview a minimum number of candidates for every job?

My question relates to the often expressed “practice or rule” about “interviewing at least 3 candidates” for a position before we hire “the person we really want.” Is this true or is this just a bogus HR myth? I hear it so often, and people just say it like it’s the law.

No law requires anything at all related to hiring, other than that an employer cannot discriminate on the basis of race, sex, religion, etc. There’s certainly no law requiring a minimum number of interviews.

However, some employers have internal policies (their own policies, not related to any law) that they will interview at least X applicants for each position — sometimes because they genuinely think that’s smart to do in hiring (which it usually is), but more often in order to avoid allegations of discrimination. The problem is that employers often follow the letter of the policy rather than the spirit — meaning they already know who they’re going to hire but they follow their own policy anyway, which wastes their own time and the candidates’ time and violates the whole point of what their policy is intended to achieve. It’s bad management.

2. When an interviewer only asks about 5% of the job

I have been on 2 recent interviews. At both interviews, the majority of the questions were employee relations or customer relations oriented. They skipped 95% of their job related requirements. How do you let them know your abilities as related to their requirements without being forceful? I understand what their concerns are, but I want to let them know I can do the job. Both jobs were manager/supervisor positions.

Well, they’re presumably asking you the questions that they believe will best help them figure out whether you’re the right person for the job. You could certainly say something like, “I know a big part of the role is X, and I’d love to tell you about my experience in that area” … but it’s possible that they already feel perfectly assured of your ability to do X based on your background and what they want to hear more about is the stuff they’re asking you.

It’s also worth considering that the job might not be nearly as focused on X as you think it is (no matter what the job posting said), so that might be something for you to ask about.

3. Referencing a bad experience with an employer in a cover letter

I’m in the process of job searching, and I’m going to be applying to several positions at a national nonprofit that is more of an umbrella organization to many regional locations. I would love a position at any location, and really believe in their mission, even supporting it financially.

Six years ago, I used their services as a client and had a terrible experience. I could tell it was because everyone was overworked, and it reinforced what I had already heard: some locations are terrible and others are great. The ones I’m going to be applying to are nowhere near this bad location, not that I would necessarily identify where the terrible experience happened.

I want to think that this may make a good bit for my cover letter, in that I believe in their mission so much and I want to be a committed member of their team to ensure people only have great experiences, etc. I realize it will be difficult to pull off delicately, if at all. My question is: should I even attempt it, or is it too high a risk that I may offend them? If I could attempt it, what parameters or guidelines would you suggest?

Nope, can’t do it. It’s likely to offend them, and it’s also likely to come across as a little silly, as if you think you’ll be in a position to fix what sound like serious systemic problems, which you almost certainly won’t be. It would be much better to focus on the fact that you’ve used and support their services, without criticizing them.

4. References who have changed jobs or are in more junior roles

I’ve been in my job for almost six years, which is a remarkably long time in my industry–in fact, of my three most recent managers, two have left the industry and the third is in an altogether different role. What’s the best way to point this out when I give them as references? When I’m applying for “VP, Chocolate Teapot Production Director,” I think someone whose current position is “Marzipan Distribution Specialist” might raise an eyebrow.

Which raises a separate question: I’ve risen quickly through the ranks and am now reaching for a very senior position. All of my references, though, are/were middle management; I haven’t kept in touch with department/division chiefs and LinkedIn has come up empty. Is it going to count against me that none of them ever held a title as senior as I would at this job?

Most reference-checkers don’t care what a reference’s current title is; they want to know what their title was when you reported to them. So list it like this:
Jane Smith (my manager from 2009-2012, as ABC Company’s VP of Teapot Production)

It shouldn’t be held against you that none of your references have held positions as senior as the one you’re applying for.

5. Applying for a job where I volunteer

I’m applying for a job at a museum where I’ve volunteered for the last two years. At the volunteer appreciation tea, the education manager told me about the upcoming summer positions and gave me her business card. I’m applying now, and, per the instructions, sending my resume and cover letter to HR. Should I call the education manager? What do I say? Do I call my own manager (I volunteer in interpretation) and let her know I’m applying? I really don’t want to come off too strong, or look like I’m trying to take the back door in.

Don’t call either of them; email them both and let them know you applied. Calls interrupt people; emails can be responded to at their convenience. You won’t look presumptuous; this is normal to do, and people expect it. (If anything, it might be weird if you didn’t tell them.)

6. When can I approach my new manager about a promotion and raise?

Last summer, I transitioned into a new career in communications. I took an entry-level job at a nonprofit. Six months after I started, my supervisor left. I have taken over almost all of her job duties, and have enjoyed and succeeded at my new responsibilities.

There are no immediate plans to replace my supervisor. Unfortunately, the head of the department won’t promote me because I’m not qualified. However, the word is out that she is leaving soon. At what point do I approach her replacement about a possible promotion and raise? I am basically doing two jobs at this point, and I’m totally fine with it. It would be a waste to hire a second person to do half of my work when I’m handling it well. But I think it’s only fair to compensate me for the work I’m doing, which is not the work I was hired to do.

Well, she’s not really going to be in a position to assess whether or not you deserve a promotion and raise — and whether you’re the person she wants in the higher-level position — until she’s really settled in and has had a chance to get to know her own job and your team’s work. I would wait a minimum of four months, but even that is pushing it and you’re probably better off waiting longer that.

Also, if your current manager won’t promote you because you’re “not qualified,” there might not be reason to think the second manager will — which is all the more reason to wait, and spend that time proving yourself to her.

7. Internship has turned into The Weakest Link

I graduated from university about a year ago and started grad school last fall. I have had a difficult time finding a steady job, so I have been volunteering and doing temp work. Thanks to a networking connection who encouraged me to apply, I was selected for a 15-week paid internship. Honestly, I was incredibly surprised to be selected because the interview was horrible. When I walked in, I was informed that I was interviewing for a job and the internship. Their plan was to select a person to be a “chocolate teapot maker” and the intern would work with that person. At the end of the internship they would decide if they were keeping the intern or the person they hired to be a “chocolate teapot maker.” Is this normal? My college mentor had never heard of a situation like this. I feel like I am in the Weakest Link or something with the new chocolate teapot maker.

I believe I am doing a good job as an intern and I am trying not to let this knowledge affect my performance. Is there anything you can suggest that would help me do this? I have never been in a situation like this before. It is so strange I am not sure what to do other than finish out my 14 remaining weeks and just be grateful I am getting paid. I am not even certain if I would want to remain if they offered me the position after my time as an intern is up.

Yes, that’s pretty weird. It would be one thing if they said they had two intern slots and hoped to hire one of the two at the end of the internship. But hiring someone for a regular job that they might be kicked out of in 15 weeks if the intern does a better job is weird. It raises questions about their ability to hire too; they should be able to tell who is able to perform at regular-job level and who is able to perform at intern level. And if they’re not sure, they shouldn’t be hiring for the regular-job spot yet.

In any case, you didn’t go into it seeking the job anyway, just the internship, and you found that. So finish out the internship, and if they do offer you a job at the end of it, you can decide at that point if this is somewhere you want to work or not. 14 more weeks there will give you a lot more data to go on.

It’s short answer Sunday — six short answers to six short questions. Here we go…

1. Unexpected second interview

I had a great job interview on Wednesday, and they told me they’d be making a decision very soon and would let me know “yay or nay” within days as they’re wanting to get someone into the position as soon as possible. This morning, I got a call to come back next week for a second interview. I understand that second interviews are generally positive, but I definitely get the impression that this wasn’t the original hiring plan. I’m guessing that I must be neck-and-neck with another candidate, and they’re doing a second interview to finalize the decision. Should I prepare differently for this interview? Wednesday I talked to a corporate HR person and the office manager. This meeting will be with that same office manager, plus the branch manager.

I’d prepare the same way. If there’s anything that you noticed they were really probing into or seemed unsure about in the first interview, I’d especially prepare to talk more about that.

As for what it might mean, it’s possible that they can’t choose between you and another candidate and are doing this to help make the choice, or it’s possible that there’s some area of skill or fit that they’re unsure about with you, or it’s possible that the branch manager just asked to meet the final candidates and they hadn’t anticipated that she’d want to.

2. Can a manager reveal your salary to others?

Is it illegal/unethical for a manager to reveal an employee’s salary to other employees that report to him?

It’s not illegal. I’m not sure I’d argue that it’s really unethical either, in the strictest sense of the word; in fact, lots of people think it would be better if all salaries were public knowledge. That said, in a context where everyone’s salary was NOT public knowledge, I wouldn’t be thrilled about my manager telling people my salary.

3. Applications that give “later” as an option for reference-checking 

I saw an online application today that did something I had never seen before. In the “listing previous employers” section, it had the typical question, “may we contact this employer?” But this application had three options for an answer: Yes, No, and Later. Color me impressed. I liked this because it doesn’t look like you’re trying to hide something if you just want to be sure your references aren’t contacted without warning.

Agreed. Frankly, they shouldn’t even ask for references until you’re at the finalist stage, but this is better than what a lot of them do.

4. Should I tell my manager why I’ve been behaving oddly?

Around the time my current manager arrived, I had a major falling-out with another employee I was quite close with. Essentially, she just wrote me off; I’m still not sure why. She’s the type to hold a grudge, and now she and my manger are very close. They have all their breaks together, lunch, etc. and always work late together. I took it quite personally and let it prevent me from being as open with my manger as I could be, especially as I’ve been a bit under the weather lately with my marriage breakup. Should I tell my manager why I’ve been so odd? I’m extremely fragile at the moment and don’t have a close relationship with my boss, but I have pretty great relationships with the rest of the team.

No. Too much drama. Just get your act together right now, start doing an excellent job, and start behaving professionally.

Read an update to this letter here.

5. Did I lose out on this job when I didn’t follow up due to health problems?

I’ve recently been interviewing with a company that I’m interested in working for. A headhunter approached me about 2 months ago in regards to a position similar to one I have held previously, in a competing company. The company that I work for now has some culture issues that I wasn’t aware of when I first came to work there, so I was excited at the new opportunity. I’ve done my research, and I think this may be a really good move for me! During my first interview (which was a 5-hour interview, with 5 different people), I must have impressed someone quite a bit since the headhunter came back to me saying that they liked me so much, they were creating a position more in line with my current experience. I went on that second interview last week, and I think it also went really well.

The problem? Since my second interview, I have been hit by a barrage of health problems. I’ve been in the hospital, and subjected to multiple tests and procedures. So I haven’t exactly gotten around to writing the follow-up email to my interviewers.

I know that this company moves slowly — there was a full 3 weeks between my first interview and my second. But I still haven’t heard anything since this second interview, and I’m becoming convinced that it is because I haven’t sent a follow-up email. Is it too late now? I don’t want to alert a possible future employer to my health problems, but I don’t want them to think that I just forgot to send this email. If they liked me so much after the first interview that they went back and created a position for me, why didn’t they immediately offer me the position after the second interview?

It is not too late at all. Send it now, today! You don’t need to mention the health problems; you can just say that you’re really interested in the role and you’d love to talk further and hear where they are in their decision-making process.

As for why they didn’t immediately offer you a position after the second interview — stuff takes time. Hiring in general takes time, but creating a new position takes even longer, at least if they’re going to do it thoughtfully.

6. Job-searching because of a possible layoff

I recently learned from the principal investigator in the lab I work in that my position may be terminated at the end of the fiscal year due to budget cuts. Due to the nature of scientific research, this can also depend on a number of factors, including grant funding, etc. As a result, I began job searching for positions in other laboratories at the institution I currently work at. I informed my direct supervisor about my situation, and I’ve already been invited to interview with another laboratory in the department I work in.

There is a decent chance that the principal investigator of my current lab knows my interviewer, but I don’t have him listed as a reference (my direct supervisor with whom I work with on a daily basis is my reference). Should I notify him that I am interviewing for other positions? If I’m asked why I’m looking for employment during the interview, is it alright to mention the possibility of my current position ending?

Yes, let him know. He probably assumes it, since he’s the one who warned you that your job may end soon, but have an explicit conversation with him about it so that you can use him as a reference (or in case he’s called without you including him as a reference). And yes, it’s absolutely fine to say in interviews that you’re looking because your job may be ending; that’s perfectly understandable.

It’s short answer Saturday — six short answers to six short questions. Here we go…

1. Bringing a camera to a job interview

I’m going to interview with a company in the gaming industry next week in their headquarters. Their headquarters are a monument to nerd-ism, and I’d love to bring a camera and take some pictures! Do you think it would look good if a candidate says: “Can I take a picture of this 5 feet tall statue of a game character?” Or I ask for a picture with one of my interviewers, who works as a game designer on a title that sold 25 million copies the same day it was released?

I’m so excited about this opportunity, and I don’t want to ruin it because of a silly mistake.

Don’t do that. You’ll look like you’re there as a fan rather than a serious candidate. And they are making time to talk with you as a job candidate, not a fan who wants to take pictures. While some people might not be put off by this, enough will that it’s too much of a risk. (Read this for a longer explanation of a similar situation.)

2. When you’re rushed through an interview and then made an offer

I had an interview for an internship with a direct service healthcare agency. The interview was a rushed 20 minutes and after I asked two questions, the interviewer cut me off to see the next intern-hopeful. I didn’t even get to learn some basic things about their agency like their preferred modality of treatment! I waited for a while and then the two of us were shuffled into a room where the interviewer said a little more about the agency, then offered 2 spots to both of us right there and started to talk about the next steps. As he was talking he said, “If you’re accepting the position..?” And looked at us each for an answer. Thankfully, the other candidate just looked back at him with me and let him finish his sentence as if he hadn’t expected a response.

Is there a way to ask those outstanding questions without (1) making it seem like I don’t know how to “go with” the rushed pace of health and human services these days or (2) rudely pointing out that he didn’t allow for a “complete” interview?

Also, the interviewer wants an answer “as soon as possible, like tomorrow.” But I have already-scheduled interviews through Friday. I feel like if I don’t respond soon, I’ll lose the spot, but I do want to see what all my choices are. If I can’t afford to be picky (and thus can’t afford to out-right reject a place that is throwing up a few at least pink flags), how should I respond? Because of the power differential wherein interns have almost no leverage (flooded market), other friends of mine in the same situation have agreed and kept looking anyway. Full disclosure: I can see why they were tempted to do that.

When you get an offer but still have questions, it’s fine to say, “I have some questions I’d love to get answered. Is now a good time for that or should we set up a phone call later in the week?” As for needing to give a decision right away, you can reasonably ask for up to a week to decide, but if they need an answer before then, well, you’ve got to decide if you prefer a certain job offer over a not-certain hypothetical offer somewhere else. But you really shouldn’t accept it with the intention of continuing to look — first, because of integrity (something you don’t want to start your career off without, by the way), second because you’ll burn bridges and potentially impact your reputation if you leave shortly after accepting an offer, and third because if your new employer hears through the grapevine that you’re still interviewing, you risk losing that offer AND not getting other ones.

3. Explaining a move when job searching

I have an issue I’d love your help with. My boyfriend and I are talking about moving to the west coast from the northeast after we graduate from grad school next spring. My boyfriend is from Southern California, and we want to be closer to his family. I’ve never lived on the west coast (born and raised in the northeast, attended college in the mid west and grad school in New England), so I’d like something short that I can write or say that will convey that this is a permanent move. I don’t want to come across as flighty (New Englander wants to live in the sun for a year before returning home!), but I also don’t want to reveal too much of my personal life.

“I’m moving to ___ to be nearer to family.”

4. Pre-planned vacations and internal moves

I recently got offered and accepted a new job, but it is with the same company, just a different segment of the company — I’m transferring positions. I will have a new boss and coworkers; I start my new position in 2 weeks.

I have 2 pre-planned vacations for this summer — one in July to see family back home, and another in August for my grandparents’ 60th wedding anniversary celebration. Flights have been booked for both, although I could get out of the July trip, if necessary. These were both approved by my current boss. Do I email my new boss now telling (asking) her about these 2 weeks and if they are okay, or should I wait until I’m physically at my new position, and ask about them then?

Ask her about them now. It’s far more courteous, because if she’s assuming you’ll be there during those weeks, she may make plans that depend on that (such as approving vacation time for someone else then, or signing you up for a conference). If you wait to check with you, you’ll look cavalier about it.

5. Employer wants a bio, in addition to a resume

I am being called back for a second interview and they asked me to send them a brief bio prior to coming in again. Since they have my resume, what would the bio include?

That’s weird. I’m not sure why they want it, but write it the same way you’d write a bio if you needed to submit it for something else — your background in narrative form.

6. Reprimanded for calling off two Sundays in a row

Should I recieve a reprimand or a write-up for calling off two Sundays in a row? Does this constitute a pattern of abuse?

I can’t answer that without more context. If your manager doesn’t trust you or has reason to think the call-outs weren’t legitimate, then sure, that could constitute a pattern of abuse. What were you reasons for calling off? What’s your attendance history previously?

It’s fast answer Friday — seven short answers to seven short questions. Here we go…

1. I don’t want to travel for work anymore

I just recently returned to work from maternity leave. My job requires me to sometimes travel, and these trips are generally two night stays, though occasionally just one. Prior to having a baby, these trips weren’t really a huge deal. I had no problem complying with that part of my job description. Now, however, I feel quite differently about it. I nurse my baby, so overnight trips without her will not happen easily, not to mention the fact that I just have no desire to be away from my infant for very long (regular work days are hard enough)!

What is the best way to address this with my manager? Travel is part of my job description, I’m just not willing to do it at this point. I also can’t foresee being ready at any point in the near future. Do I just tell him I can’t do it? Acknowledge that I may no longer be the best person for the position? I’m not ready to just quit, but I am aware that broaching the subject might lose me my job.

Talk to your boss and ask if you can hold off on trips for now, while you’re adjusting to the baby. You might find out that things can be shuffled around so that you don’t need to travel for a while (and possibly ever, if you’re valued enough and it’s feasible for your role). Or, you might find out that there’s no flexibility there — in which case you’d need to start looking for a new job if this one requires travel that you’re not willing to do. But the first step is to talk about it.

And simply asking shouldn’t jeopardize your job. Saying, “I will no longer travel, period” might. But asking shouldn’t.

2. What does this mean?

Exactly two weeks ago today, I went on a job interview. I interviewed with several managers, as well as human resources. As far as I could tell, everything went perfectly well.

Several hours after my interview, I received a call from human resources saying that they really liked me but they feel that I would be a better fit for another position. They told me that I had to apply to the position before the end of the day because it would no longer be posted within several hours. I went ahead and applied, and sure enough the job was no longer posted the next day. What makes the situation even more bizarre is the fact that the job was posted the same day they called me to apply and taken down immediately after I sent human resources an email confirming that I applied to the position.

I was just wondering your thoughts on this. Is this a sure indicator that I am hired for the position? Should I follow up?

It’s not a sure indicator of anything at all, other than that they’d like you to be a candidate for the job. Beyond that, none of this means anything. You can certainly follow up with them and ask about the timeline for next steps on both positions.

3. Explaining to staff members why some have progressed faster than others

We’re in tourism/hospitality and gearing up for our busy season. Before we get there, I’d like to have a meeting with all the direct reports to go over policy issues, answer questions, and blow off a little steam.

We have three people on staff who were all hired at the same time and trained together but have shown remarkably different ability levels and talents. This has resulted in one member of this group receiving advanced responsibilities early on, as she is more than capable of handling them.

I have heard some grumblings through the grapevine that other staff members are feeling a little put out by her newfound authority (although, from what I hear, everyone really enjoys working with her). I don’t know how much of this is related to her age (she is significantly younger than the rest of the staff) and how much of it has to do with the fact that she simply caught on faster than the rest of the staff.

Would it be advisable to discuss with everyone at the meeting that they’ve all progressed differently and so received different responsibilities, but stress that we are all a team working towards the same goals? I’m tempted to leave well enough alone, but am preparing to go on maternity leave and don’t want to leave a great big mess that may explode once I’m gone, and I don’t want to create a problem where there’s just regular griping.

Explaining that they’ve all progressed differently and therefore received different responsibilities sounds a little condescending to me, but if you can find a way to say it that doesn’t insult their intelligence, then sure. But you might be better off simply taking on the grumblings on directly with people one-on-one when you hear them. (And keep an eye on those people; those sorts of grumblings are rarely heard from high performers, and often it’s quite the opposite.)

For what it’s worth, you can sometimes ward this off from the beginning by explaining why you’re giving someone increased responsibilities at the time that you first announce it — for example, “Because Jane has done a fantastic job at XYZ and learned it faster than we’ve ever thought possible, I’m asking her to manage all XYZ training from now on.”

4. Working for a younger, female manager

I wanted to ask your opinion on a new environment that will start for me next Monday. A new managing director will be starting in our group and she is 11-12 years younger than me (i.e., 34 years vs 45 years). I can’t wait to meet her and I am looking forward to working for her. She is very accomplished and I believe I can learn a lot from her. I have not had the experience of working for someone this much younger than me. Additionally, I work in a very male-dominated industry. It is in the financial services industry. I want to make her feel as secure as possible. I have almost never had personality conflicts in a work environment.

I want to avoid any land mines or pitfalls here. I understand that you do not have a background of my personality. But generally speaking, what were some of the biggest reasons why men that were much older than their female superiors could not make it work? Are there any suggestions that you can share with me that will make the transition easier for me?

Just treat her like a normal person and don’t think about her age (which isn’t even that much younger than you!) or her gender. You don’t need to do anything special to make her feel secure. Just treat her like you would any competent manager. I assure you that’s all she wants.

5. Why is this position still posted if it’s been filled internally?

Less than 12 hours after applying to an online job posting for a reputable company, I received an email from their HR department saying I had been selected to complete a recorded video interview at my convenience. Due to my schedule, I was unable to complete the interview until a week after receiving the invitation and I was in contact with HR to let them know. They seemed very enthusiastic, thanked me for telling them and wished me luck. I completed the recorded video interview the next week in the evening after work — it took me approximately 20 minutes as there were only a few, fairly basic questions. The next morning (less than 12 hours later), I received a phone call from an HR representative who was very apologetic and said that they had hired internally for the position. She also said that they would keep my interview on file and consider me for future openings and that I “did really well” in answering the questions. I first thought this was a good thing, and it was nice to know for certain that this position was not an option because I’ve had the unfortunate experience of being strung along by companies before. The problem is, I just went to the company website and the posting is still up. Granted all of this happened very recently, but you would think they’d remove it from the website to avoid having people apply when there is, supposedly, no position to hire for.

What does this mean? Have they just forgotten about taking down the posting or are they still collecting candidates in case they need to hire externally in the future? Should I reapply or contact their HR department again? (Personally I feel it may be too soon to do this.) And the biggest question of all, if they knew they were hiring internally, why did they not call me to let me know before I completed the interview?

It’s probably just an oversight that it’s still up, or someone moving very slowly in taking it down. I wouldn’t read into it anything more than that. Don’t reapply or contact them about it; they’ve already told you that the position is filled and they’re not considering you for it.

6. Giving past managers a heads-up before listing them on a job application

I know you need to ask permission to list references and should give them a head up about a call, but does that apply to former managers listed in my work history section?

No, if you’re simply filling out an application that asks for your past managers’ names, you don’t need to give them a heads-up … although it’s generally useful to do anyway, if you’re on good terms with them, because it’s helpful for them to know that you’re job searching (and they might be contacted even if you don’t list them as a reference.

(By the way, I’m assuming here that you’re talking about managers you’re listing on a job application, and that this doesn’t mean that you’re listing them on your resume, because they don’t belong there.)

7. When should graduating students start job searching?

It’s that time of the year, and antsy seniors are ready to graduate. I am among them, and I am curious how soon I should start a job search? I would hate to get my hopes up for a position, but be told the company does not want to wait 8 weeks to hire while I’m still in school.

Now! Start now. Job searches often take a really long time, and it’s conceivable that you could start now and still have no job by winter. And hiring processes take a while too. Weeks usually pass between applying and getting a phone interview, and between a phone interview and an in-person interview, and all of that and a decision. If you happen to stumble upon the rare employer who moves more quickly and they need an earlier start date than you can accommodate, well, then you’ll pass on that employer. But don’t sell yourself short by not getting a head start on the process with others.