Ask a Manager

First, if you haven’t yet voted for Ask a Manager in the Bloggie Awards, would you please take a second to do it now? (I’m nominated in the Best Topical Blog category). Thank you!

Now that we’re done with that … it’s wee answer Wednesday, with seven short answers to seven short questions. Here we go.

1. Being transferred to a location without public transportation

Recently there has been talk about my colleague and me being re-located to another office on the other side of town. This would be problematic for me, as I don’t have a car and public transport between my house and the new office is near nonexistent. I currently walk to the current location from home. Is there a reasonable way I can approach this when it becomes a reality?

Why not talk to your boss about this now, before any decisions have been made? Tell her that you’re concerned by what you’ve heard, because you don’t have a way to get to the other location. A reasonable employer will try to work with you on that, unless they don’t have options and your position absolutely has to move.

2. Required to submit photo and personal info for company directory

My company wants me to submit a photo and some info about myself for the company handbook. Is this an invasion of privacy? They say they want it for the new employees to get to know how you are. There are 3 separate buildings and we don’t have a lot of interaction going on between us. We don’t even get to see each other. I don’t want my picture taken an posted for an employee directory. To me, it is an invasion of privacy, as I am not well liked and it would open doors for me to get further picked on. Or if a job was to come open, people tend to be discriminatory about how you look. They have the nerve to make it mandatory. What can I do ?

Sorry, but nothing. This is very, very common for companies to do. You need to provide the info, although it certainly doesn’t need to be particularly personal.

3. Applying for multiple openings at one organization

Can you say anything about applying to multiple positions at one organization? I do not mean indicating, “I would also like to be considered for the [position 2] and [position 3] … positions” line in the cover letter for position 1, but applying separately to new open positions that are advertised after you’ve applied to position 1. In some cases I assume I should not send additional applications because the listings say they will review the application and match it against open positions. So sending multiple applications would be pestering, right? But what about situations where this is not stated? Is it safe to assume that if I’m not what they’re want for position 1, they will keep me in mind for future openings? If it’s not safe to assume this, should I just go ahead and apply to multiple jobs at the same org, as though I have not applied for an earlier opening?

You can’t always assume that. In some organizations, hiring managers won’t see candidates who applied for jobs outside their department.

People always ask this question, and there’s no good answer. You can go ahead and submit multiple applications on the assumption that they have different hiring managers who may not see your other application(s), but if they do, then you risk looking scattered and unfocused — that you’re not targeting what you’re really interested in or good at. So there’s no perfect answer.

Because of that, though, what I can tell you is that you’re better off if the positions you’re applying for are all similar to each other — in job substance and in level — so that you don’t look like you’re taking a scattershot approach.

4. Creating a contract for an unpaid internship

I am back in college earning an associates degree in a technical field. I will have to do an internship for one of my classes. I have only done them before with nonprofits. This will be different. I thought I heard once that you can’t do an unpaid internship with a for-profit company. Is this true? According to my instructor, we could set up a contract between me and the company that says I am working for them for educational purposes only and that I won’t collect unemployment from them after I leave and that they don’t have to pay me minimum wage.

It’s not illegal to do an unpaid internship with a for-profit company if the internship meets a set of criteria laid out by the Department of Labor, including that the internship must be similar to training which would be given in an educational environment; the internship must be for for the benefit of the intern and the employer must derive no immediate advantage from the activities of the intern; and the intern cannot displace regular employees and must work under close supervision of existing staff. (Of course, this law is broken all the time, but that’s what the law says.)

If your internship doesn’t meet these criteria, then there’s no legal way to waive your right to be paid at least minimum wage for your work. And any employer who would let you sign such an agreement is foolish, since it wouldn’t have any legal weight.

5. Does the file name of your resume matter?

Do hiring staff care too much about the file name of your resume? Most of my resumes are titled something like “Jane M – November 2010,” and I began to wonder if that would make them think that I’ve just been sending out this outdated file en masse since then. (The date indicates to me the date of creation or redesign rather than a “last updated.”)

Yeah, it’s going to look like an old resume. Document titles don’t matter much as long as there’s not something directly problematic about them, but in this case, yours is mildly problematic. Drop the date altogether or update it to the current year.

6. Should I get a masters in English?

I have an MBA from a top 25 business school. Over the years, I think I have made great use of it, starting as a financial analyst in a large corporation, rising to a recruiter role, etc. In my current role, I’m an assistant director and I oversee three senior staff and five junior staff. I’ve gotten glowing reviews though I’ve only been in the role about a year and a half. My question is whether I should pursue a master’s in English. I know it won’t help my career trajectory in my current role and will cost money and time, but I truly love writing and English. I can get the degree at a university that is about 20 minutes away in the evenings and it will take 3 years. Everything I have searched on the internet says a degree like this is a waste of time and money, but I have to say this is the field I’d always wanted to be in. Thoughts?

There’s a reason you’re hearing that everywhere. You don’t need a graduate degree to write professionally. If you want to write, start writing. What will get you writing jobs is having well-written published clips, not a degree. So start working on getting clips.

You might also read this post and this post and the comments on them.

7. When should I start job searching?

I’m a recent grad and so far I’ve only got a minimum wage retail job, which pays the bills but is obviously not my dream position! Thanks to your blog, I also volunteer in my area of interest and have redone my CV and cover letters.

My other half is currently studying, but where we live is too expensive so we are aiming to leave once his course ends in June. At the moment, I am keeping my eye on relevant jobs around the country, but I can’t really apply to any that state they are interviewing soon, as I am tied to my flat here for the next few months. If we are looking to move from June onwards, when would be the best time to step up my job search? I worry that something great will slip through my fingers because I left my job hunt too late.

Start now. If you’re contacted about a job that needs you to start earlier than you’re available, then you can simply explain that and withdraw from the process. But lots of others will move much more slowly, and if you wait to start, you’ll miss out on those.

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

1. Is it worth joining this honor society?

I just started getting mailings soliciting my membership in The National Society of Collegiate Scholars. I checked and it’s legit (for what it’s worth) and the invitations are GPA-based, so it’s not an “anyone who can pay gets in” sort of thing. The lifetime membership fee is not negligible, but also not particularly onerous ($75), and it’s a one-time expense. But it’s not something I’m going to shell out for if there’s no tangible benefit to me beyond the chance at a few scholarships and an ego boost.

However, one thing they tout is that you can put your membership on your resume. And I’m sure you can — the question is, assuming that it is a legit and reasonably well-known honor society like the NSCS, do hiring managers care one way or the other? Because if you do, that might be worth the investment.

Nope, not at all. If your GPA is impressive, list your GPA. But employers don’t care about this type of membership.

2. Asking for a more private office space

My position is being moved from our downtown offices to a location nearer to my home – yay! I have no problem with this whatsoever. But … the new workspace (cubicle) is in a very open space compared to the rest of the open plan office spaces. Also, it is quite smaller than the space I have been used to occupying. I would have to downsize on quite a bit of my historic documents and files. I have asked the facilities manager if I could swap spaces (there are a couple of “empty” cubes – being reserved for people who have yet to be hired).

I know for a fact that I will not be comfortable in a workspace that is as open as this (I would be constantly worry about who was checking out my work). There is a completely unused cubicle space (not assigned to any yet-to-be-hired employees)…it is just used as storage space for filing cabinets. I am not trying to cause problems and I’m trying to come up with solutions – would it be wrong to go to senior management and suggest that they move out the filing cabinets and set up a suitable workspace for me? After all, I am not a new employee, and have a stellar record of accomplishments. Is it too much for me to ask to be comfortable?

It’s fine to ask. Don’t go to “senior management” though; go to your own manager. Be prepared that they just might not be able to do it though; they may want to use the space for the filing cabinets that are currently there. (And realize that those yet-to-be-hired employees may actually have a higher need for privacy than you do, based on their job duties — try not to take it personally if so.)

3. Prospective employer wants me to meet with an industrial psychologist

I have just concluded 3 rounds of interviews with a firm and the prospects are excellent. Now they have asked me to meet with an external industrial psychologist. The job I am applying for is a senior position (associate), but they have clearly stated that they are looking for a candidate who will eventually take over a senior management position. I have never done a face-to-face psychological interview. What is the purpose of such an interview and how much personal information is necessary to divulge to this company?

They have also indicated that this half-day meeting will be confidential and that the hiring company will only receive a summary report of my discussion. Is there anything more that I should know about this exercise? I am a little leery.

Some companies use industrial psychologists to help determine fit with the position they’re hiring for. But this interviews aren’t generally about the sort of invasive psychological questions you might be picturing — they’re not going to ask you about sexual fantasies or tensions with your mother. They’re going to ask questions designed to get at the traits and skills they’re looking for. I’d treat it like any other part of the interview process. And if you’re asked something you’re not comfortable answering, it’s fine to say that.

4. Negotiating salary when becoming a full-time, non-temp employee

I am currently a contract employee (the company’s term) for a large, international company. Although they posted the position and interviewed me, I am paid through a third party employment agency. During the initial salary discussion, I was told my requested salary was at the top of their range, but when I received the offer, it was for this top number and sweetened with 6 paid vacation days, so I accepted. (It is paid hourly.)

I started last May as a part-timer (3 days/week), and will soon be moving to full-time. I expect at some point the company will ask me to become a full-time “permanent” employee instead of contract (most employees here started out that way). My question is, can I negotiate a hiring starting salary at that point? And how much can I ask for? I know the company pays the third party employment office over and above what I make hourly to “employ” me, but how much of that can I expect to recoup for myself? I should add that I very much enjoy working here — it’s a great job, great culture, and great people! I really couldn’t ask for much more other than the security of being permanent. Are there rules for this sort of negotiation?

You can certainly try negotiating. Keep in mind, though, that you might not be able to “recoup” what they were paying to the employment agency. They’re paying that fee for a purpose: to have the agency handle the administrative pieces associated with your employment, to be able to replace you with a minimum of fuss if needed, etc. So you shouldn’t base your salary argument on that. Rather, you should research what’s reasonable to ask for just like you would with a new job, and build your case around that.

5. Manager didn’t turn in my internal job application

My supervisor did not complete and turn in my internal job application. I gave her plenty of time to do it and she said she would turn it in. I am home-based and do not go in the office. She did not turn it in and never even filled out her part. The job posting closed. Do I have legal recourse?

No. It’s unfair and bad management on her part, but there’s nothing illegal about her neglecting to do it.

6. Banning certain foods from the office microwave

Can you ban certain types of food from being cooked in the microwave in the workplace, such as fish? Is it legal?

Of course it’s legal. There’s no law protecting workers’ right to microwave smelly foods.

7. Applying for a job where husband’s job search might complicate things

In November, I applied for a position in another state. Time marched on and nothing happened. Meanwhile, we were lucky enough to find another government job in the same town for my husband. He made the cut and his name was sent forward to the hiring official. Several weeks later, the job was canceled and readvertised for the employees of a particular agency only — not his — so he couldn’t apply. The job I applied for readvertised for a particular agency — mine — I reapplied and have a call. We are looking daily for him, but have found nothing.

We both would not mind moving. We are more than willing to trade in our daily 3-hour commutes for a 20-minute commute — not a problem. Bottom line, I want to be a contender — I have a very good chance and it would be a promotion. How to I gracefully answer questions about him and his employment? If he is unable to find a job, it will be a dealbreaker. Also, we would need to move — very complicated. We do have a child and would look at the end of the school year — is this unreasonable?

Government hiring often moves slowly, so waiting until the end of the school year might not be a deal breaker, but you’d need to ask. Only they can tell you.

Regarding your husband, you’re unlikely to be asked questions about him and his employment — or at least you shouldn’t be. Your husband’s situation is none of their business. (And this isn’t academia, where they might ask because they’d want to hire you as a package.) If he’s ultimately not able to find a job there, you can turn down the offer if you get one. But there’s no reason to get into details with them about that situation.

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

1. Am I getting a reasonable response rate to my job applications?

I’ve never had such a hard time finding a job. I’ve been looking for well over a year now and can’t seem to find anything that would be remotely interesting or worth my while. Over the course of the past year, I’ve sent out about 30 applications, which has produced 3 interviews. In all 3 instances, I was eventually rejected at the last stage because they had found someone more qualified. However, my feelings aren’t all that hurt because I’m only in my mid-twenties and I know that there are more qualified candidates out there.

What really bothers me is the poor response-to-application ratio. In the past, I’ve never had any difficulties getting an interview for every 5 applications sent. I don’t know what changed this time around. Do you think 3 interviews for 30 applications is a reasonable ratio?

Yes, thats a reasonable response rate, especially without a ton of experience. What changed this time around is the job market — there are now far, far more job seekers than there are openings, so you have a ton of competition. That said, I’d take a look at your resume and cover letter, since nearly every time people tell they’re concerned by the response they’re getting, the problem is their resume and cover letter.

(By the way, for whatever it’s worth, 30 applications in a year of actively job searching is pretty low. That’s barely more than one every two weeks.)

2. Was I unreasonable to refuse to drive 35 miles in my own car?

I don’t have a company vehicle. My director has asked me to drive 35 miles down the motorway to another office to meet with him to accompany him to a meeting. I don’t get paid to use my own vehicle for work, and although they will reimburse me for fuel, it’s not in my terms and conditions of employment to drive to other offices within our company. Do you think it was unreasonable of me to decline? And what if I did not drive?

The director drives around himself in a luxury company car, and he originally said he would pick me up but then had a re-think, I believe because he lives around 20 miles from our office.

It’s very normal to occasionally need people to drive to a different office for meetings, etc. If you didn’t drive, you would have raised that and they would have found some other solution, but since you do drive and do have a car, yes, it was unreasonable for you to refuse. The fact that your director drives a luxury company car has no bearing on this.

3. Did declining a same-day phone interview blow my chances with this job?

I have been working with a management consulting company that also has a recruiting component. I have had a couple of interviews and good leads from them. Two days ago, they contacted me about an urgent request for a great job and asked me to tweak my resume to reflect my qualifications that match the job description. I did. Then yesterday, they asked me for a same-day phone interview with the owner of the recruiting company (not the client company), with two available interview times. I was unable to do it and asked to push it to the next business day. My reason was that my kids are off school and I would be with them all day. I left a voicemail and didn’t hear back.

My husband is concerned that I blew my chance for this job, and that not being available for the same-day phone interview is a red flag. I can understand that they might have moved on without me due to the urgency of the request, but do you feel that not being available was a red flag and/or raised concerns about my reliability/availability to do the job? Should I have arranged child are for this interview? Money is tight, and if I wait a day, they are back in school, when I am free to speak uninterrupted without the additional expense.

No, it’s not unreasonable or a red flag to be unavailable for a phone interview on the same day it’s requested. It’s normal.

Ideally you wouldn’t have mentioned that it was because of a child care situation, because that potentially raises questions in their minds about whether child care will interfere with your availability once on the job — it would have been better to simply say, “I’m unavailable today but free later int he week.” But simply declining a same-day interview isn’t alarming and in fact is pretty common.

4. Why doesn’t my boss fire my awful coworker?

We have a member of staff who is consistently late and does not do her fair share of the work. We work at a day program for adults with dementia. On Friday, she had a disagreement with the coordinator of our program and so she grabbed her purse and coat, said “F*** y’all” and stormed out at 2 pm (our workday ends at 4 pm).

This is not the first time she has done something like this. Why is our boss not firing her and hiring a more responsible person?

Because your boss is a terrible manager.

5. Manager believes it’s illegal to give references

I work at a newspaper in Ohio. We had a reporter resign, and today was his last day. He hasn’t been the best employee (actually, he’s been a nightmare), so I asked my general manager, jokingly, if he was going to give him a good reference. My general manager then told me that it was illegal to give him any reference at all. He said he was only allowed to confirm the dates he was employed.

I found this odd. I asked him if he would give him a reference had he been a good employee? He still said no. He would still only confirm the dates of employment.

I’m planning to apply for other jobs at some point in the future, and by all accounts, I’ve been an excellent employee, earning much praise from the general manager and my editor. It bothers me that when I do decide to leave, he will potentially not volunteer that information to my prospective employers. Is this correct? If so, how often do you come by it and what are your thoughts about the practice?

Your manager is 100% wrong. It is not in any way illegal to give a reference, including a negative reference, as long as the content of the reference is accurate. Certainly some companies have decided to implement policies that they won’t provide references (although in reality their managers generally still do, at least for good employees), but that’s not the law — that’s an internal company policy. And a bad one at that.

You should tell your boss that you’re concerned by his practice because whenever you move on, you’ll need a good reference from him, and (presumably) have earned one. Show him this post. And this one.

6. Do applications when you’re under-qualified hinder you in the future?

I will be graduating with my master’s degree in a few months and am beginning to apply for jobs. I’ve read your post about how to get hired if you’re under-qualified, but is there any chance that applying for a position that requires at least five years of experience when I only have three years of part-time experience will reflect poorly on me or hinder a possible future relationship with this large and well-respected organization?

Probably not … although three years of part-time experience is pretty different from five years of full-time experience. If it were three years of full-time, I’d say to go for it, but you might be pretty significantly under-qualified for what they’re looking for. It shouldn’t hurt your future chances though, unless your application materials contain those awful statements that some people use like “I’m the most-qualified candidate you’ll find for this job.” Which you should never use anyway, but especially not in this situation, since it will make you look like you don’t appreciate how your experience differs from what they’re seeking.

7. I told someone he was getting promoted, but now he’s not

I’m a middle manager who was “promoted” without any warning a few years ago (didn’t really want the promotion but wasn’t given an option other than leavimg). So I have been in this position for several years now with little to no real training. Seems I keep making mistakes with my subordinates, but this may be the worst one yet. My supervisor wants to promote one of the people who works for me. My employee had somehow overheard part of the conversation and instead of telling him I knew nothing, I discussed the plans as I knew them, although not in great detail. Now it appears he won’t be getting the promotion. Yep, hindsight is 20/20. Not only am I likely in hot water for talking about the promotion, but what do I tell him? Do I wait until I know for certain that he won’t be promoted or do I talk to him now?

You need to walk this back with the employee. Without knowing more details, like how certain it is that the promotion won’t be happening, I can’t tell you exactly what to say, but at a minimum you need to tell him that plans aren’t finalized, that many things could change, and that it won’t necessarily go in that direction, and apologize if you implied otherwise. And if it’s certain that it won’t happen, you need to tell him that.  All this needs to be now, ASAP, before he spends more time thinking this is certain. The longer you wait, the worse it will be.

However, before you talk to him, I’d ask your own boss for advice about how to handle this, because this is messy and it seems like your instincts aren’t serving you well here — get someone else in the loop to help you. And yes, that may get you in trouble with your boss, but it happened and you need to come clean. And at this point, treating your employee right is the higher priority than keeping you out of trouble.

I’d also take a hard look at whether you want to stay in a management role. If it’s not for you — and you sound like you don’t think it is — you might be making things pretty bad for the people working for you. It would be worth looking for a different job if that’s the case.