Ask a Manager

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

1. When should I follow up with this internal recruiter?

I had submitted my résumé for an open position with a company that I’m very interested in working for. A few days later, I was contacted by an internal recruiter to set up an initial phone screening. We set up the screening, which went well, and the recruiter asked for my availability to set up a phone interview with the department manager and a few days later I had the phone interview. I heard back from the recruiter a few hours after the phone interview, saying that he got great feedback and that the next step was to bring me in for an on-site interview and asking what my availability was. I responded to his email early the following morning with my availability but haven’t yet heard back. The recruiter and I have done all of the scheduling to this point via email and he has been very prompt, replying to my emails within a few hours. I’m getting a little bit antsy waiting to hear back, so my question is, how long should I wait before I follow up with the recruiter? I don’t want to seem over anxious but I also want to make sure my email didn’t get lost in cyberspace.

I’d give him three full business days before you follow-up. If you still hear nothing, try again in another three full business days.

If you don’t hear anything after that, unfortunately I’d move on. Sometimes recruiters stop responding when the hiring manager is moving forward with other candidates and looking likely to hire one of them. It’s rude, but it’s common. Hopefully that won’t happen here.

2. “Dear Sir or Ma’am”

I’m very confused about the advice you give in a recent article you wrote about cover letters. Since when is the “Dear Sir/Ma’am,” salutation such a faux pas? I’m 34 and feel that “Dear Ma’am” sounds much better than “Dear Hiring Manager.” Does that make me antiquated? So if I’m not supposed to write “Dear Sir” and don’t feel comfortable writing “Dear Robot”, could you provide a third alternative?

Actually, I wrote about “Dear Sir or Madam,” but my answer is the same here. Yes, it makes you sound antiquated. In what other part of your life would you open a letter with “Dear Ma’am”? You should talk to hiring managers the same way you’d talk to colleagues, which for most people in most industries is going to mean that “sir” or “ma’am” is way too formal. “Dear hiring manager” or “Dear (hiring manager’s name, if you know it)” is just fine.

3. Recruiter removed my contact information from my resume

I recently was contacted by a recruiter about a position at a company I’d really love to work for. I sent her my resume, and she lined up an interview, which I am very excited about! However, the recruiter changed my resume just slightly. She removed my contact information! I’m guessing this is so the corporation will have to go through her to hire me for any positions, but I’m worried it might hurt my chances of being hired for other spots if I don’t get this job. Should I put my contact information back on my resume, or just go with the flow? I don’t want to undermine my recruiter at all, but I don’t want to be overlooked for missing contact information.

This is very normal for recruiters to do, and yes, it’s because they don’t want the company to contact you directly, because they earn their living by placing candidates. They’re not in the business of connecting candidates and employers for free. If you want to work with recruiters, you have to play by those rules.

4. Which of these references would be best?

I know the reference checker can call whoever they want from my resume, but of the references that I provide who would be better: a recent manager (Sep-Nov 2012) from an internship in a similar industry, where the work I did was the same as I would be doing in the role I’ve interviewed for, or a current manager (with only 1.5 years work experience) from a non-related industry, but where I’ve been a full-time temp for 2.5 years?

And would you frown over including a professor from a recently (Dec 2012) completed graduate program, if the graduate studies are applicable to the role and the interviewers made a point of asking me to explain how I would use these in the role?

Of the two proposed references, use the one who will speak about you most glowingly and most specifically. (Although you probably need to provide more than one, so this is probably a moot point.) Don’t include the professor unless an employer specifically says that academic references are fine; most hiring managers want to talk to your managers, not professors. (And their interview question about your studies doesn’t change that.)

5. Is it illegal to ask for free work samples during the hiring process?

I am currently trying to land an entry level job in the surface design field. Some positions I’ve applied to as an intern, and some were entry level. My question is: Is it legal for companies to have me submit designs to them as a sort of test? Several times I’ve done this and each of the times after checking on my submission I’ve been told they’re still making a decision, and then I hear nothing. I have no way of knowing if my design was used for their benefit, but it still seems fishy.

Yes, it’s legal and very common. It would be illegal if they were fraudulently misrepresenting their request for your work — such as not really hiring and only asking to see your work so that they could steal it. And while some of that certainly does happen, it’s far outnumbered by legitimate instances where companies really are hiring and really do want to see your work.

That said, plenty of designers don’t do work on spec, and instead offer existing work from their portfolios as examples of their work. You might want to consider doing that if a company seems at all sketchy.

6. Shoes for interviews that aren’t high heels

What are other acceptable options for interview shoes besides heels? I’m 5’10 with bad ankles, and I need shoes that are solid, preferably
with some ankle support. Most flats make me feel like I’m barefoot, and even trying to walk in heels terrifies me because I constantly worry I’m going to fall and break an ankle… again. Internet is telling me far too many conflicting things!

What about flat or close-to-flat loafers? They’re sturdier than a lot of other flats, and they come in lots of professional options. You can also try shoes with a low, chunky heel, many of which don’t feel like you’re walking in heels at all (because they provide close to the same support as flats).

7. I can hear my dad’s receptionist complaining about her job

I know you have touched upon loud coworkers, but I have a situation that is a little different. I work at my dad’s company (half of the time for him, half of time just using the office for my other job). My dad’s receptionist is a nice gal but on the louder side. My office is right next to her desk and I can hear her sighing, talking, and joking around with other employees in her loud voice. The real problem isn’t tuning her out, but rather, recently I’ve noticed her enthusiasm and productivity dwindling and she continually complains she has nothing to do but when my dad or her manager give her projects to work on, I hear her huffing puffing about how it isn’t her job, etc. Another example was my dad forgot to reimburse her for something and she was moaning and groaning about that and then I heard her whisper to a coworker that they have to be careful what they talk about since I’m here.

Do I mention any of this to my dad? Without a doubt, she will know I told him and I have a feeling she will have no problem confronting me. Do I just tell her that I’m looking out for my dad and his company or do I just let it go? I should mention this office is physically very small, so I haven’t encountered any of this by eavesdropping.

Would your dad want to know? I sure would, if I were him. Assuming you think he’d feel the same, tell him that you’re in awkward situation because you feel you need to tell him what you’ve heard, but that you’re concerned about how the receptionist will handle it if she knows that you said something to him. Let him decide how he wants to handle it from there.

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

1. Eagle Scouts and resumes

A jobhunting friend is in his early 40s and wondered if his resume should include his Eagle Scout-yness. While he has achievements that
are far more recent on there, he thinks that achievement is too old. I think it’s sort of like a fraternity membership, in that other Eagle Scouts are likely to take care of their own. What do you think?

I could argue it either way. Some hiring managers might find it too old to be relevant, but others will read it as signs your friend is squeaky clean and will like that (and yes, other Eagle Scouts might bond with him over it). It might help or it might not, but it’s not likely to hurt him.

2. Should my resume include work I’ve done for a friend’s band?

I’m a music student searching for a part-time job. Realistically, I’ll probably end up in retail or food service, but I’ve been keeping an eye out for low-level part-time jobs and internships at record labels and music publications. I’ve been doing a lot of work to help out a friend’s band, including coming up with and executing promotional ideas (ones that go beyond “hang up flyers the week before a show”), researching venues to contact in new cities, and running their merch stand at their gigs. I think the experience that I’ve gotten from this has been relevant to several jobs to the point where I’ve considered listing it on my CV, but I’m worried that hiring managers will see that I’ve essentially listed “volunteered for a punk band” and dismiss me as being naïve and not actually experienced. From a hiring perspective, what would your reaction be?

You should absolutely list it! Especially for the music industry jobs you’re applying for, where listing it will demonstrate work experience in the field — but for other jobs too, because it demonstrates responsibility, organization, initiative, etc.

3. Should my blog go on my resume?

I started a food/home design blog last spring that I’ve been considering putting on my resume to support my writing/web experience (plus food is my passion, I’d love to get into that industry). I know it’s technically more recent than my current position, but I don’t want to bury the “real” job and experience I have. List it second? Mention in cover letter but not resume?

I’d list it on your resume in a different section — Other Experience, Volunteer Work, or something like that. Unless it’s your only writing/web experience, and you’re applying for writing/web jobs — in which case I’d list it first, front and center.

4. I don’t want to report to my old bullying boss again

Last year my former boss went on a year’s leave, and I covered many of his responsibilities. During that year, the company restructured, and I was promoted to manager for one of the brands our company sells, and report to a new boss. My old boss did not want or help his employees to succeed. He was a bully and if not for this restructuring I had decided I could no longer work for him and would leave when he returned.

However he is now returned and trying to negotiate a larger role for himself as he only has one brand, and no direct reports. I know his end goal is to have some say in all brands including mine, and perhaps to even get dotted line responsibility from me and others. He continues to be belittling and critical even though I no longer report to him. I am respectful but take no crap when dealing with him. But I can see his behavior escalating.

My new boss is amazing! He is a true mentor and I am blossoming under his management. I have been given a high level project along with my regular duties and doing an excellent job. My new boss doesn’t know my old boss or that I would have left if I had to keep reporting to him. Should I let my new boss know how I feel — that I couldn’t continue in this company if I have to officially report in any way to my old boss? I know he is lobbying right now for an expanded role. If that role includes any authority over my brand, he will continue to belittle, criticize, interfere and ultimately affect my good performance and results.

Talk to your new boss about your concerns. Don’t issue an ultimatum (that you’ll leave if this happens), but explain your experience working under the old boss previously and your extreme concern about working closely with him again. Be diplomatic, but be careful not to be so diplomatic that your message is lost.

Your new boss might not be able to do anything about it, but he might be able to, and it’s worth having the conversation.

5. Is this start-up job really going to come through?

I have been offered a job as a Business Development Manager (home-based global sales) by someone I know from childhood who has a startup business that is poised to become a subsidiary of a very large company (they currently own a minority share). The technology this startup company is producing is a game changer, and this position will get me back into a field that I have not been in since college, that I love and miss.

I’ve just explained the reward. Here’s the risk. The job start date has been put off until three weeks from now — I was originally told I would start last week. In the meantime, they wanted me to come out to the main office and meet the rest of the team — he keeps telling me that the documents are going out the next day, that the trip will be the following week, a week comes and goes, nothing. Now, I have had no response for two days, after I told him that it is difficult for me to plan the rest of my life when I keep being told to keep an entire week open and then nothing happens. This company is less than 25 employees right now. The CEO/friend seems to either have too much on his plate, which is why he needs to ramp up with professional staff to delegate (he literally does the sales calls all over the world himself), or he is completely full of it, made a bogus offer, and does not know how to back out.

How do I tactfully approach this, or should I not at all? Should I just ignore the job offer I accepted and move on? Should I tell him that I rescind my acceptance? I am at a loss, and worried that now that I haven’t been job hunting for the last two weeks, I will lose my unemployment.

Return to job hunting. You don’t need to write this job off or rescind your acceptance, but you shouldn’t count on it coming through. If it does, then great — but right not it’s not solid enough to count on, so you need to act as if it’s not firm — i.e., continue job-searching — until you have evidence that it is.

6. How should I bill my time from a business trip?

I am an hourly worker. (My boss is pushing for me to be full time.) I am on my way back from a week-long business trip. My boss came with me, so hotel, meals, etc. were paid by him on his company credit card. How do I account for my time? (I am a temp through another company.) How do I account for my time? I know I add the time I travelled (train, which my boss purchased the ticket), and obviously the time I spent working, but do I add when we went for meals (sometimes these things went for 3 hours!) Do I count when we left the hotel until we get back? Where’s the line between company time, and company funded personal time?

Ask your boss. Different companies handle these things differently. It’s fine to just ask him how he wants you to do it.

7. When should I expect a written offer?

Got a verbal offer from CEO via email for a San Fran startup on Monday. Accepted via email same day. My start date is tentatively set for the end of March. When should I expect a written offer? And to clarify, the offer is pending references, but neither has been contacted. Currently work on east coast corp strategy. Just getting paranoid.

You might not ever get a written offer; not every place does them. You can certainly ask for one though — or you can simply summarize the terms of your employment (title, salary, start date, etc.) in an email, send them to the CEO, and ask him to confirm. That might feel less legally binding than a formal written offer initiated by the company, but they’re basically the same — neither obligates the company to stick to those terms going forward (although they can’t change your pay retroactively), but it’s helpful to ensure that you’re both on the same page and there aren’t going to be any miscommunications.

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

1. Employer won’t let me tack vacation time on to a work-related trip

I work for a national lab. I pay my salary out of my grants. I pay for conferences I go to out of my grants. I pay overhead to the national lab for the lab/office, administrative and security support for working here out of my grants. The national lab pays my vacation and sick time and I have 5 weeks vacation.

I am required to go to a European conference this year by contract signed on a collaborative grant. The lab has told us we can not tack on vacation to our business travel or it may not be more than half the time of the conference. Of course, I want to take an additional week vacation after the conference and have offered to pay the return flight out of pocket. But they still say no. The conference is 3 days so I’m allowed to take only 1-1/2 days vacation after.

These new rules are to protect the taxpayer from researchers taking unnecessary trips and charging their grant. But if I pay the return flight I’m saving the taxpayer money. (I can list a million ways in which unnecessary overhead costs at this lab cost the tax payers excess money.) Is this really legal? And do other private companies do this?

I can’t think why it wouldn’t be legal. Companies can make whatever rules they want around work-related travel and how you use your vacation time. In fact, because no federal law requires employers to give vacation time at all, companies can structure it as weirdly as they want — they can say you can only use it on Tuesdays, or only on odd-numbered days of the month, or only after 18 days have elapsed since your coworker took time off, or whatever else they want. You can certainly advocate for changing their policy, though.

2. I want to be non-exempt

I am a salaried exempt employee (I get paid the same amount every pay period, regardless of hours worked). Office hours are 9-6 with an hour for lunch, but about 30-40% of the office stays until 6:30 or 7 every day. I don’t mind staying late on occasion, but recently I’ve been staying about 3 hours late every day and coming in for one weekend afternoon. (like I said, I’m not alone when I stay late – this seems to be a company wide and possibly field (architecture) wide issue). If I’m going to be working 10 or more extra hours a week, I’d like some form of compensation. Is there anything I can do to change my status from exempt to non-exempt? Is it even worth asking?

I think what you actually want is compensation for working overtime, and you’ll muddy the issue if you ask to be treated as non-exempt. If you’re treated as non-exempt, your employer will need you to track every minute worked, will need to pay you overtime for all hours over 40 in a week, and will have the option of lowering your paycheck on weeks where you work less than 40 hours. You might find that you’re prohibited from working overtime at all, or even from answering work emails from home at night or on the weekends (which may not even be feasible for your position). That’s overcomplicating a situation where you really just want more pay for working longer hours.

These sorts of hours may simply be part of the deal with your position, in which case you’re unlikely to be successful in asking to be compensated for them. (There are many exempt positions where hours much longer than you’re talking about are normal, and there’s no additional compensation for them.) But you could certainly ask about something like comp time for weeks when you work, say, 50 hours or more … but again, make sure that that’s reasonable in your industry, because in lots of industries where putting in the time it takes to get the job done is just part of the expectations — law, nonprofits, and others — that would just come across naively.

3. Should you handwrite writing samples?

When an employer asks for a writing sample, do they want it to be written longhand or typed?

Typed. Or more specifically, they’re expecting it will be typed on a computer and printed out, in most cases. Unless they specifically say that they want to evaluate your handwriting, which would be unusual (but does occasionally happen).

4. Employee doesn’t want to work alone at night

We hired a part-time employee to cover 3 shifts a week, all of which are closing shifts. The last hour of the closing shift is covered solely by the closing person; they are in the store alone. The person we have working this shift now, six months into her position, is saying that she does not feel comfortable working in the store alone because she is afraid of being robbed. We haven’t had any incidents or previous problems and we’ve been open 21 years. There hasn’t been any indication that she has been threatened in any way, other than there are customers who “creep her out.” She wants to switch shifts with other employees and work earlier in the day (these are of course the more desirable shifts to be had). My question is this: am I obligated to keep her on the schedule? I don’t really want to take an employee who has worked their way up into the more desirable shift and put them on closing because someone feels uncomfortable doing the job they were hired to do.

No, you’re not obligated. You can certainly tell her that the job you’ve hired her for is the night-shift position, and that moving to other shifts isn’t currently an available option. If she declines to work those shifts, you can replace her. (Make sure whoever you replace her with is comfortable with working night shifts alone, of course.)

Before you do that, though, I’d talk to her a little more to find out if there are real security concerns that you could be addressing. That’s something you’d want to know, if so.

5. Is this legal?

Before Christmas, my employer gave me a note to say that my employment after Christmas would be reduced to a 3-day week. I did not agree to this change to my contract and have recently found out that others within the firm have been doing my job. I am a delivery driver and management has been using their own cars to deliver goods. Is this allowed? Not all members of the work force have had their working week reduced. Is this fair?

Unless the decision was based on your race, religion, gender, national origin, or other protected class, your employer can absolutely change your schedule, decrease your hours, or take you off their schedule altogether.

If they’re decreasing your hours and managers are doing work you used to do, it sounds like they’re trying to conserve costs.

6. How far back should references go?

How far back in my job history should I provide references? I’m still on very good terms and in contact with coworkers and managers from previous organizations from as far back as 5 years ago, but I’m not sure if I should provide them as references anymore and focus on references from more current coworkers and managers.

Leave the coworkers out of it altogether; most reference-checkers want to talk to managers, not peers. Five years back isn’t too long, although I wouldn’t leave the more recent managers off either, or that will raise questions about why you’re not as eager to have them spoken with.

7. Will this look like job-hopping?

Last May, I relocated to another city for a job. After 4 months, our entire department was laid off. I ended up finding another job, where I have been for a little over 3 months but I am unhappy with the culture, amongst other things. I’d really like to look for another job but I don’t want this to affect how potential employers might perceive me since I’ve only been here for such a short time. Should I just suck it up for a while longer so I don’t look like a “job hopper”?

Two short-term jobs in a row isn’t great — it’s likely to raise red flags for future employers. So unless you’re really miserable, I’d stick it out for at least a year if you can.