Ask a Manager

It’s four answers to four questions. Here we go…

1. My new boss has a different work style than my old boss

I’ve been in my job for three years under James. I’ve liked working with him and have learned a lot. The work is fairly strategic in nature, and James often asked for multiple approaches to be tested and a lot of workshopping before making decisions. He prioritized creativity and thoroughness over speed. Mostly this worked out fine and he was never unhappy with my work, but sometimes it took a month to do something that I felt could have been done in a week. I would have preferred a little more independence and decisiveness, but overall it was fine. He would also sometimes assign projects and then forget about them when I was finished, which wasted time or resources.

James has recently been promoted and is no longer my supervisor. I am now supervised by his former boss, Michael. Michael approaches the role very differently. He is much more focused on getting results and while it’s been a bit more hectic, overall it’s a positive and I’ve been getting a lot more done and feel better that projects aren’t dragging out any longer.

Michael has not said anything negative to me but has occasionally queried why something from a while ago was never finished or why an earlier version of something took much longer. I’ve just said the priorities at the time were different but haven’t elaborated. I’m not sure if I should ask for a meeting to explain that I worked at a particular pace because that was what James wanted and I wasn’t slacking off or struggling before. Michael would not previously have known a lot about what I do but I don’t want him to have a negative impression so I’d like to clear the air, while also not blaming James for the previous slower turnarounds.

I’d love some advice on how to approach this or if I should even say anything. James still works here, and he and Michael are good friends.

I don’t think you’ll necessarily need a specific meeting to address it; it’ll probably be enough if you just add a bit more information each time Michael asks about one of these things. For example, rather than just explaining that X didn’t happen or took a long time because the priorities were different, you could say, “James wanted me to test X, Y, and Z before making a final decision about it, so that added a few weeks to the timeline.” Or, “I did X and Y on project Z but James ultimately decided not to pursue it.” This isn’t throwing James under the bus; it’s giving your current boss factual, relevant context about why things were done. At some point if it comes up organically you could also say, “James preferred to test a lot of angles and his style was to prioritize that over finishing more quickly. I actually really like finishing things quickly and find it more satisfying, so I think my style meshes more with yours in that regard.”

2. Can I have a picture of the president on my office wall?

I have a picture of the sitting president and vice president on the wall of my private corporate office. It is not in a common area like the break room, conference area, or hallway. Is this a violation?

That’s up to your company! But it’s definitely reasonable for them to say that people can’t put up partisan political messages at work, and they can have a legitimate interest in doing that. It might be more intuitive if you think about how you’d feel about a colleague who had a portrait of the previous sitting president in their office and how that could potentially affect your working relationship or simply be a distraction.

(This assumes you’re at a private employer. In the federal government, office buildings frequently hang portraits of the sitting president, although they’re typically in common areas. This is a weird tradition.)

3. “Have a great day!” in email signatures

A few people who report to me use an email signature that includes the words “have a good day” or “thank you and have a great day!” before their signature. Emails may include external or internal customer support, as well as day-to-day internal emails.

I find this off-putting. Emails could be anything from a neutral customer question, to a very serious problem with a customer account, to responding to a coworker who emailed about their mom being sick. Sometimes it just doesn’t fit with the rest of the email. I think I am also personally annoyed by being told to have a good day.

So far, I have not said anything. I assume they have added this to their email template out of kindness. In at least one case, I don’t have the best relationship with the person, and I don’t want to unnecessarily increase tension. Is this just a personal annoyance that I should get over? Is there a legitimate business case in asking them to remove it?

It’s mostly a personal annoyance that you should get over. There’s one exception: if they’re not editing that out of emails where it would be inappropriate (like a response to someone saying they’ll be out for bereavement, for example), you have standing to tell them to be vigilant about doing that. Otherwise, though, let it go — after all, if they were manually writing that out every time, it would be too micromanagery to tell them to stop. (This assumes that you’re working in a fairly typical environment where people have some autonomy over the way they write emails beyond this.)

4. Coworker keeps sending timecard reminders to our team’s social group text

My team recently doubled in size, and many of the new hires are in their early 20’s, either in their first or second job post-school. We also hired two leads, a brand new position for the expanded team. Both of the leads were outside hires, neither of whom had direct experience in our field, and it seems like one of them, “Taylor,” is struggling a bit to figure out what being a lead means. In their defense, one of the team managers is a huge micromanager and power hoarder who I suspect has not been sharing power well and who I know has pushed back on both leads when they’ve come to management with suggestions for what they might contribute. Neither management nor coworkers with more seniority know what the lead roles are either. (That’s part of the reason none of the existing staff applied for them.)

One way this has displayed for Taylor, though, seems to be trying to assert their authority as much as possible in ways that I and other coworkers I’ve chatted with find annoying and counterproductive. The most recent manifestation of this involves a coworker group chat of about 20 people started by one of the other new hires. Now, I don’t want to be in a 20-person group text in any context, but especially not for work. It’s mostly social with people sharing fun photos (followed by a dozen notifications of “Elliott liked this photo”), but recently Taylor has started using it to remind everyone to submit our timecards. They’re doing this by making memes about it, so not only do I get the text from them (before I’ve even clocked in that morning) but also the requisite 5-10 follow-ups that someone slapped an emoji response on the meme.

Taylor is not my (or anyone else’s) supervisor, and I do not need or want timecard reminders from them. I’ve muted my own notifications from that group but apparently my phone will neither allow me to leave the group entirely nor prevent notifications from showing in the status bar. Can I just respond in the group chat after the next timecard meme just saying, “Hey, can I request we keep this chat social and leave work messages for email or Teams?” I do like my colleagues and don’t want to seem crotchety, and I think for Gen Z a huge group chat is a pretty innocuous thing, but I am genuinely annoyed. Should I say something to Taylor in person so I’m not calling them out in front of everyone else? Should I just keep dismissing notifications and relax?

It’s reasonable to say, ““Hey, can I request we keep this chat social and leave work messages for email or Teams?” And actually it makes it less of a big deal if you just say it casually in the chat rather than having a whole one-on-one conversation with Taylor about it. If you want, you could add, “I don’t always check here and I don’t want to miss anything work-related that I need to see.”

But also, this would be A Lot for a lot of people. Could you suggest moving the whole thing to a Slack channel or something else that’s easier to mute/ignore and where you can turn off push notifications altogether (or only have it on work devices)?

However, all that only gets at the constant notifications problem, when it sounds like your real issue is with Taylor asserting authority that they don’t have. If that’s the piece you really want to address, that’s a one-on-one conversation with either Taylor or your manager — although if you go that route, focus on examples other than the timecard thing since, while that’s annoying, it’s likely to seem a little nitpicky. If you have more substantive examples, those will be more effective to use.

It’s five answers to five questions. Here we go…

1. Disgruntled ex-employee keeps contacting current employees

We had an employee, Lark, who served as a director in our business for about eight months. She chose to put in her notice and leave the company this summer. During her tenure, she repeatedly told several members of leadership that she was unhappy, looking for another role, and hoped we would just walk her out. She never said anything like this to me or my husband (the owners of the business).

At the end of the first week of her notice period, we told her that she seemed stressed and was dealing with a lot and she could just take the following week as paid vacation time and not return to the office.

After she left, we found out that she was routinely inserting herself into situations that a director should not have been in (such as sorting out daily tasks for entry-level employees) and was constantly telling people that she was the only one who got anything done and she was their “buddy” or “champion.” She never raised any of the issues she was supposedly advocating for in any management meetings.

Now that she has been gone for six weeks, we are hearing that she is regularly contacting current members of the management team to ask how project X is going or if they completed project Y — work-related issues that she has no business being involved in at this point. It is causing team members to mistrust senior leadership or not be honest with us.

She doesn’t work here, so what can we even do? Everything is hearsay right now because the people she’s contacting won’t show us the evidence (one told us before he quit, which is how we know). We need our team to see how toxic it is for any former leader to be inserting themselves into private business matters and undermining the leadership team. But we also know that if they don’t trust us and we tell them to stop sharing this information with people outside the company, it may give them more reason to mistrust us. What do we do with this toxic behavior?

This is bizarre! Why on earth is someone who no longer works there asking people whether they’ve completed specific tasks? It almost sounds like a continuation of the problems when she was there and wanted to be seen as everyone’s champion, and now that she’s gone she can’t let go of her identity as Extremely Involved … but it’s pretty wild to see that happen when she was only there for eight months, and it’s quite weird that the rest of your staff doesn’t find it odd.

In any case, it’s not strange or suspicious to remind employees that they can’t share internal info outside the company; that’s a very normal policy to have.

The fact that people don’t think it’s weird that a former employee is still inserting herself in this way makes me think that you might have deeper cultural issues than whatever’s up with Lark. The only way to solve this is to lean in hard to good management right now — meaning make sure managers are appropriately engaged with the work their teams are doing, hearing people out and ensuring people have opportunities for meaningful input that you take seriously, being as transparent about possible about decision-making, ensuring people are recognized and rewarded for good work, and otherwise demonstrating through your actions that you’re operating with integrity and openness. That’s the best counter to a toxic former employee like Lark who’s trying to undermine you — but it will take sustained commitment on your end to doing that.

Related:
my toxic former employee is still spreading negativity on my staff

2. When a toxic ex-BFF joins your company

This question is for a very dear friend of mine, Marlie. Marlie works in a very competitive industry. We are both still at the beginning of our careers and are close with a lot of friends from college. Marlie had a close college friend, Amanda, who she bonded with over their shared field and similar backgrounds. After college, they both landed jobs in major cities. They stayed in touch and traveled together, and I joined them on a few of these trips.

They had some personality clashes, but things really started to fall apart about a year ago during a vacation. Some of Amanda’ bad behavior included: not bringing her wallet and making us pay for most things (this happened almost every time we’d go out with her), lying and calling Marlie names behind her back, almost abandoning my friend when she decided to hook up with a guy my friend had expressed interest in (this has happened more than once), calling Marlie desperate and criticizing her taste in men, cursing us both out while drunk, and unfollowing Marlie on social media and leaving her texts on read.

Fast forward, Amanda lost her job a few months ago and has been searching for a new one. Meanwhile, Marlie is thriving in her job and is very happy. A few weeks ago, after a year of no contact, Amanda reached out asking for interview advice, as she’s interviewing for an open position at Marlie’s company. Marlie never responded.

The interview was last week, and there’s a real chance she’ll get the job. Marlie is nervous about the potential of Amanda joining her company and worried she will disrupt the positive work environment. They wouldn’t be on the same team, but she would still see her regularly. Amanda would also likely try to reconnect, especially given the social dynamics at the office. If Amanda gets the job, how should Marlie handle this situation? How can she maintain boundaries with minimal drama and questions from coworkers?

Polite professional distance.

Some behavior is bad enough that it would warrant Marlie talking to the hiring manager and sharing her experience with Amanda, but the stuff on this list doesn’t rise to that level. Amanda sounds like a bad friend and not someone you’d want to hang out with, but it’s all pretty solidly stuff that points to just not renewing the friendship rather than anything more.

If Amanda does get hired, Marlie should be polite but distant. If Amanda makes overtures to grab lunch or otherwise hang out, Marlie should politely decline, saying she’s too busy or so forth. If Amanda pushes the issue, Marlie might need to say, “I want nothing but the best for you, but I don’t think the friendship was good for either of us so I’d rather just be colleagues with different boundaries than we used to have.”

3. Are these interview red flags?

I’ve been interviewing for a new job for the past two months. I thought I had gone through the final round (with the head of HR and the managing director) and then was told last minute that there was one more interview with a senior member of the team, who sits across the country from where this position is based.

As soon as we got through the pleasantries, she proceeded to tell me that they had to fire the last person in the role, their name, the dates of their tenure, and the fact that they failed multiple performance improvement plans before they were let go. We work in a niche and small field. While I don’t happen to know this person who was fired, I very well could.

I’ve never experienced anything like this before, and it is giving me very serious pause about the role. Is this a major red flag? There were other parts of the conversation that were alarming to me, namely, that this person relayed very different information about the annual sales targets (she said they were three times what I had been told by HR), bragged about leaving for the office at 5 am in the morning during the summer months, and gave me conflicting information about the in-office expectations. More seriously, a job can be the wrong fit for any number of reasons, especially at this phase of my career and I would hate to think that if I decided to move on in a year or two, I would be badmouthed all over town about it.

Run. This is going to be a clusterfudge.

If it were just the discrepancy in the sales targets, I wouldn’t be so worried (as long as the numbers sounded reasonable to you) because HR often doesn’t have the nitty-gritty info about a job in the way a manager will. But all the rest of this = huge red flags.

4. My manager gave me her personal money for a work item I bought

My company has a $300 cost limit for a certain type of equipment, but the internal website said the limit could be overruled by higher management approval. My equipment was failing, and the cost for a new one of the exact same brand, specifications, etc. was about $315. My manager approved the purchase, as did her manager, so I purchased the equipment. My reimbursement request was rejected for going over the $300 limit. When my manager and her manager got involved, they were told by the expenses team that despite what the website said, there was in fact no way to go over the cost limit.

In the end, I was reimbursed $300 by the company, and my manager insisted on Venmo’ing the remaining $15 from her personal account, which she was not reimbursed for. I felt really uncomfortable taking her personal money when it was our company that caused the error, but she insisted. The expenses team also promised to update the website to make it more accurate. How should this have been handled?

The company should have covered the full $315 because it had been approved by your management in accordance with their written policies. They can update the policy, sure, but your manager shouldn’t lose her own money because a written policy was inaccurate. (And really, $15? That’s a de minimis amount for your company to eat in the interests of staff morale.)

Don’t feel weird about taking your manager’s $15, though; I’m sure she would have felt far worse if you were the one out the money because of what happened and she probably felt partially responsible. I would have wanted to cover it myself too.

5. Starburst curation

My office has a communal candy dish that includes the little two-packs of Starbursts. A coworker has taken to opening these packets, eating only the Starburst flavors they like (pink and orange), and leaving the remaining Starburst squares (red and yellow) behind for others. On the one hand, this strikes me as absolutely unhinged behavior. On the other hand, this unhinged behavior means I also have a whole slew of red Starbursts (my favorite) at my disposal, without even having to gamble for them. Am I obligated to say anything about this behavior, for the greater good? Or, with two Starburst-happy employees in balance, am I in the clear to continue letting crime pay?

I’m not sure there’s anything unhinged happening here! If your coworker is opening all the packages and removing the pink and orange Starbursts so there are none for anyone else, then yes, this is boorish behavior. But if they’re just taking a reasonable amount of candy and putting back the individually wrapped ones they don’t like so someone else can have them, this is what top minds consider a classic win/win.

Either way, you are under no obligation to speak up and may continue enjoying the red cast-offs without qualms.

It’s five answers to five questions. Here we go…

1. My employee thinks I’m sending “secret messages” about how much time off she has

I’m a new manager with less than a year of experience, and I manage one direct report, Sally. We’re both based in the U.S., while our director is in the UK.

Recently, one of Sally’s collaborators reached out to me, mentioning that Sally has been telling people I’m sending her “secret messages” about having unlimited PTO. This is inaccurate — our team gets 200 hours of PTO per year.

However, our department does have a flexible approach when it comes to things like half days, childcare issues, or doctor’s appointments, partly due to having team members in the UK who follow different guidelines. While I’ve encouraged her to take time off when she’s had childcare or medical issues, I’m beginning to feel that she may be taking advantage of this flexibility. I’ve never suggested anything like unlimited PTO. In fact, I recently made it clear by saying, “That’s what PTO is for. Use it!”

I plan to address this with her this week. While I’m obviously concerned that she may be taking advantage of the flexibility, the idea that I’m sending “secret messages” is more alarming. Could this be a sign of a potential mental health issue?

I wasn’t expecting your last line — that’s a big leap! It’s much more likely that Sally simply misunderstood something. It’s also possible that something got lost in the retelling — like that Sally didn’t actually tell the colleague that you were sending “secret messages” but rather said “Jane doesn’t say it openly, but she’s signaled I can take whatever time I need,” the colleague relayed that to you as “secret messages,” and you thought those were Sally’s literal words when they weren’t. Or maybe Sally did say “secret messages” but meant it as shorthand for something more like this.

Flexibility is a good thing, but it can also lead to people being confused about exactly what is and isn’t okay … and sometimes managers hesitate to spell things out explicitly because they feel that adds rigidity to something intended to be the opposite … but when you have an idea in your head about what is/isn’t okay, it’s a kindness to make sure everyone is on the same page, particularly once you see signs that they’re not. So just talk to her and clarify the expectations, and it will likely be fine.

2. Using a water flosser at work

I have adult braces, so I have to be very diligent about dental hygiene, and your previous answer about teeth-brushing at work assured me that it was not weird. However, sometimes food gets stuck in a way that is not conducive to braces. I have a small travel water flosser — is it weird to use it in a bathroom where other people can see? Something about flossing feels weird!

It’s fine to floss your teeth in the office bathroom. The bathroom is the right place for flossing to happen! Water flossers can be messier than regular floss, so just make sure you’re cleaning up any mess (not leaving water spray all over, etc.). If the area is clean for the next person, you’ve handled it appropriately.

3. Coworker in a different time zone is annoyed I won’t stay late

I’m having an issue with a coworker in another time zone. I work remotely in Eastern Standard and my coworker works in a time zone 2 hours behind me.

Lately, she’s been sending me requests to stay after hours at end of day (4:40-5:15). She consistently waits until my work hours are almost over to ask that I work late. I have classes three times a week at 5:30 and have told the team that I log off by 5:05. So, I’ve been saying no to her a lot.

I also know my coworker has made the request to my higher-ups that I change my working hours to accommodate her working hours, but thankfully they said it wasn’t necessary.

I don’t want to keep saying no, but I do not appreciate being asked to work late last minute so frequently. I would like to confront my coworker about this habit but as a remote worker, I don’t want to rock the boat too much. I feel like I’m expected to get the short end of the stick because I don’t have to commute in.

Is there a way to do this where I don’t come across as rude or a non-team player? Doing it over Teams feels dicey. I’m good at my job, I just want to do it during my actual work hours.

The next time she asks you to work late, address the pattern: “You’ve asked me that a few times lately so I want to make sure you know that I generally need to leave at 5 ET (3 your time). If you’re likely to need something from me same-day, please let me know earlier in the day if you can.” If you’re willing to stay late in very rare emergencies, you can add “except in very rare emergencies.”

One caveat: are other people on your team remote or are you the only one? When you’re the only remote person and especially if you’re in a different time zone, sometimes you do need to be more aware of the impact that has on their work. In many situations it won’t matter, particularly if you’re good at your job. But there are some circumstances where, for your own job security, you’d want to get ahead of any grumbling about it. I don’t have any reason to believe that’s happening here, especially since your boss shut your coworker down, but if you’re the only remote person it’s smart to stay alert for signs of it.

4. Contact doesn’t use reply-all when she should

I am running into a problem with someone I have to email regularly, Kaitlyn, who should reply-all so that everyone cc’d on emails can see her reply, but consistently forgets to do it. One other person, Mike, and I are Kaitlyn’s clients. For a variety of reasons I am usually the person who contacts Kaitlyn, but I always cc Mike since he also needs to see Kaitlyn’s response. Kaitlyn almost always replies only to me, meaning I have to add Mike back in my replies to keep him current on what is going on. We asked her once before a while back to “please reply-all so Mike can see,” but it doesn’t seem to have stuck.

My impression of Kaitlyn is that she is young and relatively new to the workplace. We have other frustrations with her (usually we are contacting her because something has gone wrong). Mike and I have not said anything else to her about the cc problem after the first time because we’re more focused on getting our problems fixed and we’re both worried about piling a complaint on a complaint and on getting snippy with our tone. But this is genuinely frustrating and annoying. What’s a polite way to ask/remind Kaitlyn to remember she has to keep us both in the thread?

You’re getting excessively worried about piling on or sounding snippy — probably because you’re feeling snippy because you’re frustrated. But letting that deter you from being direct about it just means that by whatever point you finally do say something, you’ll be even more likely to sound irritated because your frustration will have built up. It’s much kinder — and easier — to just be direct about this kind of thing as soon as you realize it’s a pattern.

So: “Kaitlyn, we’ve mentioned it before but it hasn’t stuck: we really need you to reply-all when you respond so we both see your responses.”

And then if it still keeps happening, it’s fine to get more terse: “Please include Mike on this response and others in the future.”

You’re her clients. It’s completely normal to let her know what your work needs are!

5. What’s the definition of “three business days”?

Last week, I was directed by a company’s customer service representative to contact their case manager. I sent the case manager an email early Tuesday afternoon and received a response later that afternoon saying that she had received the information, was in the process of reviewing it, and would respond back with a decision within three business days. Which in my opinion would be Friday at the latest.

After going most of the day on Friday without any response, I called the number provided with the email and asked to speak to the case manager, explaining that I was supposed to receive a decision within three business days and today was the third day. The receptionist told me that the case manager takes Fridays off so her third business day wouldn’t be until the following Monday. Is this normal? Isn’t “business days” based on a five-day work week excluding holidays? If the roles were reversed and they needed a response in three business days, could I claim I was on an extended vacation so it could be two weeks before I worked three “business days”?

It wasn’t a life-or-death situation but who gets to decide what is deemed a business day? Several business I deal with are now closed on Friday so this may happen in the future with bill paying/payments, filing/returning paperwork, etc.

Business days are understood to mean Monday through Friday, excluding holidays, unless something else is clear from the context. If someone means “three of my own workdays, which are different than the typical schedule,” then the onus is on them to spell that out — ideally by just saying something like “by Monday” rather than expecting you to do any contorted calculations.

What you encountered was just one weird practice, not something you’re likely to run into repeatedly.