Ask a Manager

I’m off for a few days. Here are some past letters that I’m making new again, rather than leaving them to wilt in the archives.

1. People only ask me about the ducks I work with

I’m in the lower-middle level of food service establishment with a couple hundred employees. Last year, I started a side project where I got us a small flock of ducks for fresh eggs and general merriment.

Ever since, folks only ask me about the ducks. I have brief interactions with at least a dozen people a day and 90% of the conversations start with, or completely consist of, “how are the ducks?”

The ducks are darling and entertaining and I love working with them, but they are a small part of my job and not the only interesting thing about my role or personality. I’m getting increasingly cranky and desperate for more diverse conversations. The ducks are always fine. If anything big happened with them, I’d let folks know. They are literally out the back door and anybody could go look at them if they wanted.

Is there any way I can get out of having this same insubstantial conversation 10 times a day for the foreseeable future? Especially since any one person probably won’t ask me about them more than twice a week, so it seems unreasonable to ask an individual to stop? I want to be friendly and gracious but seriously enough with the ducks for one second.

I feel guilty because I really want to ask you for a picture of the ducks.

This is going to be tough because lots of people are going to find it amazing to have ducks at work, and they are going to think of it every time they see you and feel jealous that you work with the ducks and will want to ask about it. It’s easily the biggest conversation starter that people who don’t know you well will remember. (In fact, I bet that the people who know you really well / work with you most closely don’t do this nearly as much, right?) They’re also probably not accounting for the fact that everyone else is asking about the same thing all day long.

You could put up a sign that says, “The ducks are great! They are right out that door if you want to see them” with an arrow and a picture of the ducks … and that will probably cut down on some of the inquiries, although not all.

You could also cheerfully respond to inquiries with, “Everyone asks me about the ducks!” As long as you say it cheerfully and not resentfully, that’s a polite way to nudge more perceptive people into realizing that it’s probably too much.

But that might be the best you can do, unfortunately. You have ducks at work! It’s going to be a thing. (Although it will probably become less of a thing in time, when the novelty has worn off a little.)

Read an update to this letter here (it includes videos of the ducks!).

– 2019

2. Sending flowers on someone’s first day of work

I work at a smaller organization, and Sansa, who manages our 10-person junior staff, is leaving after working here for the better part of the last decade. She’ll be sorely missed, and the head of the organization has indicated plans to do some kind of sendoff for Sansa. Today a fellow junior staffer named Arya emailed the junior staff saying that she wants to send a flower arrangement to Sansa’s new office on the first day of her new job “instead of a parting gift.” Arya specified that each junior staffer might consider contributing $5-10, but that no one should feel pressured to contribute. Everyone else is on board with the idea.

What do you think of this? If it were me, I wouldn’t really want old coworkers sending me flowers at my new office on Day 1. I’d be nervous about meeting new people, setting the right tone, and getting set up at a new organization. I think I’d be self-conscious if a big flower arrangement from my old coworkers showed up at my desk on my first day. I also just think it would be nicer to give Sansa a gift in person when we’re still in the office together, since realistically many of us probably won’t see her again after she leaves.

If it matters, Sansa is a pretty senior-level woman. I think part of my knee-jerk unease might come from being an early-career woman in a field dominated by older men, and getting flowers at my desk on day 1 feels a bit at odds with the professional image I’d want to project during my first impression. I’m probably overthinking this though. I plan to pitch in and join the gift because it doesn’t seem worth objecting to, but I wanted to know if you have any thoughts about this gift idea.

Yeah, it’s a really nice thought, but a lot of people wouldn’t want flowers on day 1.

For one thing, some people don’t even have a desk on day 1! They’re in training, or moving from one orientation meeting to another, and may not have anywhere to put a vase of flowers. And you really don’t want the distraction on your first day of trying to figure out what to do with a big bouquet.

For another, assuming you do have a desk to put them on, you’re going to get a lot of “flowers already?” comments and will have to explain they’re from your old coworkers, and that’s sweet but also maybe a little odd, and you’d probably rather be focused on other things. It’s also … pulling you back to your old job mentally, at exactly the moment when you want to be focused on the new one.

That said, some people would love and appreciate it! It depends on the person, but it’s the kind of thing where you need to know them well enough to be sure they’d be into it. In this situation, where Arya is junior and Sansa is senior, I don’t think Arya can know, and so a gift in person before Sansa leaves is a better idea.

Read an update to this letter here.

– 2019

3. Is sex a bad example in a work presentation?

I sometimes present internal “an intro to statistics” seminars at my company. Previously I have based the seminar on the fact that men say they have sex with women much more often than woman say they have sex with men, which is by far the clearest example I have of many obvious and not-so-obvious statistical issues.

No clients attend and the seminars were well received, but I am now less young (and I have read your blog more) and I think this was a bad idea. My question is how bad? Can I never mention the example at all?

Yeah, I’d steer clear of that example (unless, of course, it’s directly relevant to the organization’s work, in which case that’s entirely different). It wasn’t the worst thing in the world and you don’t need to feel mortified or anything like that, but using an example about sex in a work context risks (a) coming across as gratuitous — like you had other good examples but chose this one because Sex! or (b) making people a little uncomfortable. We’re all adults and know people have sex, obviously, but it can feel a little jarring to have it come up in a work presentation. (Plus if you have anyone creepy there, they’ll be all too happy to use it as a lead-in for inappropriate remarks to others, either in the moment or later.)

Read an update to this letter here.

– 2019

4. My coworker puts dirty tissues in my trash

My coworker often pops into my office to talk about work or whatever. I don’t mind the short conversations, but she has a habit of wiping her nose in my office and throwing out the dirty tissue in my wastebasket. I have tried to move the wastebasket, but that doesn’t seem to work. What should I say?

I am confused by this question and now wondering if I’m a filthy person and didn’t realize it. I would think the trashcan is the precise spot where she should be putting her dirty tissues. I get that it’s your trashcan and not hers, but it’s … for trash. There’s not really anything to say or do here, because she’s not doing anything inappropriate.

If you’re just really squeamish and it’s killing you, I suppose you could say, “Hey, I’m pretty germophobic and I know this might sound silly, but would you mind not throwing your tissues in my trash can?” … but be aware that it’s going to come across as a strange thing about you, not about her (which is why the language there conveys that you realize that).

– 2018

I’m off for a few days. Here are some past letters that I’m making new again, rather than leaving them to wilt in the archives.

1. My colleague is allergic to me because of my cats

I’m a brand new manager in a public services environment. I have two cats, who are not particularly hairy, and I wash my clothes – and myself – in the usual customary manner for our Western culture. I also use a lint roller and vacuum my home thoroughly, but pet hair is pet hair, and it gets into things whether I like it or not. One of my staff members is very, very allergic to cats. In our 1:1 meetings, we have to sit outside my office in a common area to keep him from swelling up and experiencing full-on watery eyes. Fortunately, we can schedule these meetings at a time when no one else is within earshot of the space, but it isn’t fair to him or to me to be somewhere that can’t have some privacy from walk-throughs.

I am at a loss as to what to do next, short of evicting my pets. Others with cat allergies don’t seem to have this problem around me, and I don’t wear scents or use personal products with an overwhelming perfume; my first career was as a professional musician, and due to close proximity to others, perfumes and colognes were a big no-no. I didn’t have issues with cat-allergic colleagues in that world, either. For seven years, I sat shoulder-to-shoulder with someone who was seriously allergic to cats and nothing like this happened!

Short of asking my colleague to take medicine – which works to varying degrees and has horrible side effects – what more can I do to mitigate this? He’s a fantastic colleague, and I need to be able to meet with him to talk about his professional development, job performance, and interpersonal relationships with other staff: all of the things that you do when you are a manager.

Meet with him by phone! In-person meetings definitely have some advantages; you can see eye contact and body language and they generally just feel like they build the relationship more in ways that phone calls don’t necessarily do. But in this case, the downsides of meeting in-person trump those advantages. Switch to the phone. (You could also try video chat if you’re both into that, although it can have its own disadvantages.)

It may seem silly to talk by phone when you’re in the same building, but in this case it’s not; it’s a practical solution to the problem.

Also, ask him! He may have thoughts on other things you can try, and if you haven’t asked him directly if there’s anything he thinks might help, he might not be speaking up. (He should speak up if he has ideas, but some people won’t unless they’re directly asked, particularly when there’s a manager involved.)

And let us all take a moment to feel great sorrow for the cat-allergic among us.

Read an update to this letter here.

– 2017

2. My new coworkers embarrassed me at a meeting with my previous team

I recently began a new position with a team that is just getting their feet under them in terms of industry standards, and as part of setting up our new organization, we are working with a number of established institutions in the region to learn how they’ve been successful. I have more experience in this industry than my colleagues do, so I offered to set up a meeting with a previous team who I’m still on very good terms with (I interned there during grad school, and would like to work there again given the opportunity).

Unfortunately, the meeting was a disaster. My new colleagues spent nearly a third of our time dragging previous employees, complaining about our administration, and generally airing dirty laundry that has absolutely no business in a professional meeting. I tried to steer us back on track several times, but had no success. It was clear from some of the looks I got that my previous team was at least as uncomfortable as I was.

Today, I’ve made it clear to my new team that this was wholly inappropriate, and my supervisor apologized to me for any reputational harm done to me by this, but I’m still mortified that I was responsible for their bad behavior in front of our industry peers. I’m afraid this has damaged my standing with my previous team, and I’m really looking for ways to mitigate this damage.

Would it be inappropriate to reach out and thank them for the meeting, and apologize for the inappropriate comments? Or would that just make it look like I also think it’s okay to throw people under the bus as soon as they leave the room? What is the best way to distance myself from my new team’s behavior?

Yes, contact them and apologize! You can frame it as, “I wasn’t expecting the meeting to go that way! I’d hoped we’d talk about XYZ. I’ve talked to my new team about what happened, but I wanted to apologize to you directly. I really appreciate that you were willing to lend us the time, and I’m sorry it wasn’t better used.” I don’t think you have to get into it beyond that — just enough to acknowledge that you know this was messed up and you won’t let it happen again.

Speaking of not letting it happen again — I would not set up more meetings of this type for your team. If you need those meetings, do them alone or maybe with your boss. But don’t risk the same thing happening with other contacts.

– 2019

3. Can you reference pop culture in an interview?

Is it okay to reference pop culture in a job interview as long as the reference itself is not inappropriate or obscure?

For instance, in previous interviews, I have referenced my “Monica Geller-esque sense of neatness,” how I consider Leslie Knope to be one of my role models, and how I had learned to work with a supervisor like Angela from The Office.

For what it’s worth, in each of these positions, I was applying for something relatively junior and in a pretty liberal field/office environment, not, like, the CEO of Morgan Stanley or something.

There are better ways to convey what you want to convey. It’s just too likely that your interviewer hasn’t seen the show you’re referencing and so misses your meaning entirely — and maybe doesn’t even know you’re referencing a show and has no idea who this Monica Geller is or why you’re mentioning her. (There’s also a risk of it making you seem less professionally mature — not because you’re referencing pop culture, which isn’t inherently unprofessional, but because you’re not realizing that not everyone will get that particular reference.)

– 2019

4. Company president owes $50 for a fantasy football league and hasn’t paid

My husband is the commissioner of a fantasy football league for a group of 12 top-level executives at his company. In the group there are multiple vice presidents and the president himself. My husband is not a top-level executive. He’s a mid-level employee, but is well liked and has networked himself into the league.

The league costs $50 to participate in. Last year, the president never paid him! (Keep in mind this is the president of a multi-billion dollar company, so his pay is certainly generous.) My husband has sent several emails to him requesting payment, but never received a response and hasn’t brought it up in person. He says every time he runs into the president at work, he forgets to bring it up. We’re still a few months out from next season but he’s wondering … how should he bring this up again? Should he make a joke of it at their next annual draft? Or is this something he should just write off as a laughable anomaly?

The president probably isn’t intentionally withholding the money; he probably means to get back to your husband but then forgets. But really, after the second email, he should have made a point of dealing with it.

In any case, your husband doesn’t need to write this off (yet). I wouldn’t keep emailing since clearly that’s not working, but the next time he runs into him, he can say, “Hey, can I get that 50 bucks from you for last year’s fantasy football season? I’m trying to close all that out and that’s the last remaining money due.” Or, if there’s any kind of gathering at the start of the next season, he can bring it up then — “I’ve still got to get last season’s $50 from you — can you give me that along with this season’s fee?” (And it might be useful to ask someone more senior than him to help collect this time.)

– 2019

I’m off this week. Here are some past letters that I’m making new again, rather than leaving them to wilt in the archives.

1. My coworker’s food restrictions mean that I’ll be the one restricted

My company is based mainly in two cities. Every so often, we all meet up in one city or another and go out to eat, paid for by the company. It’s usually a really nice evening, and viewed as a real treat. We’ve always had to be a little careful where we book, because a couple of employees need gluten-free food. But both cities have fantastic restaurants with lots of options — not the kind of places with 30 different menu options and only one gluten-free. So it’s never been much of an issue.

Now we have a new employee who has particular religious dietary requirements. He offered to do the research to find a restaurant which would suit everyone in his city. Great, I thought. Except the only restaurants which he claims will work are ones which serve curry. Curry is — literally — the only thing I cannot eat. I’ve tried so many times, and been sick so many times, that now I can barely tolerate the smell.

His response was, “Well, there will be a non-curry option for you.” Yes, there will. But in most places, it’s plain, dull, uninteresting food. When I’ve tried this in the past, I’ve been served unseasoned chicken lumps and potato, or egg omelettes and chips. I don’t want to be sitting eating that when previously we had lovely evenings with steaks, Italian, or Chinese food, and it was a real treat.

I feel as though I’m being penalized for someone else’s needs — that something I previously enjoyed is essentially being taken away. Frankly, I’d rather not attend at all as I feel that I’m being made into the exception when my own needs should be the easiest of all to meet. It’s literally one dish I need to avoid.

The other employee won’t accept my looking for an alternative restaurant, as he says I don’t know enough about his needs to find one. Is there any way at all to push back on this?

If this is more than preference for you, and the smell of the restaurant will actually make you sick, that needs to be accommodated. It doesn’t make sense to put him in charge of picking a place that meets everyone’s needs if he’s not in fact willing to do that.

But if this is just an issue of preference — you can eat there but you’d prefer somewhere with food you like better — and if it’s really true that he can’t eat anywhere else in the city, then this is just part of the deal with business meals; sometimes you’re going to be stuck with food you’re not thrilled about. I know that sucks when the food has previously been a big part of the appeal, but if he truly can’t eat anywhere else, it’s more important that he be included than that the food be awesome. Unfortunately, because he’s refusing to share information about his needs, he’s making it impossible for you to suggest other options, and that’s not reasonable.

If you haven’t already, I’d first take a look at the menu at the place he picked to make sure you’re right that it’s not somewhere you could happily eat. But if that is indeed the case, it’s reasonable to say, “Unfortunately that restaurant would be difficult for me, so can we discuss other options?”

But if he refuses to share information about what would make a restaurant work for him, it’s worth talking to whoever organizes these evenings about what other options there might be. In the end, it might turn out that this is it — but since it does impact other people, he should be willing to have a dialogue about it.

– 2018

2. Is it better to send the perfect application or apply right away?

I’d be very grateful for your take on a recent job application problem I had: I saw a really exciting job opening at my current company, for which you had to apply via the company’s application site. I only saw the opening on Friday afternoon and didn’t have the chance to look at it properly until the weekend. It said the deadline was the Monday and it had the standard application format on this website, which includes the option of uploading a portfolio. It didn’t seem to be compulsory for this job, but it’s the kind of job for which my portfolio would be relevant, and I thought since I was a stretch for the job (they seemed to want more experience than I had), it would be best to do everything I could to help my application.

Unfortunately the best and most recent samples of my work are work I did at my current job, which I didn’t have at home. I decided to write a draft cover letter and CV, bring the samples home from work on Monday so I could scan and upload them in the evening, and gamble that the job opening would still be open. Unfortunately when I got home it had closed. Out of interest, do you think I did the right thing? Is it better to send a weaker application (in this case, without an up-to-date portfolio) while the opening is still there, or only apply if your application is perfect?

There’s no good answer here, other than “send in a good application as soon as you reasonably can” — which is what you tried to do. Sometimes the timing just won’t work in your favor, and it’s impossible to fully guard against that. You could have taken only an hour, and it still could have closed before you applied if you happened to have bad timing. The main thing is not to delay because of obsessive perfectionism or procrastination. In your case, though, you weren’t doing that.

The one thing I would do differently is, if you know you’re job searching or are likely to be job searching reasonably soon, have everything you need ready to go. You never know when something will pop up that you want to apply for, and ideally you wouldn’t be starting from scratch at that point in getting materials together.

– 2018

3. Should I admit to using internet blocking software?

I recently installed a blocking software on my work computer that allows me limited minutes per day on a custom list of time-wasting websites, a decision which – coupled with a few other changes – has massively upped my work day productivity and organization.

My manager has asked what I’ve done that’s had such a big impact on my organization. I feel a bit conflicted about talking about this software – mostly because I feel I shouldn’t admit that, up until now, I’ve had real problems with procrastinating online! Would you suggest keeping it vague, or should I be honest about a useful tool I’ve found to help me address a problem my boss told me head on I needed to fix?

Ooooh. Yeah, this is likely to come across as “I was wasting so much time before that you were seeing it reflected in my work” and that’s not a great thing to say to your manager, even if it’s now behind you. You mentioned you made a few other changes too, so I might just explain those and not focus on this one.

– 2018

4. Saying that you have to talk over a job offer with your spouse

What are your thoughts on telling a potential employer, “I will need to talk this over with my husband/wife” when considering a job offer? Does it sound too dependent or is it just honest?

It’s pretty common to say “I’d like a few days to think it over and talk with my spouse.”

That said, there’s no need to say it. People without spouses also ask for time to think over offers. It’s fine to simply say, “I’d like to take a few days to think this over. Could I get back to you by Friday?”

– 2016