My Promotion to Manager Is Making Me Nervous

November 18, 2011 By 43 Comments
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I’ve just been promoted to manager of our small five-person department.  It’s an exciting opportunity but I am frankly quite nervous. I want to do a great job. Any advice for me?

Congratulations! Your nervousness is to be expected; after all, this is your first opportunity to manage others, not just complete assigned tasks.

In some ways, becoming a manager is a little like becoming a parent. You can plan for it, even read a few books, but when the day finally arrives, you need to rely on common sense and a belief in your capacity to succeed.

You’re a boss now: you are accountable for the work of others. This fact should comfort you to some extent because your employer has chosen you for your potential. They believe in you and want you to do well.

As you approach your new duties, let me make one critical recommendation: strive for balance. Don’t forsake your family by becoming a workaholic. Exercise regularly, eat healthy meals and don’t feel obliged to attend every meeting.

Some newly-minted managers mistakenly believe they should suddenly take on a new personality; this is not generally recommended as co-workers and those reporting to you will likely not appreciate your hollow attempt to act like a make-believe manager.

Someone once said it is better to be a first class version of yourself rather than a second class version of somebody else. In other words, copying the behavior of other managers will do little to build credibility with your employees.

On a more practical level, it would be good to carefully review the position description for your new job. It is likely this document will be used as the primary standard for your evaluation so keep it close at hand.

In addition, assess the duties of the five employees reporting to you. You may be surprised to find they are not always “on task” and have even given up or assumed new responsibilities. Your role as their manager will be to hold them accountable – don’t shy away from this key responsibility.

If your department has few or irregular meetings, you should immediately institute one on a weekly or bi-weekly basis. Regular and consistent communication should improve morale, allow an airing of concerns, and will give you the opportunity to build a team.

Ultimately, you will succeed by leading by example. Late arrivals, long lunch hours, lengthy breaks, extended phone calls and personal Emailing would be the negative model for your employees. Remember: you are being watched.

Becoming a manager should be a wonderful career opportunity for you. Be prepared to work hard, focus on your assigned tasks, and maintain balance.

Motivate your team by example and don’t lose your sense of humor (which is a great stress-reliever).

Submit your confidential questions relating to work and office life to Simon Gibson through out contact page.

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Avoid Being Over-Delegated

November 11, 2011 By 39 Comments
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My boss is increasingly delegating more of his responsibilities to me. He’s a great guy (I’m a woman) but I am feeling totally overworked. What can I do?

You current situation has developed incrementally: with each assignment, you assumed more work but once you reached a threshold, you suddenly became aware of the problem.

Your circumstances are now problematic as you are probably either rushing through tasks – which affects quality – or simply letting work slide. A pile of incomplete work is a tangible reminder you just don’t have enough time available.

The fact you have allowed this condition to arise would lead me to believe you are a dedicated and hard-working employee. Unfortunately, however, your boss may be taking advantage of your commitment.

In addition, he may be similarly receiving additional responsibilities from his supervisor so there could be a “cascade” of work moving down the organization.

I’m assuming you have limited opportunities to delegate; you don’t have anyone reporting to you so completing the work would seem to be your only option, at least at this time.

It may be productive to create a list of the various assignments you’ve accepted over, say, the past year. You could order them in priority and determine which ones are the most demanding.

As well, you might wish to identify those jobs that have grown since you accepted them. While some, no doubt, have been “one off” projects, others have developed into something much more significant.

Once you have prepared a list, make an appointment with your boss and request he set aside sufficient time in order that you can share your concerns. Speak from printed notes and give him a copy.

Be careful not to whine or blame him for the current situation (after all, you willingly accepted the jobs). Instead, point out the tasks you are having difficulty completing and request they be assigned to others or given to a temporary hire.

Don’t suggest he take any work back as this will almost certainly give him stress; be understanding and show you empathize with the demands of his position.

Your boss trusts you to do a good job – which is a compliment. Now, however, you need to be reasonably forceful with your request that he resist delegating further tasks to you and re-allocate some current assignments to others.

Submit your confidential questions relating to work and office life to Simon Gibson through our contact page.

 

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How To Handle Workday Interruptions

November 4, 2011 By 30 Comments
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A retired employee interrupts our work day

This may sound rather heartless, but a retired employee comes around quite often and interrupts us. He is a great guy but his visits can be annoying. What can we do to discourage him?

It’s an extremely sensitive matter because he believes you appreciate his visits while you would prefer he didn’t drop by – at least not so frequently.

He is apparently under the misunderstanding that his visits are genuinely valued and that the conversations are not interruptions but welcomed social times.

You don’t identify when he retired but my guess is that it was within the last year or so: he is probably still going through work “withdrawal”. Men, in particular, seem to identify with their work to the degree that retirement can sometimes cause depression.

He may even be lonely and is missing the fellowship of colleagues. This can be understandable, especially if he has a small circle of friends or is single.

If you think back to his retirement party – which I am presuming you attended – the MC may have invited him “to keep in touch,” which is a common phrase; the problem is that he has taken it too literally.

Does he have a close friend in the office? Perhaps it is his or her invitations that are promoting him to come by and once there, he naturally turns his attention to others.

You say he is “a great guy” which presumably means he is not self-absorbed and emotionally needy; this should make any communication regarding this issue somewhat less challenging.

One informal option would be to identify his friend and encourage him or her to share the concerns of the office. The message should be extremely gentle but it would be less upsetting coming from someone close.

A more systematic approach might involve the HR department which could organize regular – perhaps quarterly – social events specifically for retirees. These events, implicitly, would replace the current casual drop-ins. Any communication with him needs to stress that you miss working with him but that in order to give him the attention he deserves, the times for conviviality need to be scheduled and outside of work hours.

An additional benefit of a planned event is that other retirees will also be invited which may allow him to re-kindle friendships which could possibly diminish his need to drop by your office.

Your compassion for him is critical. While he can’t be permitted to continue interrupting your work day, you don’t want to make him feel unwanted. Consider a somewhat formal social which could allow him to continue his relationships with former colleagues and, at the same time, connect with other retirees.

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I’m Nervous Supervising Employees

November 1, 2011 By 41 Comments
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Welcome to the excitement – and stress – of junior management! This sounds like a wonderful opportunity and an obvious acknowledgement of your skills.

It’s understandable that you are a little nervous, as you put it. But, the fact you have been selected means you can assume these responsibilities knowing you have the confidence of those above you.

If you have not already done so, immediately familiarize yourself with the HR (employee) manual, if your company has one. Policies regarding such matters as sick time, late arrivals, coffee breaks and vacations, for example, will be good to know.

You’ll need their job descriptions so be sure to request them. Review the responsibilities and plan to evaluate their performance against what is expected.

I’d recommend you get off to a good start with both employees by arranging to have lunch with them at a favorite (not fast food) restaurant. Keep it mainly social and don’t see it as an opportunity to assert your role as their boss.

While it is obvious to you that you are younger than they are, it may be of no concern to them, so don’t bring it up.

You could also take this occasion to make some positive comments about their work – if you are able to do so. They’ll be suspicious of flattery so avoid giving them excessive praise, particularly if it is not based on personal observation.

In terms of your role as their supervisor, you’ll almost certainly find your own management style, but you might want to take a relevant course or read a few books in the “science” of management.

1If there is a supervisor or manager in your office whom you admire, you could consider consulting informally with him or her from time to time to seek their advice on a particular matter.

Your promotion represents an exciting break – rise to the challenge and enjoy the experience. And, be sure to take the work seriously but don’t take yourself too seriously!

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Career Advice For A Newbie?

November 1, 2011 By 61 Comments
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I realize your column deals mostly with the challenges facing employees and supervisors. In my case, I will be entering the workforce shortly with a degree and some relevant experience. What advice can you give me as I plan for my career?

A degree and relevant experience sounds like a great start. Career planning, in my view, is all about passion. You need to be excited about your choice because you’ll be spending so much of your time in your chosen profession.

It has been my privilege to teach university students for many years and when asked a similar question to yours I often recommend making two lists: “Things I’m good at” and “Things I like to do”. I then suggest drawing lines connecting common items on both lists.

Although this approach is not overly precise it can be helpful. When embarking on a career, it is desirable to consider a job which appeals to you not just on the basis of competence.

“What is my dream job?” can be a useful question to ask yourself. If you’ve been entranced with, say, becoming an astronaut or world-class chef, go for it! The journey of pursuing your dream will be just as rewarding as the destination.

Remember, too, that the practical side of a job such as the rate of pay, office hours and vacation time, for example, can be important but they probably won’t give you much lasting satisfaction.

It is important to be flexible as you plan for your career: opportunities will emerge and others will vanish. Stay focused but do realize that life in general will not always go smoothly: setbacks should be anticipated.

In researching the opportunities in your chosen career area, it is often productive to speak with someone working in the field. Use probing – but courteous – questions and don’t accept answers that are overly vague or noncommittal.If further education is needed, seek out universities and other institutions that are accredited and speak with an advisor about getting started sooner rather than later. Ideally, programs that can be taken part-time while launching your career can be especially desirable.

Career planning can be a wonderful experience, full of adventure and anticipation. Be sure to pursue your passions and dreams and recognize that it won’t be all “smooth sailing” as you prepare yourself through significant experience, education and hard work.

Submit your confidential questions relating to work and office life to Simon Gibson through our contact page.

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I’m Thinking Of Applying For A New Job

November 1, 2011 By 34 Comments

I’m thinking about applying for a position at another company. I’ve been at my current job for almost seven years and feel it’s time to

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move on. I’m worried, though, that my current employer will find out that I am planning to leave. How do I keep it confidential?

Seven years in the same job is definitely proof that you have staying power and the capacity to handle the responsibilities assigned to you.

A new employer should be impressed with your reasonably long tenure although I’m not sure if you are applying for a similar or more senior position at the other company.

Your concern about protecting the confidentiality of your aspirations is typical of many people in your situation; however, let me encourage you to follow a process which should minimize your worries.

First of all, exercise considerable discretion in who you speak with at work. (Secrets, someone joked, are those things we tell people one person at a time.)

If you mention to one or two co-workers that you are thinking of leaving, it is probable that this “secret” will move quickly throughout the office.

Second, you should not be concerned that the prospective employer will betray your confidentiality; after all, assuming you are proceeding with your application, they will not be in a position to take the matter further until you have been “short-listed.”

And, third, HR departments are very cautious about protecting the confidentiality of applicants because they do appreciate that they are contemplating leaving for a variety of reasons.

Should you have the good fortune to be considered for the position, it is most likely that communication will only take place at the conclusion of their negotiations with you; in other words, your present employer will normally learn of your plans just prior to receiving your written resignation.

One further thought: if you have an excellent relationship with your boss, it may be a good idea to let him or her know of your ambitions somewhat earlier – after all, he or she will generally be your main reference.It is important to remember that until you leave your current position, your employer will expect you to work hard and do your best; besides, you may apply for a number of positions before being hired.

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My Boss Looks At Bad Stuff On His Computer

November 1, 2011 By 32 Comments

Mybosslooksat“badstuff”onhiscomputeranditseemsasifhe switches to a different program or site as soon as I enter his office. Others

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have also commented on this – what should I do?

By “bad stuff,” I suppose you are referring to pornography. The significant growth of so-called “adult sites” is well-known and, because of the convenience and secrecy, people – predominantly men – no longer must face the embarrassment of purchasing pornographic magazines at a store.

Unfortunately, the attraction to such material can be so beguiling that some men will be tempted to view it in more public settings such as the workplace.

Your boss obviously feels guilty with his habit because, as you say, he switches off what is viewing when you enter his office.

You and your colleagues are essentially victims of a form of “sexual harassment” and your boss – if indeed he is viewing pornography – can be subject to severe discipline, even termination.

I would recommend you initially approach him independently – and confidentially – and detail your concerns and how you have actually observed the pornographic material (if that is the case).

It would be a good idea, if possible, to document the “evidence,” with specific dates and times – in order to give credibility to your points.

He can be expected to respond in one of two ways: he may be repentant, even remorseful, which, of course, is good. He may, on the other hand, become defensive and critical of you. In the latter case, excuse yourself and neatly record his comments.

At the earliest opportunity, make an appointment with your Human Resources Department – if you have one – or your boss’s immediate supervisor. Be prepared to explain your concerns – using the same material you shared with your boss – and how it is affecting morale.In any case, even if he is repentant, he will need to curtail his behavior immediately, and this may require the counsel and encouragement of others.

Be assured, however, that your efforts to correct the situation and confront your boss are well-advised and beneficial to the company.

Submit your confidential questions relating to work and office life to Simon Gibson through out contact page.

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Should We Appoint A Receptionist With A Strong Accent?

October 20, 2011 By 39 Comments
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I’m responsible for selecting the new company receptionist. The three final candidates – all internal – are good but one, I believe, is superior. However, she has a strong accent and so now I am having second thoughts. What would you recommend?

This is a complex question in many ways because it draws attention to the nature of a multi-cultural society and what it means to appreciate – and accommodate – a variety of people from different backgrounds.

While the matter is a practical one, it also involves a philosophical dimension because any decision you make will need to consider the company’s attitude – official or otherwise – to employees with varying skills and qualifications.

You say this candidate is superior which would seem to indicate that the accent is now the only factor that could preclude her from being appointed to the position.

I’ll assume that she is also a visible minority – although you don’t mention this – which also presents some additional challenges in terms of the “optics” of her application and possible selection.

A “strong accent” – as you put it, could certainly be a relevant issue if it affects comprehension: if her accent makes it difficult for her to be understood, on the phone and in person, then it be may be reasonable to go with another candidate.

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The Danger Of Graphic Emails At Work!

September 7, 2011 By 30 Comments

A friend sent me some fairly graphic pictures to my work Email which I shared confidentially with a co-worker. Now I’ve learned that my supervisor has been forwarded the Email. She wants us to meet later this week. I’m worried – could I be fired? (I’m a male.)

You may have heard the recommendation you should not send any Email you would not be happy to read on the front page of the local newspaper. Now you know why.

Email is incredibly easy to use and the “Reply to All” button can potentially include many people, even those you’ve forgotten about. This could have been the case with your co-worker.

“Fairly graphic pictures,” I presume, means pornographic images, or at least depictions of people in situations many people would find offensive. I would expect, too, that these pictures would predominantly involve women.

Sexual harassment is an unpleasant phrase, as I’m sure you would agree, but distributing these photos at work would almost certainly meet the definition. In fact, as a male, allowing these graphic images of women to be circulated can be expected to cause rage and resentment.

You may have been initially amused to view these pictures but on reflection, you probably realize now that sharing them with someone else was a foolish act. Your co-worker, obviously, did not consider them to be confidential.

Could you be fired? The answer is almost certainly yes; however, you may be able to recover from this unfortunate situation if you move proactively. Take the initiative to meet immediately with your supervisor: don’t wait for her to set it up.

Although you have only heard unofficially that she received the offensive Email, I nevertheless believe you do need to move swiftly on the assumption that she has seen it.

The images objectify women, no doubt, and her perception of you as an honorable male may have been compromised as a result of receiving the Email.

Begin with a sincere apology and note the Email and images did not originate with you. Stress your regret for your lack of wisdom and point out examples of your lifestyle which would re-affirm your wholesome character such as your marriage, family, and charity work, for example.
This is a difficult situation for you.

An authentic and believable confession of your foolishness will likely be rather convincing; nonetheless, any decision she may make regarding discipline or punishment – leading up to termination – will be up to her.

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Stuck In A Rut At Work?

August 27, 2011 By 33 Comments

I feel like I’m stuck in a rut at work and, after almost six years of doing the same thing, I think I need to make a change – your thoughts? Just being willing to consider change is an important first step, but you should contemplate some of the relevant issues.

I would suggest you’ve probably had similar feelings about your job for some time, but perhaps, with the start of a new year, you’ve become more sensitive to your situation.

It is important to realize that doing the same job over a long period of time is not necessarily synonymous with being in a rut; a teacher or police officer, for example, may receive great satisfaction from their work even though the responsibilities will not vary significantly.

In your case, it may be a good time to pursue another opportunity. Be honest and ask yourself a few questions: why do I feel as if I am in a rut? Is there another job that could give me more satisfaction? Have co-workers encouraged me to apply for a different position?

If you work for a relatively small company or organization, the choices may be more limited for you: looking outside may be a legitimate option but, of course, you will be leaving a relatively secure environment.

Remember, too, that unless you are willing to consider a significantly different position, you could be trading one rut for another. You might have new colleagues and a fresh workplace, but the responsibilities may be similar.

If you have a Human Resources department, make a confidential appointment and candidly share your concerns. If it is your preferred intention to build your career with the company, let them know.

Developing a concrete plan with the cooperation of HR, your boss, and you, will almost certainly increase your job satisfaction.

In any case, don’t fall into the trap of sharing your low morale with others: continue to be a good employee and fulfill your responsibilities to the best of your ability; your boss will be your strongest advocate and your best reference when applying for another position either within the company or elsewhere.

Submit your confidential questions relating to work and office life to Simon Gibson through our contact page.

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Company Meetings Frustrate Me

August 20, 2011 By 33 Comments

I chair a monthly staff meeting in our office but people often attend sporadically, arrive late and participation is nominal. It’s very frustrating – what can I do to improve these meetings?

Your lament is a common one: employees are required to attend various meetings and, in many cases, they register their lack of interest or motivation through the kinds of behavior you have observed.

There are really two dimensions to your query. On one hand, there is the problem of the meeting structure – which may include accountability and discipline – but, on the other hand, it may be productive to consider whether these meetings are needed at all.

As chair, you are responsible for setting the agenda, the tone of the meeting, minutes, notification and follow up on any action items.

I would suspect that many of the meetings flounder because there is no vision and attendees don’t see any value in being present: few decisions are made and items drag on from month to month without resolution.

At the earliest opportunity, review the minutes from the last three or four meetings. You may be shocked to realize that little has been accomplished.

You can take some immediate steps to address the situation. First, consult with staff to determine if the current day and time for the meetings are the most convenient.

Second, distribute the agenda in plenty of time and allow suggestions: be careful not to censor and encourage an open dialogue, where appropriate.
Third, the meetings should be welcoming. Consider serving light refreshments or holding the occasional meeting at a nearby restaurant over breakfast or lunch, if there is the budget available.

As chair, announce at the start of the meeting when it will end and allocate times for each agenda item. Solicit comments from attendees by addressing them by name and avoid giving your views until the discussion seems to have concluded: seek to build consensus.

You may also wish to address the more foundational question of whether these meetings are required. Speak with your supervisor and be candid with your concerns.

Unproductive meetings can destroy morale and stifle productivity. As chair you need to address the matter as soon as possible and be willing to take leadership by improving the culture of the meetings or making a case for their elimination.

Submit your confidential questions relating to work and office life to Simon Gibson through out contact page.

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My Boss Is A Micro-Manager

August 8, 2011 By 28 Comments

My boss is driving me crazy: she monitors me very closely and is frequently in my office. It’s as if she doesn’t trust me. What should I do?

Your reaction is certainly understandable; a boss that gives the impression that she does not trust you is implying, to some extent, that she lacks confidence in your capacity to do your job.

I’d be interested in knowing whether your frustration is shared by others in your office. I would suspect that she treats others similarly which, in a sense, should be somewhat reassuring for you.

Your boss is not comfortable delegating and the result is that she needs to supervise employees – including you – very closely (which is sometimes known as “micro-management”).

In addition, if she is relatively new in the position, she may be somewhat insecure so her natural inclination will be to spend more time with employees who can enhance her profile with superiors.

(As well, of course, if you are new to your job, it is understandable that she would give you more attention until she feels comfortable with your capacity to fulfill your responsibilities.)

While you shouldn’t expect her to change her management style overnight, I would recommend three approaches:

First, wherever possible, go out of your way to do a good job such as: successfully meeting deadlines and writing readable and informative reports, for example;

Second, listen carefully to any concerns she identifies and address these specifically in subsequent meetings;

And, third, using diplomatic language, attempt to discern whether she views her monitoring behavior as a temporary approach or something more long- term; if is the latter, you will need to consider your career commitment to the company and, in particular, to your boss.

Until she comes to realizes that her overbearing style of management is negatively affecting morale – and employee productivity – it is unlikely that she will change.

Submit your confidential questions relating to work and office life to Simon Gibson through our contact page.

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How To Get A Raise

July 10, 2011 By 25 Comments
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I’d like a raise – what can I do?

In a previous column you talked a little about raises. I’m wondering if you could give me some practical advice on how to bring the matter up with my boss.

Is there anyone who wouldn’t welcome a raise? The challenge for you will predominantly involve three themes: timing, evidence and authority.

First, consider the timing for your appeal. Do you receive annual evaluations and are any raises tied to your review in any event? Do you sense that the company’s profits are up and that management could be open to increasing your compensation?

Timing requires sensitivity and the capacity to re-direct a conversation with your boss toward the goal of at least being considered for a raise.

Evidence means that you identify, in tangible terms, what you have recently accomplished. Perhaps you completed a project or contributed significantly to the success of the company. You may have been acknowledged by co- workers for a particular action that increased efficiency or profitability, of example.

In addition, evidence can often be convincing if you identify precedents: has another employee in a similar position receive a raise? Be careful not to whine about the apparent difference in pay and don’t reveal information that was told to you in confidence.

And finally, authority speaks to the influence your boss may or not have over the size of your paycheque. While he or she may have some role in the process, you should be aware that others, including senior management and the human resources department – if you have one – will likely contribute to the decision.

Tact and good judgment are important when making a case for a raise. Put the company first and be sure to show how increasing your pay will benefit the organization.

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Getting The Boss To Notice You

June 21, 2011 By 24 Comments
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My boss never pays me a compliment, even though I’m reasonably sure she’s happy with my work. What do you think the reason is?

Your boss is not paying you compliments? Have you spoken with co-workers? Is she also treating others the same way? My suspicion is that she is being consistent in her lack of praise to all employees.

If she is a relatively new supervisor, she might lack the confidence to pay compliments because she is under the mistaken impression that she will seem weak or vulnerable.  She may also be an “empty vessel” which means she is not receiving compliments from her supervisor so she has little to “spill over” to her subordinates, which includes you.

As an “empty vessel” she may also not be experiencing a culture of praise so she is receiving a model that unfortunately precludes it.  I would recommend you look to more tangible acknowledgements for your good work: lunches out, bonuses, the occasional day off.

You believe that she is happy with your work, so she may be relying on practical demonstrations as opposed to positive “strokes.” Wait until your next job evaluation – I presume that this is done annually – and listen carefully to her comments.

She may choose to select a more formal environment to indicate her satisfaction with your work.  But, in the meantime, continue to do your best work, and don’t become a person who goes out of his way to seek praise.

Your confidence as a competent, hard-working employee should never depend exclusively on the compliments of a supervisor in any event.  And, if you have employees reporting to you, be sure to “break the cycle” and praise them at every opportunity!

Submit your confidential questions relating to work and office life to Simon Gibson through our contact page.

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How To Boost Your Confidence At Work

June 5, 2011 By 23 Comments
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What can I do to boost my confidence?

I’m pretty sure I’m doing a good job, but I often “second guess” myself and feel that my boss is not satisfied with my work. How can I increase my self-confidence?

We all can have times when we lack the assurance that we are meeting the expectations of others; in your case, however, it may go a little deeper.

It is important to realize that although you are accountable to your boss, he or she is only responsible for evaluating your performance at work. Don’t look to this person to meet any general needs you may have for affirmation.

While your question is brief, I nevertheless can sense that some of your lack of confidence may in fact originate outside of the workplace. In other words, as you spend a significant portion of your waking life at work, you may be looking to your boss – and others – to meet your needs for emotional support.

We should not depend extensively on the encouragement of others – at work or elsewhere – for affirmation although it is wonderful when supervisors, colleagues and even friends support us with words of praise.

You believe that your boss may not be satisfied with your work, but consider the observable facts: has he or she ever mentioned any displeasure? You may be assuming the worst when there is no evidence to support your concerns.

In addition, by “second guessing” yourself – as you put it – you are unnecessarily re-visiting a decision or work assignment which is now in the past. Time to move on!

I’d recommend you regularly take an informal inventory of the skills and talents you offer your employer and maintain a record of the tasks you’ve accomplished. This will help confirm you are doing a good job for the benefit of the company.

Remember, too, that you may need to add balance to your life. If your job has perhaps become all-consuming – and the main source for purpose and

meaning – it will be good for you to spend more time with friends and participating in a hobby or sport, for example.

Your confidence will increase significantly when you realize that your job, while important, is only one aspect of your life, and that you will need to find personal satisfaction beyond your circumstances and the encouraging words of people.

Submit your confidential questions relating to work and office life to Simon Gibson through our contact page.

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