It’s five answers to five questions. Here we go…
1. Employee’s boyfriend keeps making her late for work
I manage an employee, who does good work. She is dating a colleague in another division. This is fine in principle as our company has no policy on dating coworkers and they work in different departments. Over the past two months or so, my employee has been late for work nearly every day, by up to 20 minutes. I asked her about this in a one-on-one meeting and she got a bit flustered. It turned out she’d recently moved in with her boyfriend, she drives him into work as there is no public transport where they moved to, and “he’s bad at getting up in the morning.”
We work in a department where certain tasks have to be completed by certain times, so it’s important employees are on time. A few minutes late occasionally isn’t an issue but she’s consistently 10-15 minutes late, which means she’s rushing to get her work done, and it also seems unfair to her colleagues who arrive on time. She offers to make up the time after work, but by that point all her tasks are done, so it seems petty to force her to stay behind with nothing to do.
I really don’t know what to do here. Should I speak to her boyfriend? He’s a team leader (I think around the same seniority as me) so receives less scrutiny over his timekeeping. But it seems really weird to ask a colleague to get out of bed on time in the morning! I thought about asking her if she wanted to change her start time (and reshuffle the tasks within the department slightly) so she starts at 9:15, but then her boyfriend might also change his start time and they wouldn’t get in until 9:30. I really don’t want to seem like I’m interfering in their relationship. Do you have any advice?
Definitely do not talk to the boyfriend! That would be really inappropriate — like talking to him about keeping her up too late if she was coming into work tired. You need to deal with your employee directly, not her significant other! That doesn’t change just because he works at your company too.
The good news here is that when you talk to your employee, you don’t need to (and shouldn’t) get into the relationship stuff at all. You just need to tell her that she does need to be at work on time and that she can’t continue to be late. You can offer to change her start time if that won’t harm your team’s workflow. But from there, it’s up to her to figure out how to make that happen. Maybe it means she stops driving her boyfriend, maybe it means he gets up earlier, maybe it means they take a third person into their relationship who comes with a car — who knows. It’s none of your business! You just need to tell her the expectation and hold her to it.
2. Managing a seriously ill employee who’s making mistakes
My team’s strongest performer is in the midst of a serious, life-changing health crisis, and this is causing issues with her usually-stellar performance. Typically, she requires little to no oversight or follow-up and exercises astute judgement. However, due to her stress during this time, I am finding that she is failing to follow standard operating procedures, sending redundant/repetitive emails about known issues, and finding issues that don’t exist or missing ones that do. (To be clear, this is being caused by stress, not by the medical condition itself — and she will admit as such and knows that she is somewhat distracted.) I am not concerned about this from a disciplinary standpoint like I would be if these kinds of mistakes were coming from a typical employee, but she does work with both internal and external clients and I am having to correct information that is sent to them, including broadly-sent communications that we have standard templates for, which she is not consistently using. I am also having to respond to the redundant emails and remind her that we have already discussed and resolved these issues, and let her know when I make corrections.
This feels like the type of micromanaging that I know she has bristled at from others in the past, and I normally relate with her more as an advisor for her higher-level problems, which is a relationship that has worked well for both of us. She responds well enough to the constructive feedback I’ve given in the past, but her high performance means that this has only needed to be sporadic. I do not want to add to her stress or make her feel beat down, but I am also concerned that these issues will get worse as her illness progresses, and I do think it is useful for her to see what she is missing so that she is aware of what to look out for and that she would want me to do so. How can I best navigate these concerns while still being considerate and compassionate during this difficult time?
Rather than just flagging each individual instance as it happens, sit down with her and talk about the broader pattern. Tell her this isn’t a disciplinary conversation but you’re seeing a pattern of mistakes and you want to figure out how you both need to manage her work differently during this period, and ask her to brainstorm with you about what might help. You should say explicitly, “I know in the past you’ve bristled at what feels like micromanagement, and normally you haven’t need a lot of oversight — but I want to be realistic that while you’re under this much stress, we need a different system. I don’t think we’ll need permanent changes, just something to get us through this period.”
It might be that you both realize from this conversation that the solution is mostly about (a) her being aware of the pattern and needing to be more vigilant than she normally would (including committing to using those templates, even if she didn’t need them in the past) and (b) the two of you feeling comfortable with changing the amount of oversight you give her during this period. But I’d also consider whether there are ways to lower her workload right now — which is something she might not realize she can ask for.
3. How do I determine my rate for freelance work for my current employer after I leave?
I gave close to four weeks notice at my nonprofit full-time job to coincide with the end of our fiscal year (also the date our employment contracts are up each year). One of the duties of my position is to generate end-of-fiscal-year fundraising reports and statistics, which can’t be done until the fiscal year is over. I didn’t want to leave my organization in a tough spot, so I offered to take on the statistics project and help with training during the month following my end date, with the caveat that I will need to work around my new schedule (not a new job, but my husband will switch to full-time work, and I’ll be at home taking care of some personal projects that are overdue in addition to shuttling our teen around to various part-time summer camps).
My boss would like me to take care of the project and maybe help with training. However, when the head of the organization contacted me about the arrangement, he offered to pay a prorated salary rate for this work (the same amount I receive per hour now without accounting for the value of the benefits I’ll be losing). He indicated that this is a typical arrangement and is how compensation for part-time work is calculated. However, I am viewing this additional project work as a short-term freelance arrangement and feel that I should be given a contract rate, since I will be paying for my own health insurance and will be responsible for self-employment taxes, etc.
I want to leave on good terms and don’t want to be seen as asking for something unreasonable but also don’t want to be treated unfairly. Is there a standard procedure for calculating a project work rate beyond the employment end date? I suggested looking at the amount listed on my contract as the “total compensation value” of my position (which includes the health insurance cost) and prorating that but was told that nobody does that.
Yes, because you won’t be getting benefits and will be responsible for your own payroll taxes, you should charge more than you were getting as an employee per hour. A common rule of thumb is to figure out what your salary as an employee broke down to hourly and then double it.
It sounds like your boss doesn’t realize this, so you could say something like, “I did some research online and spoke to other freelancers, and what I’ve found is that people generally charge at least twice what their hourly rate was as an employee, because freelancers are responsible for their own payroll taxes, which are significant, and don’t earn benefits. A lot of people suggest more than that, but I want to be thoughtful about your budget. So how about $X/hour?”
I’d suggest making X double your employee rate. But since you’re not trying to launch a freelance business and this is a one-time project and not ongoing work, there’s room in there to be more flexible with them if you want to — but I would not go as low as your employee rate, since that would be an effective pay cut (since covering your own payroll taxes will take out a chunk that’s not coming out currently). If he pushes back, you can point that out: “Sticking with my employee rate would mean doing the work for less money than I am now, given that I’ll be covering my own payroll taxes. I want to help but I can’t do it for less take-home pay than I earn now. I think $X is a fair rate, but I also understand if that means it won’t work out.”
4. Explaining why I’m resigning without a new job
I have been at my current place of employment for almost 10 years. Over the last three years, there has been a shift in culture and structure, which is still ongoing. I’m realizing that I will not be successful or happy with the organization, so I am actively looking elsewhere. I have been saving enough money since the beginning of the year, and I currently have about five months saved. If I don’t find anywhere else to work, I am perfectly fine leaving my current position in the fall, taking a month off to detox, and go work for a temp agency that specializes in my field for a time in order to gain more experience. (I’ve been looking at jobs and there are enough in the area that I live in that finding work won’t be a concern)
How do I explain why I’m leaving the organization without a new job lined up? My current boss and grandboss don’t understand why I would leave during this “exciting time” due to the restructure and the new software systems being implemented and think I should “wait it out” and see. Well, I do think the department will be fine after the restructuring, I just will be pigeonholed into the work I’m currently doing without being able to move elsewhere in the department. I am fine transitioning them to the new systems, then leaving afterwards. I have spoken to my boss and grandboss about this and have been told my concerns don’t have merit and I should stay put. If I do go with my plan of leaving after cleaning up my current projects, what should I tell my boss and grand boss without badmouthing them or leaving them with a bad impression?
Ha, well, they’re welcome to think you should stay put, but it’s not really their call. I would seriously consider, though, whether they’re trying to tell you that you’re wrong about being pigeonholed, and ask them to talk to you in concretes about exactly what your mobility will be after the reorg. If you’re leaving because you think you won’t have any and they know that you will, that’s worth a conversation.
But if that doesn’t change your mind, then when you’re ready to leave you can simply say, “I’ve given it a lot of thought and I’ve decided to move on. My last day will be (date).” If they press you about why you’d leave with nothing lined up, you can say, “I’ve been here 10 years and it’s time for me to move on, and I’m excited about taking on something new.” If they continue to push, you can say, “I appreciate that you want me to stay, but this is the right decision for me and it’s not something I’m open to changing” and then immediately change the subject to talking about how best to use your notice period.
Also, some unsolicited advice: A lot of jobs in your area doesn’t necessarily translate into you finding one before your five months of savings runs out — many people find their job searches take longer than that. So if you haven’t already, I’d start your job search now, or at least start talking to people in the field you want to move into about whether the temp work will provide you with the experience you need, and how easy it will be to get work once you do that (so that you avoid a situation where you’re qualified but still not getting hired in the time you’ve allowed yourself).
5. Handling the challenges of early pregnancy without telling my coworkers
My husband and I were recently thrilled to find out that I’m pregnant. While I’m still very happy and excited, I’ve since been experiencing all the worst symptoms at an increasing rate over the past few weeks. We have an open office plan at my company, and I spend the day frantically snacking, running to the bathroom, excusing myself for hiccups and burps, and practically gagging at the smells of coffee and food that folks bring into the office. I’ve also had to excuse myself for vague doctor’s appointments so much that one of our client contacts asked if I was okay.
It’s early enough that we haven’t told our extended family yet, so I certainly don’t feel comfortable telling my coworkers; I also have combined sick days and vacation time, so I’m loathe to spend PTO on morning sickness – that would add up way too fast. I’ve worked from home as much as possible, but I’m starting to sense some concern about how little I’m in the office. Alluding to a vague medical issue might cause unwarranted concern. Do you have any advice?
Given all that’s going on, your choices are really between disclosing the pregnancy or citing a vague medical issue. Since you’re not ready to announce it, go with the vague option. In order to fend off worry, you can say something like, “I’m dealing with a minor medical issue right now — nothing to worry about, but it means I have a series of doctor’s appointments and may work from home when my symptoms are acting up. I’ll be fine though — just need to get through this short-term.”
Even if you’re vaguer than that, some people will probably suspect you’re pregnant. That’s fine, as long as they’re polite and keep it to themselves. You’re just giving everyone plausible deniability — acknowledging that yes, you seem ill sometimes and you’re out of the office more often, and here is an explanation that we can be comfortable with for now.
Congratulations!
employee’s boyfriend keeps making her late for work, seriously ill employee who’s making mistakes, and more was originally published by Alison Green on Ask a Manager.