Question : “When people fill in for me during lunch, they often rearrange the desk. How do I let them know that my desk is not community property?” -- Anonymous
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{ 26 comments… read them below or add one }
I worked at the front desk. I found it annoying as well, when people covering for the front desk were moving and removing my staff. Of course, the front desk is community property, but I do work there, I am the one who is managing the files, databases, etc. When people are moving around things, it is a pure disrespect, because they are looking down at the receptionist, they feel they know everything better, because whoever is working at the reception, must be just plain stupid, is not capable even organizing their own work area, that he/she did not make it into having some proper job, except of being just a gate keeper.
I have my desk very neat, clean, organized, there are always pens, pencils, posting notes, writing pads ready for everybody to use, if needed. Yet, some of the managers have a nerve, for example, to update an automated message on my return email – with 7 spelling errors included in the body of the email. They feel I should keep pencils more to the right, and a little bit to the left, and so on. They certainly would not organize their superior’s desk, but would made sure that they did not move a single thing. Anybody who is moving things around the front desk, is simply disrespectful.
I work the front desk and have coverage for lunch. When I leave for the day there are people who sit at my desk and have hidden the one picture frame I keep. I addressed this and they said it’s not my desk and I shouldn’t be allowed to have personal property because they sit at the desk in between their work. They do not use the computer nor have people come up after hours. I think this person is just being rude. And I don’t know what I can do about it. I have put a note on the frame asking to please leave it there. It was terrible at first because I came back after having my first baby and I was suffering from post partum depression. Then to have this girl hide my baby’s picture. It was killing me. Now it is pure annoying.
Carm, I believe that if you have to change it back the way you like it, there is no reason why they shouldn’t do the same if they are aware they are changing things. I’ve covered the front desk a few times and even though I know I am helping out, I don’t want to disrupt anything else, so if I have to change something, I make sure I put it back where I found it. I know how nice it is to have your workplace the way you like.
As to the piles and such, I can understand. But the food crumbs, spilled drink, sticky keyboard — the management executives should be doing something about that — don’t tell me that visitors or clients don’t come up to the counter and hang over it while talking — that means they see that — what a great and wonderful impression that is — YUCK!!!!!!! Besides being unsanitary, it could lead to health violations that they don’t want to answer if someone pushes it.
I totally agree with what you are saying — elements of the desk is one thing but you don’t “ever” go around on someone’s computer and start messing with it — that to me is the kill zone. I have worked with computers since their birth and have found very different ways to use my computer than other people — if they messed with it —- it could take me days to get things back where I need them to be — NO NO — don’t touch the computer !!!!!!!
Diana, you are right — I found when working the front desk if I didn’t want it messed up when I got back from lunch to do the following:
1. Put out pencil, pen and eraser in a central area.
2. Put out memo pads, telephone message pads next to writing implements.
3. All necessary lists (telephone lists/address lists) that might be needed for the person to access be in a very visible location.
If you provide them the necessary implements where they don’t have to go looking it takes care of itself.
I’m amazed at how many comments states “helping the front desk out”. I’ve been back up front desk at several different companies and was always proud to represent the company in that way.
How many of you want to handle the “front desk” all day long? Not too many I am sure. the “front desk” staff, as well as everyone else needs a break from time to time.
I asked the ladies at our front desk for their input and they said they don’t have that problem. They have respect for each other. Both ladies work alternating days and sometimes the same days (students). When they’re both not here other people willingly offer their assistance. It’s a team atmosphere and a respect issue.
I would recommend having your IT department set up different log ins for people who relieve the front desk. I believe there is a privacy and an IT issue in sharing passcodes, etc. Use caution when allowing others to use your computer (log in) – It may be grounds for dismissal on your part even if you weren’t the one that caused the error.
Pull each person to the side and discuss the situation with them. Find a solution to the proplem. They might not even be aware that they are doing it.
The situation with the messy desk should be brought up to HR! I wish you luck with coming up with a conclusion to your problem. Address it you must because right now it’s a small issue that could turn into an unneccesary battle.
No, it is not appropriate for someone to come into your working space and rearrange. When someone comes into your house, are they permitted to “literally” make themselves at home? I really don’t have any suggestions for resolution for this one, but I can completely understand how you would feel that you are being disrespected and that your space is being violated. Makes you wonder if they feel entitled to go rummaging through your things as well.
Good luck with this one. Would love to hear if you find a proactive resolution.
Speaking from the perspective of the person doing the “filling in” during lunch: I had to cover someone who was very disorganized and messy…I’m a neat freak! I cannot function with someone elses’ food crumbs, spilled drink stains, sticky keyboard, etc. This person had piles under, and on top of her desk, sticky notes everywhere including taped to her monitor, keyboard, desk. She also bit her nails; gross!!! Each time I relieved her for lunch, I spent 5-10 minutes cleaning her workspace with antibacterial cleaner. I tried to keep things in the general area that she had them and make myself a clean spot.
She respected the fact that we had different styles of functioning and I did the same. She was good at her job and actually knew where things were among all of those stacks! We both communicated and accepted the differences betwen us. The front desk of any business is the first impression for visitors and should always be clean and organized! Despite the fact that it is a personal workspace, it is also a shared area and the focal point of most companies. People spend the majority of their waking hours in their work area. Picture workspaces like temporary homes: you wouldn’t want the place to be a disaster when someone comes over and visitors shouldn’t snoop around or move your stuff so you can’t find it!
It is downright rude for someone who is just filling in for an hour or so to rearrange anything without returning it to the way it was when they arrived. This is your personal space just as my office or anyone else’s. If they make things more comfortable and efficient for them for that short period of time they should at least have the decency to put it back like it was before they leave. It is not a community area and should be respected just as anyone elses desk would be.
This goes beyond “organizing”! Rearranging icons and changing computer backgrounds is like going through someone’s medicine cabinet!
We have a situation at our office that calls for different people from different departments to rotate through the Front Desk for 1 to 2 hour periods each day. They work along side the permanent Front Desk staff, filling in where/when/how needed. Some (not all) of these folks deeply resent doing this, feeling it is ‘beneath’ them to do the work of these front line staff, although senior management instutited this rotation to assist with the high volume of customers coming through the front door, and also famiarize each and every counselor in the building of the challenges the Front Desk staff encounter. It can be difficult, at times, to deal with resentful co-workers regarding something they see as unimportant. Tact, and management backing, are necessary to keep the “team” working together, rather than feuding with each other.
One thing I learned a long time ago, is to ‘kill them with kindness’. The more irritated I am at the condition of my desk when I return, the sweeter and sugarier I become. “Oh, thank you so much for rearranging my desk. It probably worked so much better for you while you were working in my space. The only thing I would ask, just a little teeny favor, really, is . . . could you put things back for me? That way, I too, could work more efficiently when I return to my space.” I just keep it up, getting deeper and deeper into the ‘sugar’ each time I have to ask the same party to respect my space. Eventually, they give in, probably just to shut me up. I know this is passive-aggressive behavior, but, hey, sometimes behavioral modification takes down and dirty tricks.
NO WAY IS IT COMMUNITY PROPERTY.
OMG!! Please forgive me for venting in all caps but….
YOU ALL DON’T EVEN UNDERSTAND! I WORK AT A COLLEGE…PART TIME FRONT DESK GURU FOR THE HR DEPT AND SECRETARY IN THE PRESIDENTS OFFICE. WHEN I COME TO MY HR DESK COWORKERS and STUDENT AIDS!!! It’s frustrating beyond belief.
I think this raises a good point: that when someones ‘covers’ for you and moves things around, it wastes your time trying to get things back in their space.
Although the ‘front desk’ may seem to be ‘community property’, it really isn’t. This is someone’s desk. Yes it belongs to the company, but an employee needs to be able to function and work well if they can make their space personal.
The person who is helping needs to be respectful and return things back to their spot when they are through. Yes, they are helping you, but they don’t need to move things around. I can understand if they need to move notepads, pens, pencils, but if the person moves the keyboard, mouse, phone, chair and the like, they need to be respectful and return things the way they were so you can function.
I think it’s perfectly fine to tell the person who’s covering for you that you don’t mind them moving things around as long as they return it to their spots. But first, let them know you appreciate their assistance.
The front desk is not community property. When I fill in for someone, I use the computer, the phone, directory, and message pad which is all that’s communal. Everything else is not mine as it is not my space. Therefore, I respect her space and her things.
When I was first hired as a receptionist i was told to “make the space my own”. Unfortunately, they “my own” concept was not understood by all. I do agree even the front desk employee needs a certain amount of personalization to feel comfortable, but it the station of first impressions, and not a personal workspace like an office would be.
I suggest keeping personal effects to a minimum and keeping the arrangement simple with the idea in mind that all are probably going to utilize the space at some point. Feeling hurt or angry about sharing the space only keeps you in bondage to your anger. They couldn’t care less.
In my previous job, the front desk was always very busy, but during the lunch hour it would quiet down tremendously. The person that would cover me was only required to answer the phones.
I kept the desktop very clean with pens and notepaper right next to the phone. She seemed to delight in “rearranging” my desk. She would go so far as to move the icons on my desktop or change the background image. If found this behaviour to be very rude and would spend the next 20 minutes trying to move everything back to it’s original position. When I said something to the person, she made the comment that she was making it so that everything was more “organized” for me.
We both shared the same supervisor who happened to be the head of HR. When I spoke to her about it, she decided to give the person several tedious alphebetizing projects that would keep her hands busy. Needless to say, she got the hint and stopped “rearranging” things.
I sometimes fill in at the front desk. Having worked that position in the past, I try to leave the desk the way I found it. When I take over for the front desk person, she takes a moment to tell me if she’s expecting someone/something I’ll need to watch for, shows me where things are kept that I will need (or leaves them out for me), and asks me if I have any questions. It’s simple and doesn’t take long.
I think there needs to be flexibility on both sides of this equation! You need to make it as work friendly as possible for those filling in for you and they should be respectful of “your” space (it is the companies space after all!)!
I have had similar issues when I’ve been away for a day or two but don’t grumble too much because I know that the reason the things are moved is because these people were helping me out.
Now on the other hand when someone is just in our dept. and needed a notepad or pen etc. and messed up my desk in looking for/using these things I nipped it in the bud by placing much needed items (pens, pencils, post-its, stapler etc.) on a side desk that doesn’t have a permanent staff person at it so that they would get the hint.
Post up a frinedly sign saying you appreciate the coverage and to please return items to their originals places. People aren’t always considerate of someone else space so you need to remind them it is your space. I send e-mails with a big goofy eye ball telling some of our schedulers that I’m watching them when they make the same mistakes over and over and then it stops. It’s just a friendly reminder not directed at any one in particular but covers anyone that sits in your area.
My opinion is that if she’s the receptionist in that position, then it is her desk. That’s why people are covering for her. It is not community property. I’d ask them to please not rearrange your desk. If they need to adjust your chair, they should move it back. I don’t feel people should rearrange your lists, or your desktop (yes; this happened to me) and download stuff on your computer. I often have student employees who sit at my desk to do certain tasks, and I let them know what the rules are while sitting at my desk. I think it’s a matter of respecting someone else’s work station.
The “Front Desk” in most organizations is community property whether we like it or not. If you feel someone is deliberately trying to mess up your things then you should talk to your boss about it. If it is just someone who is filling in for you and is trying to find materials to do the work then you should talk to them person to person and let them know it bothers you and ask them if they would try to keep things as you had them or put things back where they found them before you return from your break or lunch. Let them know that this is what works for you. I am sure they would not like you going into their office and moving things around for your convenience if you were only there for an hour or so. I have found the best way to deal with a situation like this is to politely talk to the person(s) responsible for the actions.
People shouldn’t rearrange your personal things unless it is absolutely necessary for them to do the job. However, if you have people using your desk, you should keep things like notepads and pens handy and easily available. Speaking from personal experience, when I’m covering the front desk and it’s very busy, it’s frustrating to not be able to find supplies I need. I try not to mess up the front desk any more than necessary, but if clients are waiting and the phone is ringing, you shouldn’t have to go looking for things, or move other things out of the way to do the job. Since this seems to be an ongoing issue, you should get feedback from your co-workers on the best solution to the problem that will work for everyone.
That is so rude, but that’s happened to me before. If you have weekly or monthly meetings, perhaps you can bring it up there in the kindest way. Or write a memo and send to everyone. It definetly should be addressed. No matter which way you choose to bring it, just do it in the most non-defensive way, such as, “Let’s please remember to treat everyone’s work station with respect, including the front desk.” Don’t feel comfortable doing this? Confide to a supervisor and have them do the dirty work (unless they are the culprit)!
I’m sorry….but it is community property. If someone is covering for you they need to make it so they are able to function. They should put it back the way they found it. If they don’t; don’t get upset. Remember they are “helping” you out and your desk is technically not yours anyway.
That happened to me, and what I did was I looked at what was moved, while they were still there and said “Oh, I like having this here, and this here” and I move the items back to their place in front of them. Then I usually make a comment like, “Sorry, I have my desk just like I like it” – they take the hint.