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{ 8 comments… read them below or add one }
Sounds like you’re very frustrated. Having to train three new people all at once can be overwhelming. Is it your responsibility to train these new folks, or does that fall to someone else? This might be a great opportunity for you to shine. Try to be patient, help them learn everything they need, and make sure your boss knows about the effort you’re making to make these new folks successful. It may be frustrating in the short-term, but it will be well worth it once they’re trained. You won’t have to do their jobs any more!
Two questions: 1) Do you have authority to act or make changes? 2) Do you want a work environment motivated by fear of doing something wrong; or do you want a work environment where people are valued for their skills, proud of their accomplishments, and are happy, productive, and inspired?
Learn what motivates people, look for the good in them and don’t assume the worst, and do an honest assessment of your own attitude and agenda.
I just went to two wonderful seminars that could give you great insight into your issues and I highly recommend the following books that could be of great benefit to you: “Drive” by Daniel Pink, “Switch” by the Heath brothers, and “Stop the Workplace Drama” by Marlene Chism.
Motivation by fear and anxiety is so old-school, and creates a very uncomfortable, unpleasant work environment.
Please find a more excellent way. When everyone is focusing on their strengths, have autonomy & purpose, and feel valued, everybody wins!
I work as an Admin assistant in a large company, reporting directly to a high level manager. When I am not working at the top of my game, my manager has no hesitation being assertive and straight forward about what is unacceptable and the circumstances if she doesn’t see a substantial improvement. These events are few and far between. Because my boss is understanding, considerate and proactive in my growth in my position, I admire her very much. I am one of the few who can take criticism, knowing I will come out the better for it. If you are not the direct supervisor of the secretary and the receptionist, YOU SHOULD BE. You know what it takes for things to run smoothly and efficiently in your workplace. As their supervisor, you can speak to each of them individually, in a 1 on 1 discussion. The initial discussion should include feedback on her progress, whats working, whats not, and expectations going forward. The next time you meet for a 1 on 1 (2 weeks later) you can review progress. If things have not improved, you need to be asssertive and straight forward with what is not working and what the consequences will be. You could discuss this with the manager before hand and provide updates on progress. You both need to be on the same page with this. Asssertive, proffessional management/Supervision along with a good listening ear and consideration on your part will go far, especially when someone must be reprimanded. If you don’t see timely improvement towards better attitudes, and more professionalism, it might be time to consider finding such and sending those who don’t grow up, on their way. The hiring pool is great. You can be choosy.
What a great leadership opportunity for you, x 3! I would try to incorporate a system or program to find each person’s strengths (StregthsFinder, for instance), then find a way to improve on the distribution of duties based on each persons strengths.
It sounds like training is lacking for the receptionist and office manager, and you can definitely help the receptionist. I’d start with the basics, even if it isn’t your job. Just make sure you document the activity for your review as well as for yourself (you never know when things like this backfire). You can suggest VERY subtly to the office manager some software training opportunities. I sthere a way you can work with the secretary to figure out a way to tell her to improve so she isn’t offended? Sometimes couching the criticism in a positive manner works.
Try to manage up and laterally in a non-threatening and non-obvious way. Lead by example. Give positive feedback as well as negative. Explain how what you are saying will help them (not just you).
Teach them when time permits (if needed and if welcome).
If an employee does not take criticism well, examine how the criticism is delivered. Is it purely constructive and non-threatening? Is it related to micro-management? Who is criticizing and does the criticism have the appearance of gossip?
In today’s economy, people are reasonably concerned about a loss of income.
Do unto others as you would have them do unto you seems to have gone out of style but it is still the golden rule because it reaps a rich harvest.
Well, I would start with seeking out software training for the manager (through her manager, of course).
As far as the dumb questions from the receptionist, don’t be so hard on her. No question is dumb. She might be new to the working world, so this is your chance to shine and help her in any way you can.
And, if the secretary doesn’t take criticism well, then don’t provide it, unless you absolutely have to. And if that does not help, maybe you just need to change the way you provide it.
I’m sure it can’t be easy for you to share the office with three new people, but if everyone works as a team, you could have a great working relationship.
Your municipality probably has a Human Resources administrator/office. I would go directly to the administrator and talk about recourse in each instance. That way, your boss doesn’t have to devote this/her busy thinking-time to solving this problem (he/she probably wants to leave it up to you!), and taking the reins of the situation in hand makes you look like the true “executive” assistant you are. Perhaps a better match with another opening could be made for one of the employees; or maybe some educational seminar(s) would help (at least it could be tried). If your boss ever questions your actions, explain that the best employees make HIM look good; I’m sure he’ll see the importance of that! And, best of all, you know there may be light at the end of this tunnel, once HR is working with you. Good luck to you.