Admin Pro Forum — Business Management Daily: Free Reports on Human Resources, Employment Law, Office Management, Office Communication, Office Technology and Small Business Tax Business Management Daily — Business Management Daily: Free Reports on Human Resources, Employment Law, Office Management, Office Communication, Office Technology and Small Business Tax Page 84
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Admin Pro Forum

Share best-practices with your administrative peers. Pose a question, offer advice, or just be a fly on the wall.

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Question: I know before I start this that I'm going to sound like a shrew, but there is just no tactful way to put this.

I'm an executive secretary/admin for our company president and vice president of sales for a privately held manufacturer. We have about 500 employees at this location, and 150 of them are office personnel. Only three admin people serve this whole office. As I said, I have two executives and numerous requests from other managers, corporate personnel, as well as field sales personnel.

This is my complaint: On numerous occasions, we've catered lunches for meetings and mill visits. These meals are always delivered, served and taken away with little disruption of an admin’s day.

My VP of sales, however, is forever deciding to have a "working lunch," for which I have to order, pick up and deliver to him and others. This is at least one day a week, unless he’s traveling. Occasionally, our president will request this service, also.

These are usually orders for only three to five people, and none of the restaurants or fast-food places in our small town will deliver for fewer than 10 orders.

I have to spend my cash, my gas and time out of an already-busy work day to do this. I'm reimbursed for the money, but that in itself is a hassle, with forms and signatures required. Most of the time, it’s the next day before I can get it back.

To me, this seems to be an unreasonable expectation when my work load is already heavy. I'm not allowed to work overtime to catch up when I’ve lost an hour from my day.

I assure you that I'm not lazy. I love everything else about this job, but these too-numerous lunch requests are dragging me down.

Please don’t suggest that I try talking to the execs. When someone complains about their job at this place, it comes back to haunt them at review time. Also, please don’t suggest that I find a new job. I’m almost 59 years old and would like to retire from here. I’ve out-lasted four presidents and seven VPs, but I’m getting too old to be patient!  -- Elaine Cornwell, Senior Executive Secretary

Question: I have a question: What is a virtual administrative assistant?  -- Sandy

Question: Does your company have any policies or guidelines (implied or not) regarding employees who solicit purchases for their children’s school fundraisers?  -- Anonymous, California

Question: Does anyone have an Excel spreadsheet used for time-keeping purposes? I would like to set up a bi-weekly timesheet in Excel for our employees that will calculate their total daily and weekly hours automatically based upon their arrival and departure times (including lunch in/out). But I can't seem to come up with the correct formula or format.

Our government agency also keeps time in tenths of an hour, with 6 minutes equaling one-tenth of an hour. I'd greatly appreciate any assistance or samples!  -- Joey Faber, Fiscal Assistant II, Columbus, Ohio

Question: I am a 30-year employee of a nonprofit health care facility who has worked her way up in various departments from the Business Office to Administration.

I recently discovered that my title had changed from Administrative Secretary to Secretary. (This came to light only because it's my evaluation month.)

My immediate boss of nine years has always given me very good ratings on my evaluations, and I have received extra merit increases. This title change will make a substantial change in my salary.

I'm very disturbed at having my title changed to be the same as other secretaries within this department. First of all, I do not perform the same functions; second, my duties incorporate a higher-level responsibility.

I'd greatly appreciate any suggestions on how to handle this.  -- Joyce in Illinois

My boss is too busy

by on September 29, 2006 10:30pm
in Admin Pro Forum

Question: I work for a boss who’s so busy, I feel like I never get to speak with him unless I walk (or sprint) down the hall with him on the way to his next meeting. We do occasionally meet one on one, but his travel and meeting schedules are so jam-packed that we haven’t been able to set up anything regular.

His interpersonal skills aren’t the greatest; he may not be comfortable in one-on-one meetings.

On top of the fact that this makes it difficult to do my job sometimes, I’m worried about my career. How can he know that I’m doing a good job unless he’s around to hear about it?

Does anyone have advice for working around a boss’s unavailability?  -- Anonymous

Question: I was promoted recently and am responsible for training my replacement, a transfer from another department. I was the first person to fill this position, so all of the processes are ones that I created. The documents handled in this department are very sensitive and become legal documents.

This person was hired without my input and while the supervisor of the department was out of the country. We were informed rather than asked about these changes by upper management.

My replacement has very little Word or PowerPoint experience, and almost no Excel experience. The position prepares PowerPoint presentations for the corporate officers and board of directors, as well as for international branches of the company.

My frustration stems from the fact that she thinks she knows so much more than she does and doesn’t ask questions; she assumes she knows what she is doing. I have prepared instruction books and step-by-step manuals for her to walk her through the processes, but she won’t use them. I have asked her what I can do to help her; she acknowledges that she isn’t using the tools she has. I have suggested that, in her slower time, she play in her software programs and learn them. She has label-making down pat, and her files are beautiful, but she still doesn’t know how to work her scanner. (Yes, I have gone over it with her ... more than once.)

She has been working in this department now for six weeks and is still making the same mistakes she made the first week. Her supervisor is out of town frequently, and it's up to me to "teach" her. I've been keeping a log of things we go over each day and problems that arise and have gone over this with her supervisor. He is currently back in town for a while and wants to start throwing things at her to see how she deals with it. He's still asking me to help him out.

I am very busy in my new department and really don’t have time to do my job and hers. I'm getting to the point that I just want to watch her sink on her own but still feel very responsible for the documents that are being sent out. I don’t feel comfortable going to upper management, since her supervisor is taking a wait-and-see attitude, but it’s killing me to see what she's sending out.

Has anyone else dealt with a situation like this? Any advice at all would be appreciated!  -- Pam from Oregon

Question: National Boss Day (Oct. 16) is fast approaching, and we're looking for a really great way to celebrate. Our company is being sold, and most of us won't be together next year, so we want to find a really fun way to let our bosses know how much our years together have meant.

If anyone has done something in the past that was warmly received by their executives, we'd really appreciate your sharing it with us. We want to knock their socks off this year.

Last year, we hosted a cookout on the roof of our building. It was really fun, but we need something different. Please help!  -- Linda

Question: I work for a small social services nonprofit. I am the No. 2 person in the organization, with only the director over me.

As the senior case manager, I supervise the case manager under me. She and our boss have similar personalities and, lately, have started doing some after-hours socializing. Several of these instances have involved her being invited, by our boss, to events outside of work hours, but that provide many networking opportunities.

Although I don't know why I haven't been asked to attend any of these events, I suspect that it's because I am a single parent with two small children. (Both my boss and the girl I supervise are single and childless.)

I may or may not attend these functions if invited, but I'm uncomfortable with the situation. I feel it's appropriate for the boss to be socializing with an employee, and I'm afraid that this relationship may affect MY position at work negatively.

I could use some suggestions about handling this situation.

Thanks!  -- Christy

Question: Recently, we rearranged various departments within our small company due to workload.

One department in particular has had one person handling it very well for about four years. The person has been with the company for eight years.

We now have restructured this department to have two employees working together to handle the increase in work.

The person moving into this second position has been with the company for 17 years and has been in many different departments over those years. This individual is a good, loyal, committed worker but works at a slow pace, having performed well in some positions and struggled in others.

The department procedures have been rethought, and both individuals will be doing the same job, providing coverage for when either one is out of the office. No seniority has been created for this department. Both have the same job title.

They are team players and have worked well together in the past. We believe both can handle the department's new format.

Does anyone have any suggestions on how to handle compensation for these individuals? Length of time with the company and length of time in this particular department pose challenges: The 17-year employee recently requested a raise in pay beyond her normal review using her length of employment as the reason.

Should length of employment be considered when determining compensation, or should performance in the position be the primary consideration?  -- DFL, Pennsylvania

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