How can I explain this?

[deedeeb]

HELP!  I support a Director, his staff of 6 managers, and just about anyone else in the cast of thousands here who wanders past (OK, there are only 60) in 3 locations.  I was just told by one of the managers (giving me feedback on my performance) that I am "never here" (at my desk).  I don't like to make excuses, so I asked her to be more specific and she indicated that "some people" (she wouldn't name names) think I am gone too much and also that I have too many doctor's appointments (I had cancer 4 years ago and last month was the anniversary, so I did have a number of tests, but I use my own leave time for them usually, or I go in first thing and arrive late at the office then make up the time by staying late.)  Also, I move between two main locations, one city, one suburban (it's a 40 minute drive on a good traffic day) to support the director who is filling a temporary role connected with a company reorganization.  He has another staff at the city office that I support, also.  So, even though I feel completely justified, evidently the perception is that I am gone too much from my office and I want to know how I can explain this without appearing defensive.  I mean, I'm good, but there is only one of me!  I have brought this up with the director several times (that I have no backup person); this even makes it hard for me to take vacation time I have coming to me.  It's to a point where I feel guilty for leaving my desk to get lunch or even visit the ladies' room.  Also, this building is quite large and I need to be all over it since the copier is some distance from my desk.  With staff cutbacks, it is unlikely a backup will be hired, or even that I could get a temp.  Any advice?  I have a feeling that a recently-hired school friend of the complaining manager is the sneak here; she has only been here a few months and seems to make it her business to keep track of us all.  She also asked me "What exactly do you do?", kind of indicating that I don't DO anything!

[donnap99]

I've been in your shoes.  The woman in the next office used to DOCUMENT my time of arrival in the morning - one of her old admins happened to come across the document and told me about it.  And PERCEPTIONS are one of the hardest things to turn around - whether they are true or not doesn't matter.



What I've found helpful is leaving a note as to my whereabouts - I have a white board outside of my office.  Sample messages; I include the parenthetical comment as well:



* Back in 5 minutes

* Out PM (using earned leave time)

* Out to lunch at 00:00

* At copier

* At meeting - expect to return at 00:00

* So-and-so's office



It's a pain, but it takes the wind out of their sail, too!



 

[execsec]

I think I would sit down with this person giving you "feedback" and tell her just what you told us here.  Then I'd ask her how she would handle it differently? Ask her to give you solutions, not problems (if it is in fact a "problem"). If in fact she has no authority to be handing out advice, I'd ignore her and keep the Director happy; although you may need to have a heart to heart with the director mentioning that some people think you're away from your desk too much and how should you handle it?  Put the monkey on their backs if they have a problem with it......  Don't take on someone else's perceived problem.

[dragonladybug]

Most of us have experienced something along these lines - seems there's always one or two busybodies who pay more attention to what others do than to their own work.



DonnaP99's suggestion of the whiteboard is something we have used in my office as well.  It is a pain, but it can help with the perception that you're never at your desk.  Another  thing we use is an Outlook calendar for all the Admins to use when they are out of the office, and everyone in the business unit has permission to view it.  Whenever they want to know where an Admin is, all they have to do is open that calendar.  It can also be printed and kept as documentation against the claim that "you're never at your desk".  It's not perfect, but it does help.



 

[execsec]

I also used the little "signs" at my last job.  It help a lot because I sat outside the President's office and no other offices were around so there was no one to ask where I "was" if I was away from my desk.  I laminated mine and they said things similar to DonnaP99's:  Out to Lunch, On Vacation, Running Errands, At the Copier, Receptionist Desk (for when I had switchboard duty).  I printed them on 8 1/2 by 11 paper, landscape with 2 on each page.  Then I folded the paper in half (lengthwise) and laminated them.  I put them in a giant paper clip on my desk whenever I was away from it.  Works great!!

[radaro]

The solutions provided are great but her accusation is pretty vague (although very hurtful).  For all you know, it could mean that she and two other people each walked by your desk a different times, some time over the last three weeks and for some legitimate reason or another you weren't at your desk.  



She doesn't have to name names but if she could be a bit more specific you could at least know where you were at that time.  But you know she will never be satisfied because if you were always at your desk then she would be complaining about how lazy you are.

[deedeeb]

OK here's how ridiculous this is getting - I really liked Donna's idea about the markerboard - maybe overly picky, but whatever it takes..........anyway, as I was checking out the supply catalog, I was just now accused of "reading a book"!  So now apparently I'm supposed to pull the item numbers for things I need to order out of my head!!!! How idiotic can she get!?

[chris68]

Is there someone you can go to and talk about her with?



Chris68

[daisylee]

Sounds to me like she's got some bug up her butt...and every little thing is going to make her react.  You need to find out exactly what her problem is, or this will never stop.  (You order supplies, but you can't look at the catalog!?! That's just insane!)  I've worked in the past for and with lots of people just like this, and you really need to "square" her off...tell her you want to be productive and helpful, but with out very specific instances, you cannot change.  And if she refuses to be more specific, then you need to tell your director (that's who you support most directly), and tell him exactly what you brought up to us. Ask him if she's said anything to him, and tell him you've tried the direct approach. You wanted to know  exactly what the "supposed" issues were, and who complained, but she won't be specific, and that makes it very hard to modify any "supposed" bad behavior. (Which I think doesn't really exist, hence her relutance to specify examples)Her hawking you is also making it very hard for you to do your job.

You'll know the exact right words to say when the opportunity to talk is right.  



Good luck, I really know how hard this kind of situation is to deal with and not loose your cool!



Daisy (Tracy)

 

[deedeeb]

Thanks everybody - I just had a brief chat with the director who basically told me, although not in these specific words, to ignore her because she does indeed have her bloomers in a bunch, over something he can't talk about so I'm assuming he means she didn't get a job she thought she would be appointed to.  He also indicated that he is more than satisfied with my performance and pointed out that not everyone would be as flexible as I have been about driving from office to office and other issues around the various locations.  The mantra around here is "perception is reality"; how perverse is that?  Some people follow it; others, like my director, ignore it.

[donnap99]

In the "job from He11" I had prior to this job, that was my boss' mantra - Preception is Reality - therefore, she believed anything anyone said about me...  some people....

[deedeeb]

So if perception is reality, why isn't MY perception reality?  Apparently only the perception of people who think I don't do any work is the reality that counts!!!

[radaro]

As long as your boss believes you and knows what is going on, your tormentor's perception is not relevant.

[goldenearring]

LOL  -  The answer seems pretty simple to me.  Keep a time log for a few days.  That way you'll have ammo to pull out if this wench comes back at you.  You sound pretty wound up about it and, I guess, depending on how long you've been an admin, that would be normal.  Now is the time to do take some positive action, though.  Let her think what she wants.  You just do your job, to the best of your ability, as always, and reinforce your bunkers with that time log.  (You might also want to start cataloging these accusations, along with what you were really doing.)  

[mlm668]

I was going to suggest the same thing GE did.  Keep a log of what you do and how much time you spend on it each day.  This can serve you a dual purpose:  1) will show whoever can't mind their own business and tend to their own work that you are doing your job; and 2) when review time comes around, you have a record of what you accomplished and can use it as leverage for a better raise.  



Other than that, just keep doing your job the best you can and don't let these other folks bother you.  Apparently, they need more work to do if they have so much time to keep track of what you are doing.