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ozbound
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« on: August 28, 2001, 11:54:39 am » |
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I often cover for the receptionist or another coworker when they are out sick, have an appointment, etc. I do the best I can trying to pick up where they left off, but sometimes the next day she'll ask me why something didn't get done. It's something that was buried under another pile of papers, or something I was totally unaware of because I wasn't told about it before she left, or sometimes I just didn't get around to figuring it out while I was trying to do my job as well as hers. I am planning to start asking more questions in the future when I take over for my coworker because too often I am clueless about what needs to be done. It seems like everyone just assumes I will automatically know what's going on! My question is, when someone has somebody fill in for them, is it their responsibility to clarify what needs to be done? Should the substitute ask for a list? Should I rifle through the papers on someone else's desk in an attempt to find out what's going on?
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radaro
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« Reply #1 on: August 29, 2001, 12:11:57 am » |
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I definitely feel that if the receptionist expects you to do something while she is out of the office, she better make you aware of it, unless you have psychic powers that you didn't mention in your posting.
However, if it is a planned "out of the office", I would ask, "Is there anything that you want me to take care of while you're away?". Write down what she says so that when she comes back with "Why didn't you...?" you can say that you weren't aware of that.
Even so, I still believe that the receptionist should let you know what should be done unless it falls under the obvious receptionist duties (i.e. answering the phone)
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goldenearring
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« Reply #2 on: August 29, 2001, 12:48:32 am » |
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With all due respect to your amazing coworkers, if those *boneheads* expect you to do something while they're out, they need to have: a) a desk manual made up (so you know who you can refer to if you have a question) and b) a to do list in clear sight so that you know what to do. I use the term boneheads lightly, "BUT" they should be made aware, as soon as possible, that you are not a mind reader!
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andrea843
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« Reply #3 on: August 28, 2001, 01:12:00 pm » |
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I agree with the populace in this one. Miss Cleo's a psychic.. Well maybe, but Im betting that no where in your job description Does "ability to read minds" show up in big bold print.
Make positive statements, when dealing with this coworker. Take ownership. "I'm uncomfortable filling in for you because so often it seems that I've left something undone when you return. Is it possible for you to clarify for me exactly what I need to accomplish when you're out?"
And further, I take exception to the fact that you're responsible for two desks. Your own work and the work of the person you're covering for. Generally covering a desk means just that. In this receptionist's case, it should be answering the phones, greeting customers etc, in other words real time business duties that can't be put off. If you're being asked to complete projects, make sure you're getting the credit for them too!
consider writing up the duties you see during your coverage time, share them with this coworker with : "Since I don't do your job on a regular basis, I've created a list of the duties I think you need me to perform. Could you have a look at it and make additions?"
direction is iimportant, and no one but NO One should be expecting you to perform a job without clear expectations of what that job entails, even if it's covering the switchboard!
My fourpence...
Andrea
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ozbound
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« Reply #4 on: August 28, 2001, 03:10:38 pm » |
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Thanks for your input. Usually what I'm asked to do while I'm covering the front desk is phones and outgoing mail. The problems happen when there are special mail requests or Fed-Ex's that I'm not aware of or that get buried under other stuff on the desk. I think next time I'm asked to do mail I'll just tell her to make sure and let me know if there are special requests pending!
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laundryhater
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« Reply #5 on: August 28, 2001, 03:54:08 pm » |
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Whenever I am planning to be gone and need someone to fill in, I always type up a list of everything that absolutely needs to get done during my absence. If I don't do this and it does not get done it is no one's fault but my own for not informing my fill-in person. If it is something which needs a little explaining, I write it out in detail.
If the person you fill in for doesn't do this, ask him/her to do this. It will save you both a lot of guess work and grief. Communication is key to running a smooth office.
If I will be somewhere I can be reached easily, I also leave a phone number so they can ask questions that may come up.
Good luck!
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