Title: Employee Follow Up?
Post by: chevygirl55 on December 11, 2002, 02:15:53 pm
Situation: I support the owner of the company. We have 12 other people in the office. Managers, accounting, support staff, marketing. The Owner gives one of his direct reports explicit directions on a task he wants done (both verbally and in writing). But this one particular person does not follow instructions at all. Sometimes not even completing the project. We had a near disaster last week on something that was not done according to what was asked. This is what precipitated this request.
I have been asked to "follow-up" on projects and tasks given to this person by the Owner. Check in with him periodically to see if things are on track and report back to the boss if things seem to be lagging or not being done the way they are supposed to be. I hadn't thought too much about it until yesterday at a meeting we were all attending when this person was given a half dozen tasks to do.
This person has not been told that I will be following up with him. I have no direct authority over him. How do I approach him and find out the status of his projects? He is not someone whith whom in the past I have had daily contact or been involved in many of his projects. What about projects given to him that I don't know about? Should I go to my boss and remind him that I can't be responsible for tasks of which I am not aware? Could I suggest that he keep a running list of projects for this fellow that I could have access to?
This is not something I can refuse to do at this point. Should I keep a diary of these tasks, logging my check in's and status to CYA?
Any suggestions will be greatly appreciated!
chevygirl55
I have been asked to "follow-up" on projects and tasks given to this person by the Owner. Check in with him periodically to see if things are on track and report back to the boss if things seem to be lagging or not being done the way they are supposed to be. I hadn't thought too much about it until yesterday at a meeting we were all attending when this person was given a half dozen tasks to do.
This person has not been told that I will be following up with him. I have no direct authority over him. How do I approach him and find out the status of his projects? He is not someone whith whom in the past I have had daily contact or been involved in many of his projects. What about projects given to him that I don't know about? Should I go to my boss and remind him that I can't be responsible for tasks of which I am not aware? Could I suggest that he keep a running list of projects for this fellow that I could have access to?
This is not something I can refuse to do at this point. Should I keep a diary of these tasks, logging my check in's and status to CYA?
Any suggestions will be greatly appreciated!
chevygirl55
Title: Re: Employee Follow Up?
Post by: Jackie G on December 11, 2002, 02:51:04 pm
Chevy
I may be reading this wrong, but this is what I think.
It looks like Boss is looking for a way to get this person out, although by giving them half a dozen or so tasks at yesterday's meeting is a strange way of doing it - unless this person is in a position where it would seem strange if someone else had been assigned those particular tasks? I would make a note of everything you do.
As for checking up on this person, say 'Boss has asked me to ask you where you are with X or Y project, is there anything causing problems or delays?' or something like that. That way this person sees that Boss has given you the authority to talk to him.
As for projects given to this person you know nothing about, unless Boss wants you to follow up on those too (in which case you need to ask him to tell you what they are!) keep away from those!
Jackie
www.iqps.org
Peer Moderator
I may be reading this wrong, but this is what I think.
It looks like Boss is looking for a way to get this person out, although by giving them half a dozen or so tasks at yesterday's meeting is a strange way of doing it - unless this person is in a position where it would seem strange if someone else had been assigned those particular tasks? I would make a note of everything you do.
As for checking up on this person, say 'Boss has asked me to ask you where you are with X or Y project, is there anything causing problems or delays?' or something like that. That way this person sees that Boss has given you the authority to talk to him.
As for projects given to this person you know nothing about, unless Boss wants you to follow up on those too (in which case you need to ask him to tell you what they are!) keep away from those!
Jackie www.iqps.org
Peer Moderator
Title: Re: Employee Follow Up?
Post by: countrigal on December 11, 2002, 04:33:22 pm
I agree with Jackie... ANd wish you luck!
CountriGal
Peer Moderator
CountriGal
Peer Moderator
Title: Re: Employee Follow Up?
Post by: superninjaadmin on December 11, 2002, 07:06:38 pm
Hi Chevygirl,
Good advice from the others. My two cents: However, I think you are being placed into a situation that could get a little sticky, or really sticky. I think it's perfectly OK that you are delegated to follow up on status of this person's tasks, but I think there needs to be a process established to do this (between you and bossie) and the person you are following up on should be informed of the process, too -- otherwise, I fear that if things get out of control, communication of status on all outstanding projects is not shared between all parties, then the process will not work and then $#!+ could hit the fan and you might be in the line of fire - stuck right in the middle. You better find a way to CYA or the floor could get hot. You're just trying to do your job but I see some red flags that could backfire. Good luck!
SNA
Good advice from the others. My two cents: However, I think you are being placed into a situation that could get a little sticky, or really sticky. I think it's perfectly OK that you are delegated to follow up on status of this person's tasks, but I think there needs to be a process established to do this (between you and bossie) and the person you are following up on should be informed of the process, too -- otherwise, I fear that if things get out of control, communication of status on all outstanding projects is not shared between all parties, then the process will not work and then $#!+ could hit the fan and you might be in the line of fire - stuck right in the middle. You better find a way to CYA or the floor could get hot. You're just trying to do your job but I see some red flags that could backfire. Good luck!
SNA
Title: Re: Employee Follow Up?
Post by: bethalize on December 12, 2002, 11:59:51 am
Have to agree with SNA. It would help if you were clear on whether you needed to help this person meet their deadlines or if you were waiting for this person trip up.
Presuming it's the former, what about implementing a project management strategy (does that sound impressive?!) with them. Get an estimation of the time each task is going to take from them and the deadline, plan when they will have accomplished stuff by and couch it all in terms of a project management exercise for you. Then, if they won't play ball, you can leave them to their fate. And if they do, it should work. Of course, your should being nursemaid should not continue indefinitely.
Bethalize
Peer Moderator
Presuming it's the former, what about implementing a project management strategy (does that sound impressive?!) with them. Get an estimation of the time each task is going to take from them and the deadline, plan when they will have accomplished stuff by and couch it all in terms of a project management exercise for you. Then, if they won't play ball, you can leave them to their fate. And if they do, it should work. Of course, your should being nursemaid should not continue indefinitely.
Bethalize
Peer Moderator
Title: Re: Employee Follow Up?
Post by: chevygirl55 on December 12, 2002, 02:40:24 pm
I really appreciate everyone's help. I think I will impliment a PM system with timelines. That will help. But how do I track if he is doing the task the way it was specified? Boss gives specific directions on how it wants it something done, both verbally and inwriting so there should be no mistake but it seems this employee takes the easiest route and the finished product is not what the boss wants. If I quiz him on timelines, he could be right on schedule but the project may not end up being completed correctly. Does that make sense?
This person is not supposed to know that I am following up with him so if I start quzzing him on how he is doing it and what it is going to look like and what it includes.....see my problem here?
As you can tell, I am feeling a bit overwhelmed here. I would like to see this as an opportunity to show that I can handle a "crew" but I am not quite sure how to do it.
chevygirl55
This person is not supposed to know that I am following up with him so if I start quzzing him on how he is doing it and what it is going to look like and what it includes.....see my problem here?
As you can tell, I am feeling a bit overwhelmed here. I would like to see this as an opportunity to show that I can handle a "crew" but I am not quite sure how to do it.
chevygirl55
Title: Re: Employee Follow Up?
Post by: countrigal on December 12, 2002, 02:48:04 pm
What if you broke your PM timeline down into smaller steps that would allow you to follow the way he's doing it as well. For example, if he was tasked to send an e-mail to a group of folks with the specification to set up a mail group prior to sending the e-mail, you could request a heads-up when the mail group was set up and then also when the e-mail was sent. A simplification, but it's a suggestions.
CountriGal
Peer Moderator
CountriGal
Peer Moderator
Title: Re: Employee Follow Up?
Post by: bethalize on December 12, 2002, 03:57:45 pm
Good gracious, what else have you got on your task list for this week? Achieve world peace? Find a clean, safe, renewable source of energy? Add unassisted flight to your skill set? Asking you to babysit someone to that extent without letting them know is unreasonable IMHO.
I agree with Keena. The only way I can see to do this is to break down the tasks and provide a check list.
Do you have corporate Outlook? Then you can assign tasks and put due dates on them.
Bethalize
Peer Moderator
I agree with Keena. The only way I can see to do this is to break down the tasks and provide a check list.
Do you have corporate Outlook? Then you can assign tasks and put due dates on them.
Bethalize
Peer Moderator
Title: Re: Employee Follow Up?
Post by: chevygirl55 on December 12, 2002, 04:23:19 pm
Well, you know how it is. We Admin Professionals make the impossible happen so often that it becomes an expected event!
I am really stressing this morning. Besides all the normal everyday activities, I have spent the week pulling together the customer and client Christmas gits. They are ready to go. Putting the finishing touches on the company Christmas Party. That is Friday. And this morning, Mr. Guy-I-Am-Supposed-to-Babysit mentions that he will be out all day tomorrow for a meeting. This is the same guy that 6 weeks ago I reminded that he was responsible for putting together the slide show for the party, asked if he had any problems, checked in with him every week or so. So this morning when he said he would be out, I asked him if the slide show would be ready. He said he could PROBABLY get it done today. Then I asked him about setting up. I have not set up the computer and projector that is needed before and I would need a lesson. He said he THOUGHT that he would be able to set things up.
The only good thing about this is that I have documented from day one what I have asked for and my follow up and his responses. At this point, I think I am going to let the chips fall where they may.
chevygirl55
I am really stressing this morning. Besides all the normal everyday activities, I have spent the week pulling together the customer and client Christmas gits. They are ready to go. Putting the finishing touches on the company Christmas Party. That is Friday. And this morning, Mr. Guy-I-Am-Supposed-to-Babysit mentions that he will be out all day tomorrow for a meeting. This is the same guy that 6 weeks ago I reminded that he was responsible for putting together the slide show for the party, asked if he had any problems, checked in with him every week or so. So this morning when he said he would be out, I asked him if the slide show would be ready. He said he could PROBABLY get it done today. Then I asked him about setting up. I have not set up the computer and projector that is needed before and I would need a lesson. He said he THOUGHT that he would be able to set things up.
The only good thing about this is that I have documented from day one what I have asked for and my follow up and his responses. At this point, I think I am going to let the chips fall where they may.
chevygirl55