Title: Office Layout
Post by: gee4 on February 22, 2007, 10:35:44 am
Scenario - my desk is outside my bosses' offices, the boardroom and the chairman's office. It is an open plan floor. I can see chairman's room, boardroom and first bosses office. Problem is I have 2 cupboards to the left of me blocking the view of the other bosses office.
Issue - I cannot see if he is with someone or if he's on the phone. Noises carry and it could be someone further down the office who is on the phone and not him. Most of the time if I have mail for him or I need to speak to him about work or collect work from his desk, I have to go right to his office and stick my head through his open door. (Door would be shut if he's in a meeting). If I'm already at his door, and he's with someone, I usually walk away. However sometimes I am halfway into his office before I realise he has someone in with him but the meeting is not in his diary, just a more casual informal discussion.
Question - has anyone faced this situation? What have you done to overcome any embarrassment or dirty looks, apologies etc?
We are going through some changes and I will eventually move to another floor with my 2 bosses where hopefully the layout will be more complimentary to our working environment.
Issue - I cannot see if he is with someone or if he's on the phone. Noises carry and it could be someone further down the office who is on the phone and not him. Most of the time if I have mail for him or I need to speak to him about work or collect work from his desk, I have to go right to his office and stick my head through his open door. (Door would be shut if he's in a meeting). If I'm already at his door, and he's with someone, I usually walk away. However sometimes I am halfway into his office before I realise he has someone in with him but the meeting is not in his diary, just a more casual informal discussion.
Question - has anyone faced this situation? What have you done to overcome any embarrassment or dirty looks, apologies etc?
We are going through some changes and I will eventually move to another floor with my 2 bosses where hopefully the layout will be more complimentary to our working environment.
Title: Re: Office Layout
Post by: msmarieh on February 22, 2007, 12:44:09 pm
Is there somewhere you could place a mirror so you could see into his office?
Can you add a second line on your phone to show his phone so you would at least know if he was on the phone?
Is there no way to rearrange the desk/cupboard area? (Really look at this, sometimes we think things are more locked in place than they actually are).
Can you add a second line on your phone to show his phone so you would at least know if he was on the phone?
Is there no way to rearrange the desk/cupboard area? (Really look at this, sometimes we think things are more locked in place than they actually are).
Title: Re: Office Layout
Post by: gee4 on February 22, 2007, 12:52:03 pm
Oh Marie you make me laugh.
1. Mirror - they'd def think I'm vain!
2. Am in process of trying to get new phone from IT manager who is as strict as they come, so an extra phone line? I could wait a year.
3. As for re-arranging cupboards - heck Facilities are as bad as IT. If it's been moved even an inch, I'll bet you gotta fill out a form.
1. Mirror - they'd def think I'm vain!
2. Am in process of trying to get new phone from IT manager who is as strict as they come, so an extra phone line? I could wait a year.
3. As for re-arranging cupboards - heck Facilities are as bad as IT. If it's been moved even an inch, I'll bet you gotta fill out a form.
Title: Re: Office Layout
Post by: Jackie G on February 22, 2007, 12:53:12 pm
Just try?
Jackie, Peer Moderator
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Jackie, Peer Moderator
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Title: Re: Office Layout
Post by: duque on February 22, 2007, 12:59:38 pm
What about giving him a call, before getting up, to see whether he's either on the phone or it is or not convenient for him to see you at that moment?
Title: Re: Office Layout
Post by: gee4 on February 22, 2007, 01:12:08 pm
I know this sounds silly but his office is only literally 10-15 feet away from my desk. I know if I dialed his extension he wouldn't answer.
I guess I'll just have to keep wearing out the carpet!
I guess I'll just have to keep wearing out the carpet!
Title: Re: Office Layout
Post by: laurafmcdermott on February 22, 2007, 05:27:00 pm
I guess I'm not seeing an issue here. Is it really a hardship to walk by his office? If you are getting as far as halfway in before you realize someone is there, perhaps more caution is in order? If it's not that far away, I'm not sure what the problem is. As someone else said, it's worth asking to move the offending furniture regardless of how facilities seems to work.
Title: Re: Office Layout
Post by: gee4 on February 22, 2007, 05:35:10 pm
If you were in my shoes you would.
Problem is I am up and down out of my seat every so often it gets embarrassing - other people seem to pip me to the post as they can see right into his office and can therefore ascertain if he's free or not. How on earth do I get messages to him when I cannot get any free time to see him?
Problem is I am up and down out of my seat every so often it gets embarrassing - other people seem to pip me to the post as they can see right into his office and can therefore ascertain if he's free or not. How on earth do I get messages to him when I cannot get any free time to see him?
Title: Re: Office Layout
Post by: misslynn on February 22, 2007, 06:26:32 pm
It makes sense, I can see your frustration. The mirror is a good idea, or maybe even something that just has a reflective surface. In my office, I'm next to Bossie so I can see in his office but my other guys are down the hall. The way I see their office is in the reflection of the pictures that are on the wall, any way to do something like that?
Title: Re: Office Layout
Post by: raindance on February 23, 2007, 02:13:17 pm
If it really is just a case of the cupboards being moved, then I would have those moved as soon as you are able to arrange it.
The other ways round this is to:
1. nly to see Bossie at fixed times each day to deliver messages and deliver/collect work (this worked well for me with my first boss in my present job)
2. have Bossie come to you (this method also worked well for me in my very first admin post. I had three Bossies and trained them to collect messages from my desk)
3. have a sliding sign with "engaged" on Bossie's door to indicate when he is not to be disturbed. It might look a little like a meeting-room sign, but would alleviate the chance of you being half-way through his door before noticing that he has someone with him.
As for embarrassment and apologies etc, don't go there; you are Bossie's admin support and you have a right to be there. With respect to dirty looks - these are not allowed in my office, neither are bad temper and growliness and such anti-social behaviours should be trained out of Bossie immediately if not sooner.
Best wishes,
Raindance
The other ways round this is to:
1. nly to see Bossie at fixed times each day to deliver messages and deliver/collect work (this worked well for me with my first boss in my present job)
2. have Bossie come to you (this method also worked well for me in my very first admin post. I had three Bossies and trained them to collect messages from my desk)
3. have a sliding sign with "engaged" on Bossie's door to indicate when he is not to be disturbed. It might look a little like a meeting-room sign, but would alleviate the chance of you being half-way through his door before noticing that he has someone with him.
As for embarrassment and apologies etc, don't go there; you are Bossie's admin support and you have a right to be there. With respect to dirty looks - these are not allowed in my office, neither are bad temper and growliness and such anti-social behaviours should be trained out of Bossie immediately if not sooner.
Best wishes,
Raindance
Title: Re: Office Layout
Post by: gee4 on February 23, 2007, 02:29:37 pm
Rain they are so anal here.
Believe it or not have I tried all of these or ways round them. Facilities are not obliged to move furniture - it is in place as it is for a reason.
Early on when I commenced employment here, I asked one of my bosses could I put a tray on my desk where he could put work for me, he replied no - you leave mail and brought forwards on this side of my desk, and I put outgoing stuff that you pick up on the other side - say what?!
A sliding door sign would not work - we would need facilities to agree to it and therefore engage someone to carry out the work - couldn't see it being done for one person.
Believe it or not have I tried all of these or ways round them. Facilities are not obliged to move furniture - it is in place as it is for a reason.
Early on when I commenced employment here, I asked one of my bosses could I put a tray on my desk where he could put work for me, he replied no - you leave mail and brought forwards on this side of my desk, and I put outgoing stuff that you pick up on the other side - say what?!
A sliding door sign would not work - we would need facilities to agree to it and therefore engage someone to carry out the work - couldn't see it being done for one person.
Title: Re: Office Layout
Post by: gee4 on February 28, 2007, 10:11:49 am
Ok - advice please.
Been in and out of one bosses office several times this week. Document on his desk with a note to our CEO's PA, so I left it thinking he had a meeting with her and wanted to discuss it.
I've just been in this morning to give him some docs he printed and he said oh have you not taken this? To which I replied you have a note to "Jane" on it. Yes he said, and how do you think it's going to get to "Jane". I was mortified. I replied, sorry I thought perhaps you were having a meeting with her and left it there to discuss with her. He just laughed, got up from his desk and took it round to her. I said it's ok I can take it, but he walked out of his office heading for her desk.
I am so embarrassed and yet at the same time frustrated with him. Is he so anal he cannot let me know what he wants? Am I supposed to be a mindreader? It's getting to the stage where I feel totally inadequate and don't feel I'm doing my job right.
Help!
Been in and out of one bosses office several times this week. Document on his desk with a note to our CEO's PA, so I left it thinking he had a meeting with her and wanted to discuss it.
I've just been in this morning to give him some docs he printed and he said oh have you not taken this? To which I replied you have a note to "Jane" on it. Yes he said, and how do you think it's going to get to "Jane". I was mortified. I replied, sorry I thought perhaps you were having a meeting with her and left it there to discuss with her. He just laughed, got up from his desk and took it round to her. I said it's ok I can take it, but he walked out of his office heading for her desk.
I am so embarrassed and yet at the same time frustrated with him. Is he so anal he cannot let me know what he wants? Am I supposed to be a mindreader? It's getting to the stage where I feel totally inadequate and don't feel I'm doing my job right.
Help!
Title: Re: Office Layout
Post by: itsme_calista on February 28, 2007, 11:20:46 am
Gee, the only thing I can suggest it to sit down with him and just be "frank" explain the difficulties you are having in relation to this and ask him how he wants to address it in future.
Callie
Callie
Title: Re: Office Layout
Post by: raindance on February 28, 2007, 12:28:14 pm
I quite agree with Callie. It's time you sat down with Bossie and said "Enough already" and discussed how you work together. You need your Boss to give you the courtesy and respect of clear direction, unambiguous requests, and some assistance in promoting the work of your department. You two are a team - or should be - you are not his handmaiden.
If that isn't achievable and he insists on behaving like a little Napoleon, then I would look for another post.
Raindance
If that isn't achievable and he insists on behaving like a little Napoleon, then I would look for another post.
Raindance
Title: Re: Office Layout
Post by: gee4 on February 28, 2007, 12:34:46 pm
He's the only one that I find awkward or difficult, sarcastic even - nothing is good enough it seems.
Our CEO's PA has just discussed something with him which he insists is not in his diary. Luckily I kept the email she sent to everyone about the meeting and change of date. I have it in his diary but not for the date that he thought.
She's ready for a G&T, poor love!
Our CEO's PA has just discussed something with him which he insists is not in his diary. Luckily I kept the email she sent to everyone about the meeting and change of date. I have it in his diary but not for the date that he thought.
She's ready for a G&T, poor love!
Title: Re: Office Layout
Post by: itsme_calista on February 28, 2007, 01:07:52 pm
Gee, just a thought (and it's a bit of an odd one), do your company allow external consultants?
The reason I ask, is that one of the bosses and his PA had a consultant come in and carry out something similar to a "time and motion" study, then he saw how they interacted and recommended certain practices and idea, which they adopted. They've found that it definitely added to their efficiency. At the same time, they were able to offload to him about "problem areas" and he offered practical advice and solutions. They were allowed to be frank and talk about each other as well, neither got to hear what had been said about the other as such, but the consultant coached both (hope that makes sense).
Perhaps something similar would help? If not a consultant then perhaps is there another colleague you can talk too?
Callie
The reason I ask, is that one of the bosses and his PA had a consultant come in and carry out something similar to a "time and motion" study, then he saw how they interacted and recommended certain practices and idea, which they adopted. They've found that it definitely added to their efficiency. At the same time, they were able to offload to him about "problem areas" and he offered practical advice and solutions. They were allowed to be frank and talk about each other as well, neither got to hear what had been said about the other as such, but the consultant coached both (hope that makes sense).
Perhaps something similar would help? If not a consultant then perhaps is there another colleague you can talk too?
Callie
Title: Re: Office Layout
Post by: gee4 on February 28, 2007, 02:55:22 pm
Nah I'd be out on my ear. At least someone else has experienced it and it's not just me going doolally!
I guess it's just one of those things - there's no such thing as a perfect boss, but there's always a boss who seeks perfection.
I guess it's just one of those things - there's no such thing as a perfect boss, but there's always a boss who seeks perfection.
Title: Re: Office Layout
Post by: msmarieh on February 28, 2007, 03:38:43 pm
Gee doesn't he have an out box on his desk? If not, I'd suggest that so you know when he wants you to remove something to file or deliver.
Marie
Marie
Title: Re: Office Layout
Post by: gee4 on February 28, 2007, 05:57:43 pm
We talked about this when I started and he was adamant (read my posting at top of this page) that this side of the desk was mail in, and the other side was stuff out.
Title: Re: Office Layout
Post by: msmarieh on February 28, 2007, 09:16:59 pm
So was this stuff on the "stuff out" side? If so, then chalk it up to an oops and make sure you take all items from that side in the future. On the other hand, if he didn't put it in the right place, I would have gently pointed that out to him.
Marie
Marie
Title: Re: Office Layout
Post by: gee4 on March 01, 2007, 09:39:17 am
So petty Marie isn't it. Maybe we should go on a course for this kinda stuff?!
As for pointing stuff out, now that would be undermining him. Wouldn't dream of doing that, he's very adamant about things and if he took a sudden dislike to my attitude, I'd be out on my ear - not risking that to have to look for another job!
As for pointing stuff out, now that would be undermining him. Wouldn't dream of doing that, he's very adamant about things and if he took a sudden dislike to my attitude, I'd be out on my ear - not risking that to have to look for another job!
Title: Re: Office Layout
Post by: msmarieh on March 01, 2007, 03:51:43 pm
Gee, you can't be afraid to speak to your boss. You have got to find a compromise that doesn't involve you sitting scared in a corner afraid to say boo for fear of being booted out on your ear. Very few bosses respect that quality in their assistant.
I agree your attitude and tone are very important and you do need to keep them positive, not accusatory and you need to show how you are doing this to improve your working relationship, but it does need to be done!
Schedule an appt with your boss, plan out the dialog ahead of time and go for it!
Marie
I agree your attitude and tone are very important and you do need to keep them positive, not accusatory and you need to show how you are doing this to improve your working relationship, but it does need to be done!
Schedule an appt with your boss, plan out the dialog ahead of time and go for it!
Marie
Title: Re: Office Layout...update
Post by: gee4 on March 06, 2007, 11:35:34 am
Office reshuffle is happening for me in about 2-3 weeks time - not looking forward to it in some ways, but in others, it should be an improvement to this current 'situation'.
Anyway thought I'd share another little incident this morning, not life or death but nonetheless annoying.
The 'awkward' boss has full day of meetings today, however his 1pm appointment arrived just before 9am and reception buzzed me up to inform me. I went into his office and said xx is here but he is scheduled to be here later today at 1pm. He looked at me n said, no he's coming to see me this morning, oh did I not change my outlook calendar?
Is he trying to make a fool of me or was it really just a genuine mistake? He had another internal meeting with a member of staff scheduled for 9am - how bad does that look?
Anyway thought I'd share another little incident this morning, not life or death but nonetheless annoying.
The 'awkward' boss has full day of meetings today, however his 1pm appointment arrived just before 9am and reception buzzed me up to inform me. I went into his office and said xx is here but he is scheduled to be here later today at 1pm. He looked at me n said, no he's coming to see me this morning, oh did I not change my outlook calendar?
Is he trying to make a fool of me or was it really just a genuine mistake? He had another internal meeting with a member of staff scheduled for 9am - how bad does that look?
Title: Re: Office Layout...update
Post by: gee4 on March 20, 2007, 10:00:45 am
Further update - be interested to hear your opinions...
Firstly I am now staying where I am on 2nd floor with the CEO's PA and 4 other senior managers. However my 2 directors are still moving to 1st floor to purpose-built offices. I was told by our CEO but neither of my 2 directors have mentioned this yet which I find strange. I asked our CEO if they were happy with the move and he said yes. I am too but not really sure how it's going to work. A lot of what I do for them is attending meetings, and preparing weekly reports so really no need to be in and out of their offices.
That said, I do need to have paperwork signed, cheques and holiday forms signed etc as well as opening their mail and delivering post. It just seems a bit strange that if I work for them I am being kept 'upstairs' working more closely with our CEO and his PA. I can see she needs help from time to time and it makes sense to provide cover, but just seems a bit weird that the 2 guys I work for will be on a different floor.
Your comments are welcome.
Firstly I am now staying where I am on 2nd floor with the CEO's PA and 4 other senior managers. However my 2 directors are still moving to 1st floor to purpose-built offices. I was told by our CEO but neither of my 2 directors have mentioned this yet which I find strange. I asked our CEO if they were happy with the move and he said yes. I am too but not really sure how it's going to work. A lot of what I do for them is attending meetings, and preparing weekly reports so really no need to be in and out of their offices.
That said, I do need to have paperwork signed, cheques and holiday forms signed etc as well as opening their mail and delivering post. It just seems a bit strange that if I work for them I am being kept 'upstairs' working more closely with our CEO and his PA. I can see she needs help from time to time and it makes sense to provide cover, but just seems a bit weird that the 2 guys I work for will be on a different floor.
Your comments are welcome.
Title: Re: Office Layout...update
Post by: raindance on March 20, 2007, 01:27:07 pm
This is a very interesting development, Gee, particularly if you are going to be "working more closely with (your) CEO and his PA". You might find some good opportunities coming your way from that direction.
With respect to your two directors, I think the only way to manage that would be to make appointments to see them for signing paperwork etc.
Best wishes,
Raindance
With respect to your two directors, I think the only way to manage that would be to make appointments to see them for signing paperwork etc.
Best wishes,
Raindance
Title: Re: Office Layout...update
Post by: countrigal on March 20, 2007, 02:01:39 pm
Or you could create a folder that you maintain on a corner of your desk with items that need their signatures. Perhaps a diff color folder for each director. Then anytime they're coming to or from a meeting they could stop by and take the folder with them (or stay there and sign them) or you could put it in their in-box, with their understanding what the folder is and that it's important and shouldn't be shuffled off. I did this when I supported 3 senior folks who worked across campus from where my office was situated. I'd either send it by shuttle twice a day or they would stop by when they were in the building and take care of the paperwork. It works fairly well, as long as the signee understands the folder is important and it's a way for you to assist them better.
Good luck.
CountriGal
Peer Moderator
Good luck.
CountriGal
Peer Moderator
Title: Re: Office Layout...update
Post by: gee4 on March 20, 2007, 02:57:56 pm
Nice idea - but remember from previous posts, neither have in-boxes so I will have to make an appointment with them at beg or end of each day.
I don't think I should be the one that approaches them. I am the new employee so feel it's their responsibility to let me know that I am not moving and why. It makes me feel that with the move now imminent my working relationship with them is dwindling - be nice for someone keep me in the picture instead of heads being buried in the sand. Isn't communication always key?
I don't think I should be the one that approaches them. I am the new employee so feel it's their responsibility to let me know that I am not moving and why. It makes me feel that with the move now imminent my working relationship with them is dwindling - be nice for someone keep me in the picture instead of heads being buried in the sand. Isn't communication always key?
Title: Re: Office Layout...update
Post by: diamondlady on March 20, 2007, 03:12:20 pm
Yes communication is key, and CG brings up a very good idea in keeping the paper flow moving in the meantime. It's worth a try. They don't need in boxes with the folders.
Diamondlady
Peer Moderator
Diamondlady
Peer Moderator
Title: Re: Office Layout...update
Post by: spitfire78 on March 20, 2007, 04:08:05 pm
I agree that communication is key. Perhaps they don't really know the way - why don't you show them and initiate the dialog yourself. I realize that your relationship with them isn't the greatest, but it is never going to improve if neither side steps forward to change things. If you try and they don't return it, then you need to make a decision as to whether or not you want to continue working for people who obviously don't wish/know how to deal with you.
Please don't take this the wrong way but sometimes the best way to break the communication barrier is to look in the mirror. Look very hard and see if there is something inside you that is preventing you from communicating with them. If there is, try to change it and see what happens. If you honestly feel that there is nothing you can do differently and they still aren't responding to you - maybe it's time to move on.
Please don't take this the wrong way but sometimes the best way to break the communication barrier is to look in the mirror. Look very hard and see if there is something inside you that is preventing you from communicating with them. If there is, try to change it and see what happens. If you honestly feel that there is nothing you can do differently and they still aren't responding to you - maybe it's time to move on.
Title: Re: Office Layout...update
Post by: gee4 on March 20, 2007, 04:33:28 pm
I think working for the 2 directors who have the biggest departments and whose team's are the backbone of the company, makes them very self-sufficient. They need me for very little. This move is intended for me to continue to support them, but more importantly to work closely with the CEO and his PA to provide cover should it be required for other senior managers.
I love my job and the environment in which I work. It's not really a case of moving on - I have done enough job hunting over the years and did quite a bit before I got offered this post. I made the effort today to speak to both of them and I think it was worthwhile. They are happy as am I.
I am not the kind of PA who chats a lot or who needs to get to know my bosses on a personal level unless they want me to. I am also a very private person so don't discuss my personal life with them either. Whereas the CEO's PA is much more involved with him, his life and his family to a certain extent. I was never given the indication I was required to get involved at that level either and that's suits.
There is no question of me leaving here unless I am faced with redundancy again. I think I just have to accept that the 2 directors I work for do not require as much attention as others and they also are much more self-sufficient.
I love my job and the environment in which I work. It's not really a case of moving on - I have done enough job hunting over the years and did quite a bit before I got offered this post. I made the effort today to speak to both of them and I think it was worthwhile. They are happy as am I.
I am not the kind of PA who chats a lot or who needs to get to know my bosses on a personal level unless they want me to. I am also a very private person so don't discuss my personal life with them either. Whereas the CEO's PA is much more involved with him, his life and his family to a certain extent. I was never given the indication I was required to get involved at that level either and that's suits.
There is no question of me leaving here unless I am faced with redundancy again. I think I just have to accept that the 2 directors I work for do not require as much attention as others and they also are much more self-sufficient.
Title: Re: Office Layout...update
Post by: diamondlady on March 20, 2007, 04:41:39 pm
Gee, spitfire brings up some very valid points for you to think about though, and some of your postings are concerning of his attitudes towards you. You should still have dicsussions with him on how to handle these situations you've mentioned to clarify how he wants things done.
Diamondlady
Peer Moderator
Diamondlady
Peer Moderator
Title: Re: Office Layout...update
Post by: peana on March 22, 2007, 02:06:51 pm
They may feel that it is more benefit for you to remain with the CEO's PA if you need to liase with her over meetings, etc.. I was in a similar situation a few years ago when we had teams in different buildings (ca. 5 mins apart). In the end bossie and I were in separate locations, but this actually worked quite well. Like your directors, he was quite self sufficient so didn't need me at his beck and call. The relationship I had with other staff in order to 'get stuff done' worked better with me being based with them. Bossie and I would have meetings in the different locations and so would arrange to meet up face to face when we were around - usually at least once a day.
Also, they may know that the CEO has spoken to you, so haven't had the urgency to tell you themselves. I'm sure they just don't realise how this all looks from your perspective (it doesn't sound like communication skills are their key skills).
Also, they may know that the CEO has spoken to you, so haven't had the urgency to tell you themselves. I'm sure they just don't realise how this all looks from your perspective (it doesn't sound like communication skills are their key skills).
Title: Re: Office Layout...update
Post by: gee4 on April 04, 2007, 11:23:32 am
Well, it's all happening this week. Two lots of colleagues behind me are relocating to another part of the building. It's strange - we all lunch together and although we still work for the same company, things won't be the same. I guess I feel like this because it took me some months to adjust when I started and now that I have adapted, things are changing again.
As I said before my 2 directors are moving also and one remains particularly difficult to deal with which is frustrating. He insisted this morning I hadn't sent him a weekly report and yet when I attached it again (onto the original email), for example, and sent it, he still finds something to nitpick at.
I have offered to sit down and discuss how best I can continue to work for him given we will be on different floors. His attitude is, same as always, just pop down and carry on as normal. He's not the most forthcoming and as ever I feel I'm not doing a good enough job for him. My only saving grace is the CEO's PA who started here in January has experienced some of this from him herself and she is convinced it's his problem, not mine.
As I said before my 2 directors are moving also and one remains particularly difficult to deal with which is frustrating. He insisted this morning I hadn't sent him a weekly report and yet when I attached it again (onto the original email), for example, and sent it, he still finds something to nitpick at.
I have offered to sit down and discuss how best I can continue to work for him given we will be on different floors. His attitude is, same as always, just pop down and carry on as normal. He's not the most forthcoming and as ever I feel I'm not doing a good enough job for him. My only saving grace is the CEO's PA who started here in January has experienced some of this from him herself and she is convinced it's his problem, not mine.
Title: Re: Office Layout...update
Post by: gee4 on April 18, 2007, 01:52:38 pm
Well my 2 directors have been packed up, are now unpacked, relocated and fully operational.
However we still have the problem which I raised with them weeks ago - filing. There is no point me going downstairs to leave post etc and take a pile of stuff back upstairs only to find it's filing as all their files are in their office. It happened yesterday - I brought down minutes of a meeting and the next thing one of them had left them on my desk later with a note saying, please file in...
I was also asked to make tea and bring it down to the 1st floor for visitors which in any workplace is a health and safety issue but I think this matter is being addressed eg possible fridge being provided for them which I can use on 1st floor. I approached the subject of being on different floors weeks ago and no-one seemed to anticipate any problems, except of course, me.
Have you experienced this scenario and if so, how best did you overcome any issues eg. how often should I pop down to see them - once a day, twice, more?
However we still have the problem which I raised with them weeks ago - filing. There is no point me going downstairs to leave post etc and take a pile of stuff back upstairs only to find it's filing as all their files are in their office. It happened yesterday - I brought down minutes of a meeting and the next thing one of them had left them on my desk later with a note saying, please file in...
I was also asked to make tea and bring it down to the 1st floor for visitors which in any workplace is a health and safety issue but I think this matter is being addressed eg possible fridge being provided for them which I can use on 1st floor. I approached the subject of being on different floors weeks ago and no-one seemed to anticipate any problems, except of course, me.
Have you experienced this scenario and if so, how best did you overcome any issues eg. how often should I pop down to see them - once a day, twice, more?
Title: Re: Office Layout...update
Post by: geminigirl on April 18, 2007, 02:29:04 pm
Oh Lord, what a nightmare!! It's just the two directors that you work for, isn't it? Why on earth weren't you relocated onto the same floor? (I see that you broached the subject a couple of weeks ago.) Was that too sensible an option?
I love that they brought the filing all the way up to you when they probably passed the filing cabinets on the way ... how daft is that? And very frustrating for you.
Maybe once they've done that once or twice (or more) they might think about relocating you!
Never had to deal with that scenario before - I've always been lucky enough to work nearby (and within eye-sight of) my boss(es). I have had the visitors' refreshment problem to deal with though - and that was downstairs, also. Soon solved that problem when I managed to drop a tray of teacups on the stairs
I'd probably pay a visit twice a day - once in the morning and once mid-afternoon...
I love that they brought the filing all the way up to you when they probably passed the filing cabinets on the way ... how daft is that? And very frustrating for you.
Maybe once they've done that once or twice (or more) they might think about relocating you!
Never had to deal with that scenario before - I've always been lucky enough to work nearby (and within eye-sight of) my boss(es). I have had the visitors' refreshment problem to deal with though - and that was downstairs, also. Soon solved that problem when I managed to drop a tray of teacups on the stairs
I'd probably pay a visit twice a day - once in the morning and once mid-afternoon...
Title: Re: Office Layout...update
Post by: gee4 on April 18, 2007, 02:46:11 pm
I also work for our Chairman who is not always in the office. He is still on 2nd floor plus they want CEO's PA and I to cover - so it does make sense for me to remain where I am.
Amazing that something as simple as filing and making tea, can cause the most trouble!
Amazing that something as simple as filing and making tea, can cause the most trouble!
Title: Re: Office Layout...update
Post by: mlm668 on April 18, 2007, 04:52:34 pm
How did you handle their filing before the move? Did you file it immediately or did you have a set time in your routine that you did it? I ask because I've known others (and often myself) filed as I went and sometimes I let it collect until the end of the day or week and did it all at once.
Short of asking them to separate out what is filing and what isn't and having a "to be filed" folder or basket in their offices, you may want to create a routine where you accumulate what needs to be filed in their area. Being busy executives they may be reluctant to do the separating for you. Plus if the information is sensitive in nature, they may be reluctant to having it laying about in their offices.
But in any case, think of a couple of workable solutions and the next time you have a chance to bring up the topic, ask for their input. In the meantime, look on the brightside: going up and down those stairs while time consuming is great exercise.
Michelle
Short of asking them to separate out what is filing and what isn't and having a "to be filed" folder or basket in their offices, you may want to create a routine where you accumulate what needs to be filed in their area. Being busy executives they may be reluctant to do the separating for you. Plus if the information is sensitive in nature, they may be reluctant to having it laying about in their offices.
But in any case, think of a couple of workable solutions and the next time you have a chance to bring up the topic, ask for their input. In the meantime, look on the brightside: going up and down those stairs while time consuming is great exercise.
Michelle
Title: Re: Office Layout...update
Post by: gee4 on April 19, 2007, 08:53:05 am
It was easy before the move I removed paperwork from the "out" side of the desk and filed it when they were at meetings or our of the office. Being on a diff floor just makes it all the worse.
On another note, is it acceptable to work in a building zone? I have come in for the 3rd time this week and my desk is once again covered in dust, my chair has been stood on by workmen and no-one from facilities has bothered to inform me the level of work that was happening, or offer to move me temporarily until it is complete. If this was happening to our CEO's PA, let me tell you there would be trouble. I must be a mug! Someone actually said to be yesterday you should be wearing a hard hat - I laughed but it's true.
On another note, is it acceptable to work in a building zone? I have come in for the 3rd time this week and my desk is once again covered in dust, my chair has been stood on by workmen and no-one from facilities has bothered to inform me the level of work that was happening, or offer to move me temporarily until it is complete. If this was happening to our CEO's PA, let me tell you there would be trouble. I must be a mug! Someone actually said to be yesterday you should be wearing a hard hat - I laughed but it's true.
Title: Re: Office Layout...update
Post by: geminigirl on April 19, 2007, 09:37:35 am
Absolutely it's not acceptable to work in a building zone. That must contravene a number of Health & Safety rules. The dust generated can't be good for you, for a start.
I was in the same situation a good few years ago ... the open area opposite my workspace was being enclosed and divided up into "cells" and there was hammering and drilling going on all day. At one point my Departmental Director came stomping out of his office and complained about all the noise and that he was having to shut his door. I replied very sweetly that he was very lucky to have a door to shut
A little later I had to cross this open "building site" to get something from one of the offices and missed by a hair's breadth (I literally felt the breeze of its passing!) being hit on the head by a metal strut - the type used to finish off the corners in cellular offices. After that I declared that I wasn't going in there anymore and they finally put up a taped barrier declaring it off limits. It was a very dangerous situation that the management had allowed to continue until they realised that someone might get hurt.
It's very bad that no-one's bothered to tell you about this or to relocate you temporarily.
Poor you
I was in the same situation a good few years ago ... the open area opposite my workspace was being enclosed and divided up into "cells" and there was hammering and drilling going on all day. At one point my Departmental Director came stomping out of his office and complained about all the noise and that he was having to shut his door. I replied very sweetly that he was very lucky to have a door to shut
A little later I had to cross this open "building site" to get something from one of the offices and missed by a hair's breadth (I literally felt the breeze of its passing!) being hit on the head by a metal strut - the type used to finish off the corners in cellular offices. After that I declared that I wasn't going in there anymore and they finally put up a taped barrier declaring it off limits. It was a very dangerous situation that the management had allowed to continue until they realised that someone might get hurt.
It's very bad that no-one's bothered to tell you about this or to relocate you temporarily.
Poor you
Title: Re: Office Layout...update
Post by: gee4 on April 19, 2007, 10:47:47 am
Well, the area that is being worked on is indeed tapered off - barrier/cones etc. However it's a walkway to the rest of this floor and while others are only walking through, I am sitting in it. So much for health and safety in the workplace eh?
Roll on Friday!
Roll on Friday!
Title: Re: Office Layout...update
Post by: raindance on April 19, 2007, 11:11:13 am
What a bore for you!
Years ago, in another employment, my office was located in a temporary building on a building site whilst our permanent facility was being erected. Cold water, cold weather, mud, dust and noisy machinery were part of my days for over two years. The day they dug the foundations was excruciating, but the worst thing was dust, which got just everywhere all the time. So you have my sympathy.
Still, hopefully the building project will be over soon and things will be better for you.
Best wishes,
Raindance
Years ago, in another employment, my office was located in a temporary building on a building site whilst our permanent facility was being erected. Cold water, cold weather, mud, dust and noisy machinery were part of my days for over two years. The day they dug the foundations was excruciating, but the worst thing was dust, which got just everywhere all the time. So you have my sympathy.
Still, hopefully the building project will be over soon and things will be better for you.
Best wishes,
Raindance
Title: Re: Office Layout...update
Post by: itsme_calista on April 24, 2007, 02:30:15 pm
Gee, any improvement on the horizon?
Callie
Callie
Title: Re: Office Layout...update
Post by: gee4 on April 24, 2007, 04:04:55 pm
Aww so nice of you to ask.
Building work over and apart from a draft the other day (either aircon or door near me is a duct), things are more or less ok.
CEO and his PA have moved beside me, however she has 2 desks to herself while I am boxed off in a corner. No-one can believe it - in fact everyone has been quite open in saying so within her earshot. I am quite happy - no-one can come from behind me and they can only come by my desk/cube if they go past her first. They do however stop to chat over my screen as they always have done. I have noticed in past couple of days she has been different towards me eg. this morning I came in, said good morning, made eye contact and she just buried her head and turned away - extremely rude! One other person noticed her face when they came to talk to me and said, oh what a welcome over here - again noticed. Therefore I know it's not me - she is either under pressure or something else is bothering her, but I refuse to let her get to me or indeed make her think I've noticed anything different. She has already made it known that our CEO winds her up and she prob won't stay here, although, that could be just a lot of rubbish. She only lunched for half an hour yday and today and everyone was kind of surprised as our directors and senior managers are on an away day and therefore not in the office today. Don't get me wrong I have not been lazy today, but have still taken my hour for lunch.
I just get on with things - if people want to be moody, don't expect anything different from me.
Building work over and apart from a draft the other day (either aircon or door near me is a duct), things are more or less ok.
CEO and his PA have moved beside me, however she has 2 desks to herself while I am boxed off in a corner. No-one can believe it - in fact everyone has been quite open in saying so within her earshot. I am quite happy - no-one can come from behind me and they can only come by my desk/cube if they go past her first. They do however stop to chat over my screen as they always have done. I have noticed in past couple of days she has been different towards me eg. this morning I came in, said good morning, made eye contact and she just buried her head and turned away - extremely rude! One other person noticed her face when they came to talk to me and said, oh what a welcome over here - again noticed. Therefore I know it's not me - she is either under pressure or something else is bothering her, but I refuse to let her get to me or indeed make her think I've noticed anything different. She has already made it known that our CEO winds her up and she prob won't stay here, although, that could be just a lot of rubbish. She only lunched for half an hour yday and today and everyone was kind of surprised as our directors and senior managers are on an away day and therefore not in the office today. Don't get me wrong I have not been lazy today, but have still taken my hour for lunch.
I just get on with things - if people want to be moody, don't expect anything different from me.
Title: Re: Office Layout
Post by: yahweh on May 15, 2007, 11:06:45 pm
Dear Gee4,
Hello. I don't know if you resolved your situation yet? I would like to suggest that you set time aside every day for about 15-30 minutes with your managers to go over various items that need attention: ie: mail, calendar, meetings to arrange, etc. If they don't feel this is necessary, then you may ask what they suggest for depositing their mail, etc. Also, do you have their phone line on your telephone so you can see when they are on/off line? Just a suggestion.
Hope things improve.
Regards,
PM
Hello. I don't know if you resolved your situation yet? I would like to suggest that you set time aside every day for about 15-30 minutes with your managers to go over various items that need attention: ie: mail, calendar, meetings to arrange, etc. If they don't feel this is necessary, then you may ask what they suggest for depositing their mail, etc. Also, do you have their phone line on your telephone so you can see when they are on/off line? Just a suggestion.
Hope things improve.
Regards,
PM
Title: Re: Office Layout
Post by: gee4 on May 16, 2007, 08:39:31 am
Things have very much settled since my last posting. I make an effort to go down at least twice a day or more to my directors to give them post or anything that requires signature etc. I do a lot of work for each of their managers so I am quite busy and not necessarily doing work for them all of the time.
CEO's PA and I are fine again - perhaps just a blip or a busy day or maybe a period of adjustment to a new side of the building, who knows.
I received an unexpected pay rise yesterday and was called in by our CEO to be informed that staff who normally have less than 12 months service, are not entitled to receive a pay rise. However on this occasion he fought for it and feels I am doing a great job. Like I have said in previous postings, I have worked hard for my current position and finally things are beginning to pay off.
CEO's PA and I are fine again - perhaps just a blip or a busy day or maybe a period of adjustment to a new side of the building, who knows.
I received an unexpected pay rise yesterday and was called in by our CEO to be informed that staff who normally have less than 12 months service, are not entitled to receive a pay rise. However on this occasion he fought for it and feels I am doing a great job. Like I have said in previous postings, I have worked hard for my current position and finally things are beginning to pay off.
Title: Re: Office Layout
Post by: geminigirl on May 17, 2007, 01:54:15 pm
Hi Gee
So glad that things have evened out a little - great news! And even greater that you've received a pay rise that isn't so much the standard yearly raise but in recognition for your hard work and contribution. Well done you!!
And good to see that you're on better with the CEO's PA.
I'm so glad that things are working out for you there, because I remember your despair when you were made redundant last year. In fact, last year was a bad one for you so this good fortune is well-deserved!
So glad that things have evened out a little - great news! And even greater that you've received a pay rise that isn't so much the standard yearly raise but in recognition for your hard work and contribution. Well done you!!
And good to see that you're on better with the CEO's PA.
I'm so glad that things are working out for you there, because I remember your despair when you were made redundant last year. In fact, last year was a bad one for you so this good fortune is well-deserved!
Title: Re: Office Layout
Post by: gee4 on May 17, 2007, 02:02:56 pm
Awww G,
Nice words and kind of you to remember..... thanks!
Nice words and kind of you to remember..... thanks!
Title: Re: Office Layout
Post by: klein3351f on May 21, 2007, 04:38:13 pm
I would love to have my bosses that close. I sit outside one of their offices, and then I support one person down the hall, another one who sits around a corner and down a hall and one who is on the 8th floor, while I'm ont he 4th.
At my last job, I was the direct support to the President who sat on 5 while I sat on 2.
Personally, I head to the office and slow down as I approach to listen in for conversation. If I hear nothing, I head on it. I figure I can always apologize and scoot on out of the room quickly.
At my last job, I was the direct support to the President who sat on 5 while I sat on 2.
Personally, I head to the office and slow down as I approach to listen in for conversation. If I hear nothing, I head on it. I figure I can always apologize and scoot on out of the room quickly.