How to Respond

[deedee]

This isn't the first time this has happened (ie, blaming me as the messenger for bad news or stuff people would rather ignore), but this one is really getting to me for some reason.  Our company is very large and has lots of buildings, not just offices, but plant facilities and with the post-9/11 need for more security, access to the plants especially has been tightened.  I am responsible for getting employees in my group access to the buildings and plants they require (lots of traveling around the system, meetings, etc.), and one person in particular is squawking about being denied access to a sensitive plant location.  He is a minority and claiming discrimination, making this an ethical issue for me.   I want to be responsible for my job, but this wasn't my decision and while I think this guy is probably just venting his frustrations on me (which I totally understand), it doesn't make things any easier.  My response has been to bring this to the employee's manager, and directing him to address it with her, but he persists in approaching me to see whether or not his access has been granted.  The thing is, I know it won't be--he will have to go through a guarded entrance and show his ID like everyone else.  I guess I'd appreciate some feedback on how I handled this, or how I could do things differently in the future.  

[winkiebear]

Well, as you said, the decision wasn't made by you. I'm guessing that you're TOLD by others what access should be given to which employees.

I think that to head off an ugly scene (which could be approaching rather quickly), you should mention this to his manager, so that she isn't blindsided when he comes storming to her about you being discriminatory.

Being an administrative assistant tends to be a rather reactive role... be proactive here and head off a possible problem.



winkiebear
Deskdemon Editorial Board Member

[andream]

Agreed! Get with the manager responsible, (Actually better to get with your direct supervisor) make them aware of the discrimination complaint by this employee and make a statement that you're not looking for help so much as you thought they should be aware of a situation that contains potential liability.

[blufire21]

I hate to do the "have my mom call your mom" thing, but I think it's right in this case.  I would go to YOUR manager and let them know what is happening.  Make sure he/she is aware that you told this guy to take it to his manager, but he insists coming to you.  This guy sounds like he's trying to skip a step.  He may very well go directly to HR on this one.  

By telling your manager now, he/she can go to this idiot's boss and let them know what is going on.  


Ellen in TX

[donnap99]

I am responsible for signing off on all clearances in my building.  The research labs here are a simliar area to your scenario.  Here the approval process is a little different - the employee is responsible for getting the form from me, then securing the signatures for approval - i.e., the people in charge of the lab, then bringing the form back to me.  If the researchers sign off on it, then I put it through.  I've had the occasional "But I slid the form under your door when you weren't there" person - whom I then give another form to, and who can't secure the signature but were just trying to get me to put it through without the documentation in my hand.  

Could you change your system so that any given employee has to get his supervisor's written approval to particular areas before it is submitted to you?  Or develop a check off form of verifiable reasons why an individual might need access to an area or a particular door?  

Another example - our loading dock is a more convenient exit than the regular doors for many employees.  But I refuse to give access just because it's more convenient.  They must have responsibilities which take them to the loading dock.  I tell them it's a liability issue because it is a loading area.  I've never been told that for a fact, but I'm sure I could back up the argument if need be (i.e., no railing to prevent one from walking off the edge of the loading dock...).

I'd like to hear how your scenario turns out.


DonnaP99

[deedee]

Thanks, all for your (as usual) fine input.  This has ended (at least I hope it has, for me) with kicking it upstairs.  As was pointed out, I usually hate to do the "my mom will call your mom" thing, but this really isn't my responsibility; the guy was appealing to me for help, thinking that I could subvert the process in some way so he wouldn't have to waste his valuable time waiting in line like everyone else.  What especially burned me about this was, it really wasn't a discrimination issue; NONE of the other Project Managers have full access to that plant, either, and many of them are also minorities.  I just objected to him playing that card.  Anyway, I directed him to speak with his manager after setting up the scenario for her so she wouldn't feel ambushed.  She was all prepared with a directive from the plant's manager setting out the new guidelines for access, so all's well that ends well.