Hello, my HR seniors. I am Mohamed in the Horn of Africa, serving as HRM in a large humanitarian aid INGO. I would appreciate your suggestions on some issues I am facing here.
1. My immediate supervisor often leaves without informing me and spends a lot of time on non-work-related matters. How can I manage this effectively?
2. I am contemplating how to organize staff files. Should we keep all documents together or separate them based on junior and senior staff?
Your kind responses are of paramount importance and highly appreciated.
Kind regards,
Mohamed
From Djibouti
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51. My immediate supervisor often leaves without informing me and spends a lot of time on non-work-related matters. How can I manage this effectively?
2. I am contemplating how to organize staff files. Should we keep all documents together or separate them based on junior and senior staff?
Your kind responses are of paramount importance and highly appreciated.
Kind regards,
Mohamed
From Djibouti
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Dear Mr. Mohamed,
You may have to understand that you'll need to master the art of handling such people.
Talk to your supervisor in a grounded manner to get pointers on improving his performance. Proficiently explain to him about the job that has been assigned to him.
It might be that he disapproves of the way he is executing his work. On the other hand, you should give him some time to respond for the sake of the situation's comfort.
Take note of things after your initial conversation. Consider quietly going about your tasks, avoiding him for the time period you've specified.
If the above approach fails and you encounter hostility, call another meeting and inform him that he will receive a warning letter if a similar situation arises again. Additionally, explain the necessary steps towards termination if he fails to act appropriately. When the time is right, take decisive action to ensure a resolution.
Create personnel folders for the employees, categorize them by groups, and store them in secure locations; one for personnel files and the other for medical records. Ensure security by limiting access to the files and utilizing a locked cabinet. Each employee file contains important and critical information.
From India, Visakhapatnam
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You may have to understand that you'll need to master the art of handling such people.
Talk to your supervisor in a grounded manner to get pointers on improving his performance. Proficiently explain to him about the job that has been assigned to him.
It might be that he disapproves of the way he is executing his work. On the other hand, you should give him some time to respond for the sake of the situation's comfort.
Take note of things after your initial conversation. Consider quietly going about your tasks, avoiding him for the time period you've specified.
If the above approach fails and you encounter hostility, call another meeting and inform him that he will receive a warning letter if a similar situation arises again. Additionally, explain the necessary steps towards termination if he fails to act appropriately. When the time is right, take decisive action to ensure a resolution.
Create personnel folders for the employees, categorize them by groups, and store them in secure locations; one for personnel files and the other for medical records. Ensure security by limiting access to the files and utilizing a locked cabinet. Each employee file contains important and critical information.
From India, Visakhapatnam
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In most conditions, you can do little about how your superior works or behaves. How does it affect your work? A supervisor is not required to inform his subordinate of where he is going or to seek approval for the same. You should focus on your work and those under you.
If it does affect you, it will (I guess) be due to the extra work you are doing or his absence to answer any queries you or your bosses may have.
Extra work dumped on you (which your supervisor should be doing) is an opportunity for you to learn more, take responsibility, and automatically position yourself for growth or promotion. Look at that as an opportunity. Mostly, the senior management knows who is working. Don't cover up for your supervisor. Let the management know (when they ask) that you have done this part of the work.
If your problem is that you do not get guidance or responses to queries related to work, then I would suggest you go to your supervisor and explain that you are having an issue as there are many times when he is not present, and you have queries. Ask him how you can reach him at such times and for any pointers on resolving matters when he is away (note: you need to seek his help. If you try to question him, as he is your superior, he may not appreciate it).
If the problem is with others asking about your supervisor's whereabouts or seeking clarification from him, inform the caller that he is not available and that he has not informed you of his location or return time. Take notes of who called and their queries, then leave the details on his desk or in an email for him to follow up on and explain.
I hope I understood your problem correctly.
From India, Mumbai
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If it does affect you, it will (I guess) be due to the extra work you are doing or his absence to answer any queries you or your bosses may have.
Extra work dumped on you (which your supervisor should be doing) is an opportunity for you to learn more, take responsibility, and automatically position yourself for growth or promotion. Look at that as an opportunity. Mostly, the senior management knows who is working. Don't cover up for your supervisor. Let the management know (when they ask) that you have done this part of the work.
If your problem is that you do not get guidance or responses to queries related to work, then I would suggest you go to your supervisor and explain that you are having an issue as there are many times when he is not present, and you have queries. Ask him how you can reach him at such times and for any pointers on resolving matters when he is away (note: you need to seek his help. If you try to question him, as he is your superior, he may not appreciate it).
If the problem is with others asking about your supervisor's whereabouts or seeking clarification from him, inform the caller that he is not available and that he has not informed you of his location or return time. Take notes of who called and their queries, then leave the details on his desk or in an email for him to follow up on and explain.
I hope I understood your problem correctly.
From India, Mumbai
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