Your Questions and My Answers
Q: I work at a private college that demands me to process many batches of large donation checks. My boss continues to change the process or calls me to do other things during the day that throws me behind! Today, the accounting department called her to complain because they hadn't received my batches yet. After the call, my bosses' attittude was a little hostile with me but it was her fault that I didn't finish! I find that she is unorganized, a mico-manager and I am tired of looking like the bad guy because she keeps calling me to do other less important stuff that throws me behind! How can I handle this?
A: There are three important points you want to remember in this situation:
(1) communication; (2) cooperation; and (3) clarification.
1. Communication: The lack of communication is a key factor that leads to frustration and not getting things accomplished in an effective manner. Communicate to your boss that you'd like to have a brief meeting. In your communication make sure that you keep the conversation neutral, ie. no blaming or saying anything that seems hostile or angry. Watch your body language as it speaks louder than your words. You want to convey a respectful, positive and cooperative attitude.
2. Cooporation: Your communication should support the idea that you wish to cooperate with her and get an understanding of how she wants things done and in what order.
3. Clarification: During your meeting, provide a written agenda outline for both of you to review that identifies the topics you wish to discuss, the purpose and proposed solutions to problems, if possible. The outline will serve several purposes: (a) it will let your boss know you are concerned about doing things correctly and wish to cooperate in everyway you can; (b) it can be used as a reference in case questions arise later regarding what was discussed.
As you move through your meeting, clarify points with her to make sure you've got everything correct.
After your meeting, write an email that thanks her for her time. The email should also briefly state what was discussed and ask if there is anything you missed or needs to be added.
This process may seem a little overboard, but it allows your boss to know that you are concerned about completing your assignments professionally and according to her instructions. It also helps eliminate confusion by providing written documentation to concerns.