How you leave the old job is as key as finding the new one
Q. I am planning to resign from my job because I'm going to accept a position with another company. This is my first job and I know that my company requires a resignation letter as well as adequate notice. My boss is a strange guy and he has been difficult to work for since he got promoted and I would like to leave as soon as possible. What information am I supposed to include in the resignation letter and should I give this letter to the human resources department? What time frame is expected of me in giving the company notice of my decision to leave?
A. Resigning the right way is an opportunity to establish a positive reputation for handling yourself well as you transition out of the company. Behaving responsibly and in a professional manner will improve the way people remember you. Even if you have had problems in the past, this is not the time to play payback.
Focus first on your relationships. The one with your boss is primary because he will probably be asked to give you references in the future. In fact, I am still giving references for people who worked for me 15 years ago. One way to address this is to schedule a time to meet with your boss; tell him that you are leaving and give him your letter. Use this time with him to review your accomplishments and let him know what you believe you have learned while in his department. Select positive things to say without being dishonest. Emphasize your appreciation for the opportunity the company gave you to develop skills in your field. This conversation can basically write the content of your next job reference by stating now what you hope will be used for references later.
Make a point of saying goodbye to your co-workers and others you worked with throughout the company, including your boss's boss. Tell them about your opportunity without badmouthing your boss or the company.
Your boss is usually the one who notifies human resources of your resignation, but you could ask him if he wants you to give a copy of your letter to them. Some managers will ask for suggestions you may have for improving the kind of work you do or the company in general. Be forthcoming with your thoughts and try to have ideas ready for how to improve an area you've chosen to address. State what you think will be helpful while not directly criticizing anyone. Be prepared to answer if asked why you are leaving. Answers such as a new challenge or a better opportunity or the desire for a different working environment are always acceptable.
The amount of notice you give depends on the job you hold and the company's policies. Usually, giving any less than two weeks is frowned on and giving more is much appreciated. A rule of thumb is to give no less than your annual vacation. Some companies have a policy of asking people who resign to leave immediately and they will often pay you in lieu of notice, giving you salary equal to the notice you have given.
Whatever the notice period you give, be certain to work productively . An upbeat attitude will go a long way toward leaving a positive impression. Don't call in sick during your notice period unless you are really very ill because it will surely be resented if not suspect. Some companies will not pay for sick time during the notice period.
Offer to train the person whom they have chosen to replace you, or the co-worker who will temporarily fill in. This will be appreciated and remembered and you never know: You might want to return to this company in the future at a different level or in a different division.
Writing should be part of the vetting process
Q. I am an office manager in a marketing and advertising company with 35 employees. I am frequently called upon to assist in hiring and in performance reviews. Two months ago we hired an administrative assistant for the chief financial officer of the company. We checked her references and they were quite good. She is lovely to work with but we have learned that she basically lacks the ability to write. Even a simple business letter can sometimes be an embarrassment. She often comes to me for advice and assistance and she takes up a lot of my time. I am finding it difficult to respond to her interruptions and I feel that I cannot continue to help her with her writing assignments. She appears to be doing the other aspects of her job at an acceptable level. We do not want to have to let her go and begin a new search but we do need the writing skills she is lacking. Do you have any suggestions that we could use in this situation.A. We all make assumptions about skill levels when we hire an experienced person. Writing skills are one of those areas usually not tested prior to hiring . This is especially true when we have good reason to believe that the potential employee's prior employment would have required competence in this area. Before addressing some ways to deal with your situation now, after the fact, let's just look at three quick things to consider adding to the hiring process in the future.
First, whenever writing correspondence or reports is part of the job description, request a writing sample during the interview. I do not mean after the interview to be sent in later or an example of a past writing assignment or one that is prepared specifically for the interview . Instead, during the interview say something like, please draft a quick letter for me to an unhappy customer explaining why we were unable to deliver his order on time or some other scenario appropriate to your work environment. Hand the applicant a sheet of paper or a seat at a computer and later evaluate the results.
Second, to address this matter of writing ability generally, I have seen a separate section placed on applications that was blank and about a paragraph in size. This section asked the applicant to write the answer to this or a similar question that was general in nature and suited to any candidate. Why are you interested in the job ?
Third, be sure to ask each reference about the applicant's writing skills. Inquire about the quality, the frequency, and the specific level or type of correspondence they were responsible for.
Dealing with the problem you now face is more challenging. I recommend that you provide this administrative assistant with resources that can give her clear examples and acceptable samples of letters she can use. Although you might hope to teach her the grammar and vocabulary necessary to perform her duties, it is much more realistic to provide her with a quick solution. The guidance of a good book on business writing with many sample letters to choose from may be what she needs.
Both your local public library and the business section of a bookstore will have this type of book. Here are three books that are worth considering. The first is "Business Letters for Busy People -- Timesaving, Ready-to-Use Letters for Any Occasion," edited by John A. Carey. What I liked most about this book was the enclosed CD, which enables the user to select the most suitable letter for their need and then proceed to edit and customize it .
The second is by Cambridge author Maryann Piotrowski titled, "Effective Business Writing -- A Guide for Those Who Write On The Job." This small book is full of practical advice about the types of writing we are asked to produce at work. The third is a standard reference that has been updated a couple of times: "The
It is a hopeful sign that this administrative assistant asked for help and has shown her willingness to take your advice in this area where she is deficient. She will therefore probably be very accepting of your assistance when you give her one of these books.
In addition to the books, there are training companies and community colleges that offer short courses on business writing that also can be helpful. Encourage her to select one of these courses and offer to pay the tuition. From what you describe, she will most likely need both the reference materials and a course to come up to your standards.
Pay level doesn't affect getting unemployment
Q. Will my status as an executive prohibit me from collecting unemployment insurance? Is there a maximum amount an employee can earn while employed that would disqualify him or her from collecting in the future if he or she becomes unemployed or is laid off?A. No, being employed as an executive would not prohibit your receiving unemployment compensation benefits. Any employee, working for an employer subject to the Massachusetts employment security law, for example, is entitled to file a claim upon loss of their employment. The unemployment compensation system fully anticipates that employees at all levels within a company will exercise their entitlement to file a claim if they lose their jobs.
There is not a maximum salary that one can earn that would render that person ineligible for benefits. Putting the law and state regulations aside, there is the personal dilemma one may face when there is a lack of need for such funds. Ultimately, this question can only be resolved individually according to one's values but it is not unusual for highly paid executives to face this issue as to whether to forego this entitlement.
Linda J.Lerner is an executive coach and a human resources consultant to small businesses and individuals. She can be reached at linda@lernerconsulting.com. E-mail questions to jobdoc@globe.com or mail to Job Doc, Boston Globe, Box 55819, Boston, 02205-5819. 
