Guarding the gate or not
Q. As the new administrator for a small office, I also handle all receptionist duties. Several of my boss’s colleagues occasionally drop in without an appointment and literally walk past me to head into his office. I believe he has created this environment by not setting boundaries initially. My boss, not being one for confrontation, would like me to intercept visitors. How do I stop them without being rude and set boundaries from this point forward?
C. S., Atlanta, GA.
A. Regardless of whether he deals well with confrontation or not, your boss has given you the task and authority to guard his gate, even from his colleagues. That authority is the key to solving this situation. The difference between your success and failure lies not in if you deal with the colleagues but rather how you deal with them. Fortunately, you are new to the position and can create your own protocol. First, speak with your boss and let him know how you intend to handle visitors. From now on, whenever one of his offending colleagues starts cruising past you, you plan on saying, “Excuse me, Mr. Jones. Mr. Smith has asked me to announce all visitors. Please, if you would just wait here for a minute, I’ll check with him.” Then ask your boss if he would prefer you to call him on the intercom or check with him in person. By asking him how he wants you to announce visitors you get his implicit support of your plan. Good luck.
Q. If a husband and wife are both employees at the same company, how should a card of sympathy be addressed, if the deceased is the mother of the wife?
B. K., East Stroudsburg, PA
A. Sympathy notes may be addressed to an individual or to the family of the deceased. If you only know the wife, then address your note to her. If you know both husband and wife, then it’s kind to address your note to both. In the note express sympathy to Mrs. Jones personally, as well as to the family.
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Patricia Hunt Sinacole is president of First Beacon Group LLC, a human resources consulting firm in Hopkinton. She works with clients across many industries including technology, biotech and medical devices, financial services, and healthcare, and has over 20 years of human resources experience.
Elaine Varelas is managing partner at Keystone Partners, a career management firm in Boston and serves on the board of Career Partners International.
Cindy Atoji Keene is a freelance journalist with more than 25 years experience. E-mail her directly here.
Peter Post is the author of "The Etiquette Advantage in Business." Email questions about business etiquette to him directly here.
Stu Coleman, a partner and general manager at Winter, Wyman, manages the firm's Financial Contracting division, and provides strategic staffing services to Boston-area organizations needing Accounting and Finance workforce solutions and contract talent.
Tracy Cashman is a partner and the general manager of the Information Technology search division at Winter, Wyman. She has 20 years of experience partnering with clients in the Boston area to conduct technology searches in a wide variety of industries and technology.
Paul Hellman is the founder of Express Potential, which specializes in executive communication skills. He consults and speaks internationally on how to capture attention & influence others. Email him directly here.
