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Franke James is Editor/Founder of Office-Politics.com and Inventor of the Office-Politics® Game.

Peter R. Garber has worked as an HR professional for over 25 years and is the author of many business books including: Winning the Rat Race at Work and 100 Ways to Get on the Wrong Side of your Boss.

Dina Beach Lynch, is an Ombudsman, Author and former attorney. An award-winning mediator, Dina served as the Corporate Ombudsman for the 7th largest bank in the US helping over 48,000 employees to resolve workplace issues.

Dr. Rick Brandon is CEO of Brandon Partners. He has consulted and trained tens of thousands at corporations worldwide, including Fortune 500 companies across a variety of industries.

Dr. Marty Seldman is one of America's most experienced executive coaches. His 35-year career includes expertise in executive coaching, group dynamics, cross-cultural studies, clinical psychology, and training.

Arnie Herz, is a lawyer, mediator, speaker, author and consultant nationally recognized for his practical and inspired approach to conflict resolution and client counseling.

Dr. John Burton LL.B. M.B.A. M.Div. Ph.D. is an ethicist, mediator, lawyer and theologian. John is currently located in Prince Rupert, B.C., Canada, working with Canada's aboriginal communities.

They are reluctant to 'make waves' with this person... fearing they will sound like whiners who cannot take care of their own office difficulties...

Brandon and Seldman respond: "Your dilemma involves two co-workers who are not taking responsibility for cleaning up their own rooms!"

February 2006

Dear Office-Politics,

There are two new staff members in the office where I work as the secretary. They come to me with many questions and comments related to procedures and policies, as our boss does not work in the same complex. Lately they have expressed concern regarding a co-worker who seems to be taking over every meeting, not giving the two new employees the opportunity to ask questions, raise concerns or present the cases they are working on at the moment. They are reluctant, as new hires, to 'make waves' with this person who has been employed two years longer than they have, and they are also hesitant to bring it up to our boss, fearing they will sound like whiners who cannot take care of their own office difficulties.

I have suggested that they speak directly with the person involved, perhaps using humor to make their point. However, so far they have not done so, and with every week that passes, they become more resentful of the situation. I have told them that instead of coming to me, they should take action themselves in an attempt to remedy the situation. Any suggestions you have will be greatly appreciated! The Complaint Window is Closed!

Complaint-Window-is-Closed


Dear Complaint-Window-is-Closed,

Your instincts are ones to be trusted since your dilemma involves two co-workers who are not taking responsibility for cleaning up their own rooms! This is less an office politics issue and more one of basic communication skills of constructive confrontation, assertiveness, and accountability. You have paid your dues with these two, who DO sound like "whiners who cannot take care of their own office difficulties," as you yourself and they have framed it.

1) TURN RESPONSIBILITY BACK TO THEM
One of the first thing many effective managers ask when employees approach them with a problem, concern, obstacle, decision, or issue is to ask, "What have you thought of or done so far?" This helps the "helpless" person learn not to run to Daddy or Mommy at the first sign of a problem. Part of coaching a person is to help turn them back to their own resources instead of training them to become overly dependent upon some authority figure. So we do suggest that you ask the whiners this question, so that they see that your time is also valuable so that if you choose (key word!) to continue to support them emotionally, they must do some homework of advanced thinking, brainstorming, and action steps before coming to simply dump on you. Otherwise, you are like a parent being overly permissive with a screaming child in a grocery store who does not take charge–– you are letting your own resentment build. In the process of asking what they plan to do or have done, perhaps you'll enjoy a side benefit of the reputation getting around that you are willing to help but only if others take ownership for thought and action.

2) ASK WHAT THEY EXPECT OF YOU
Many "advice specialists" like you assume whiners want your advice when they really may want to just vent. Before making suggestions, besides asking the above question, check out exactly "How can I be helpful to you two? ... What is it that you need or are hoping to achieve by talking to me?" At least it forces the "shoppers" to figure out if they want emotional support, ideas for fixing the other, role-playing help to practice clearly and fairly expressing their frustration and request, assistance in taking the complaint higher, etc. Then you are in a better position to decide if you can or want to provide what's requested. Often times, people can be like bottomless pits asking for advice, but every suggestion is met with a "yeh, but" or "that won't work because..." Do they REALLY seek to solve the problem or just whine? Don't buy in. Instead, get clarity on their true goals.

3) DON'T GET SUCKED INTO GUILT
Is it part of your job plan to spend endless time with their complaint? Was your mother a travel agent for guilt trips? If not, take care of your needs, be straight with them and let them learn to solve their own problems. If you DO feel guilty, recognize this means you are having a trip laid on you. Often times, underneath guilt there is resentment (like you're feeling and they are feeling) so before you feel guilt or resentment, prevent these emotions by taking care of your own needs.

4) DON'T YOU REPEAT THEIR BEHAVIOR.
Frankly, if humor does not work, I'd suggest more direct though not mean communication. Since they are not being clear enough in communicating in descriptive, non-evaluative ways how the other person's behavior is negatively impacting them and the team with a request for some sort of agreement about alternative behaviors, they need to provide behavioral feedback to the abusive, dominating co-worker. While your two "children" (you are adopting the parenting role, you know!) are not "meanies," it's time after some coaching and the above tactics, to do with them EXACTLY what they need to be doing with the upsetting co-worker–– share your concerns. Explain that while you want to be helpful, you have limited time given your workload, explain the impact, and even share your feelings how it affects you when they refuse to implement any of your suggestions and just allow the situation to continue. I strongly recommend your reading and then giving them the excellent book on such interpersonal assertiveness, PEOPLE SKILLS: How to Assert Yourself, Listen to Others, and Resolve Others, by Robert Bolton (Simon and Schuster, 1979). It's older but still wiser of books on how to express yourself in such difficult conversations.

5. POLITICS OF POWER
It does not seem that these two have power, but if the coworker is a peer, two years of seniority should not necessarily make him dangerous to their political stock, especially if they confront the situation professionally and calmly. Perhaps you're leaving out an important detail, but at face value your situation and their just requires the Power of Interpersonal Communication, not position power of power politics at work.

Close that window, Complaint Handler! Then get back to enjoying your job and these two peers rather than dreading seeing them down the hall!

Thanks for writing to Office-Politics.

Optimistically,

Rick Brandon, Ph.D. and Marty Seldman, Ph.D., Co-authors
Survival of the Savvy: High-Integrity Political Tactics for Career and Company Success
www.survivalofthesavvy.com

Feedback from Complaint-Window-is-Closed
Thank you, thank you for your thoughtful and helpful reply! Of course you are right; this is definitely an issue of communication. Your suggestions for asking, "What have you thought of or done so far?" and "How can I be helpful?" have reminded me that I am able to take charge of this situation and not be subjected to the whining and complaining, that I do not need to make myself feel guilty and that I should not place myself in a parent role. 'People Skills' by Bolton is now on my reading list.

Many, many thanks for clarifying this situation for me. You have been tremendously helpful.


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