Getting my boss's feedback on the record
February 9, 2016 9:21 AM Subscribe
I'm in probation at a state institution of higher learning. My first year has three reviews. The first two have had poor marks (needs improvement / unacceptable!) regarding certain issues.
My boss did not discuss the issues with me prior to either review, and in both cases I had been explicitly, regularly asking for feedback on any areas I might need to address. The negative issues were described in purely subjective terms with no proactive, measurable goals to mitigations. Etc. etc. The whole thing has been stressful.
We have been meeting every other week since the second review in order to go over things, and at each meeting I've been told by my boss that everything is fine, we're in a different place, and they see that things are different now.
At our last meeting, I asked for clarification and they said that yes, that translated into a fully acceptable review, were I to be reviewed at that moment.
It is extremely difficult for me to trust my boss when they say that, given their past behavior. Nothing in these meetings is documented. The only documentation, one way or another, are the previous two reviews.
This week's meeting was pushed back, and I'd like to send an email to my boss that gets on-the-record the content of the past meetings.
1) is this a good idea?
2) is the below email a good way to do that?
Here's my rough draft reply to the email pushing back the meeting (linked to avoid any chance of them googling the text and seeing this).
My boss did not discuss the issues with me prior to either review, and in both cases I had been explicitly, regularly asking for feedback on any areas I might need to address. The negative issues were described in purely subjective terms with no proactive, measurable goals to mitigations. Etc. etc. The whole thing has been stressful.
We have been meeting every other week since the second review in order to go over things, and at each meeting I've been told by my boss that everything is fine, we're in a different place, and they see that things are different now.
At our last meeting, I asked for clarification and they said that yes, that translated into a fully acceptable review, were I to be reviewed at that moment.
It is extremely difficult for me to trust my boss when they say that, given their past behavior. Nothing in these meetings is documented. The only documentation, one way or another, are the previous two reviews.
This week's meeting was pushed back, and I'd like to send an email to my boss that gets on-the-record the content of the past meetings.
1) is this a good idea?
2) is the below email a good way to do that?
Here's my rough draft reply to the email pushing back the meeting (linked to avoid any chance of them googling the text and seeing this).
In my experience it's best to not expect anything from your boss. If I were in your shoes I would schedule (via email) more-regular check-in meetings (weekly) where the sole purpose is for you to ask your boss if you are on track and/or if they need anything from you. After each of those meetings I'd send a "thank you" email that follows some basic format where you thank your boss then very briefly reiterate what was discussed/agreed-upon in the meeting. By doing this you have regular feedback and a paper trail, all controlled by you.
Even if you don't get weekly meetings, I'd send an email after every meeting you do have reiterating what was discussed.
posted by soplerfo at 10:19 AM on February 9, 2016 [2 favorites]
Even if you don't get weekly meetings, I'd send an email after every meeting you do have reiterating what was discussed.
posted by soplerfo at 10:19 AM on February 9, 2016 [2 favorites]
Is it the case that they don't want to give you a raise or have you ask for a raise in these reviews? How is your compensation tied to these marks at your review?
posted by amanda at 10:27 AM on February 9, 2016
posted by amanda at 10:27 AM on February 9, 2016
This is not a great email. This is a work environment; it's about outcomes, not feelings. Don't send that.
Instead, you need to learn the art of COVERING YOUR ASS. After each meeting, you need to send an email to your boss that says something like:
Dear Boss:
Just as a follow-up today's meeting, I am glad to hear that you are finding my work to be satisfactory over all. In terms of specifics moving forward, please do let me know if there is any area I can improve in as it arises.
Thanks,
Nonce
posted by DarlingBri at 10:27 AM on February 9, 2016 [23 favorites]
Instead, you need to learn the art of COVERING YOUR ASS. After each meeting, you need to send an email to your boss that says something like:
Dear Boss:
Just as a follow-up today's meeting, I am glad to hear that you are finding my work to be satisfactory over all. In terms of specifics moving forward, please do let me know if there is any area I can improve in as it arises.
Thanks,
Nonce
posted by DarlingBri at 10:27 AM on February 9, 2016 [23 favorites]
DarlingBri has it. That email is all about your feelings and lack of confidence.
posted by anotheraccount at 10:29 AM on February 9, 2016 [2 favorites]
posted by anotheraccount at 10:29 AM on February 9, 2016 [2 favorites]
Nthing DarlingBri. Do not send that email! There is nothing you can say that will change your boss's behavior. Instead, only write emails that cover your ass.
And for the record, it's not cool of your boss to only bring up items for improvement during official reviews. (Though how "official" can they be if nothing is documented?) This is terrible management on his part. And it's not likely to change. It sounds like the organization where you work doesn't value performance reviews.
posted by ImproviseOrDie at 10:34 AM on February 9, 2016
And for the record, it's not cool of your boss to only bring up items for improvement during official reviews. (Though how "official" can they be if nothing is documented?) This is terrible management on his part. And it's not likely to change. It sounds like the organization where you work doesn't value performance reviews.
posted by ImproviseOrDie at 10:34 AM on February 9, 2016
I think DarlingBri is on the right track there.
I would suggest that you add the specific accomplishments in the past 2 weeks and your plans (as agreed on with your boss) for the next two weeks. I'm a manager -- emails with those types of specifics are good for both boss and employee to have a record to go back to and also in case there was any misinterpretation during the meeting. If you get in the habit of doing that, then the next email can just be a cut and paste of "last plan" with updates.
posted by elmay at 10:47 AM on February 9, 2016 [2 favorites]
I would suggest that you add the specific accomplishments in the past 2 weeks and your plans (as agreed on with your boss) for the next two weeks. I'm a manager -- emails with those types of specifics are good for both boss and employee to have a record to go back to and also in case there was any misinterpretation during the meeting. If you get in the habit of doing that, then the next email can just be a cut and paste of "last plan" with updates.
posted by elmay at 10:47 AM on February 9, 2016 [2 favorites]
If possible, I would consider looking for another job. They are a bad manager and even if you weather the current storm, problematic management like that will translate to other problems for you and the department and low moral.
I don't know about your state, but many of them have a threshold of a year after which it becomes next to impossible to fire an employee. Unless you are very confident in your boss, I would suggest considering that they might be waiting to get through the semester and then getting rid of you before it becomes difficult to do so. CYAing with DarlingBri's script (possibly adding elmay's suggestion about including some of your improvements) is a good thing but if you can find an exit, you might should take it.
posted by Candleman at 10:56 AM on February 9, 2016 [1 favorite]
I don't know about your state, but many of them have a threshold of a year after which it becomes next to impossible to fire an employee. Unless you are very confident in your boss, I would suggest considering that they might be waiting to get through the semester and then getting rid of you before it becomes difficult to do so. CYAing with DarlingBri's script (possibly adding elmay's suggestion about including some of your improvements) is a good thing but if you can find an exit, you might should take it.
posted by Candleman at 10:56 AM on February 9, 2016 [1 favorite]
I don't know about your state, but many of them have a threshold of a year after which it becomes next to impossible to fire an employee.
I am not aware of any state that has a general notion of "tenure" to protect employees against termination. Length of employment is not a protected status and does not affect your ability to be terminated.
posted by saeculorum at 11:01 AM on February 9, 2016 [1 favorite]
I am not aware of any state that has a general notion of "tenure" to protect employees against termination. Length of employment is not a protected status and does not affect your ability to be terminated.
posted by saeculorum at 11:01 AM on February 9, 2016 [1 favorite]
I am not aware of any state that has a general notion of "tenure" to protect employees against termination. Length of employment is not a protected status and does not affect your ability to be terminated.
It is not tenure per se but the 5th and 14th amendment have been held to create additional protections for civil servants, the level of which varies from state to state. It's not a protected status in the way that gender or religion is, but creates high hurdles to jump to show cause.
In the state I'm most familiar with, the first year was termed a probationary period where employees could be dismissed easily. After that, while it was theoretically possible to fire someone for performance reasons, in practice, the state's rules and practices protecting employees were over the top enough that problematic employees (things like egregious sexual harassment) were shuffled around and it took absolutely terrible things to be fired. It was literally about a person year's worth of work to get someone dismissed for failing to do their job as long as they still showed up.
posted by Candleman at 11:41 AM on February 9, 2016
It is not tenure per se but the 5th and 14th amendment have been held to create additional protections for civil servants, the level of which varies from state to state. It's not a protected status in the way that gender or religion is, but creates high hurdles to jump to show cause.
In the state I'm most familiar with, the first year was termed a probationary period where employees could be dismissed easily. After that, while it was theoretically possible to fire someone for performance reasons, in practice, the state's rules and practices protecting employees were over the top enough that problematic employees (things like egregious sexual harassment) were shuffled around and it took absolutely terrible things to be fired. It was literally about a person year's worth of work to get someone dismissed for failing to do their job as long as they still showed up.
posted by Candleman at 11:41 AM on February 9, 2016
I am not OP's boss and I am not in the public sector.
If I were to say to one of my reviewed employees - in between reviews - that they were doing fine, and they came back and said "Okay, now put that in writing.", that would bother me for a whole constellation of reasons.
posted by ftm at 12:03 PM on February 9, 2016 [2 favorites]
If I were to say to one of my reviewed employees - in between reviews - that they were doing fine, and they came back and said "Okay, now put that in writing.", that would bother me for a whole constellation of reasons.
posted by ftm at 12:03 PM on February 9, 2016 [2 favorites]
I think that, right now, you need to believe your boss that everything is okay. If you push on this -- to get it documented -- you risk making your anxiety about this a problem for your boss and also for you.
Please do not send that email. It's not giving your boss any information they can do much with. Getting a bad review is stressful, but your boss isn't your therapist.
Does your employer have an Employee Assistance Program? These programs often have a benefit of three free therapy visits. I used this one time to help with a stressful but temporary situation at work, and it was quite helpful to get an outside perspective. You might look into a few visits with a therapist who focuses on career counseling/coaching.
As an employee, you will succeed when you make your boss's life easier. Right now you are looking for reassurance you are unlikely to get. I think you need to focus on doing your job as asked and keeping your head down until your next formal review.
This is a tough situation. Good luck.
posted by bluedaisy at 2:08 AM on February 10, 2016
Please do not send that email. It's not giving your boss any information they can do much with. Getting a bad review is stressful, but your boss isn't your therapist.
Does your employer have an Employee Assistance Program? These programs often have a benefit of three free therapy visits. I used this one time to help with a stressful but temporary situation at work, and it was quite helpful to get an outside perspective. You might look into a few visits with a therapist who focuses on career counseling/coaching.
As an employee, you will succeed when you make your boss's life easier. Right now you are looking for reassurance you are unlikely to get. I think you need to focus on doing your job as asked and keeping your head down until your next formal review.
This is a tough situation. Good luck.
posted by bluedaisy at 2:08 AM on February 10, 2016
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As a general comment, there are two sorts of problems managers have to deal with:
- Problems that warrant firing the employee.
- Problems that don't warrant firing the employee.
Problems from category 1 will always be documented to form a paper trail in order to fire the employee without potential lawsuits. Problems from category 2 will never be documented because they can only be held against the manager and employee (this goes both directions).is this a good idea?
No. An employee that requires a weekly affirmation that they are doing their job acceptably will be perceived as somewhere between odd and preparing themselves up for a possible lawsuit against the employer. There is no precedent for a weekly "you are doing your job alright" email, because such an email could only be used against the employer in case the employer chooses to terminate the employee.
is the below email a good way to do that?
I would suggest an alternate approach - specifically email your manager what you have done in the last week (I'd prefer two weeks or month, but that's my own preference) in order to address the problems from the last performance review. This is where you can use the vagueness of the performance review to your advantage - if you can't figure out what the performance review problems are, you can interpret them to your advantage. What you do only has to be peripherally related to the performance review - if you are doing something that helps your employer, your employer should know about it.
posted by saeculorum at 10:19 AM on February 9, 2016 [9 favorites]