Workplace ethics

Dear Hilka,

There is only one photocopier in our law office. The problem arises when one of us has a very large document to copy and someone comes along with only a page or two to copy. Is there some rule on how to handle this?

Documented

Dear Documented,

THERE are two rules governing this problem. One is called sharing and the other is consideration for others. If yours is a small office and you are about to copy a very large document, let others know so they can get their copying out of the way. If this isn't possible and someone comes along with a page or two, "it is good sharing" to interrupt your run and let the other person finish. They should always ask if you would mind rather than expecting you to stop as their due.

If, however, you are using special paper, have the machine set in a special way, or are experiencing a constant stream of interruptions, you cannot stop every few pages to let yet another person do some copying. In that case, explain the situation while you continue to work and offer to let them know as soon you as you are finished. They should extend to you the same courtesy and consideration they would expect if they were in your position.

Always remember to check the paper supply after you have completed a large job and refill the paper tray if necessary and reset the machine to normal settings. If any maintenance, like resupplying the toner or undoing paper jams, needs to be done, be sure to do it before leaving the copier for someone else. And finally, don't forget to take out originals. It is courteous to clean up all your things and it protects everyone's confidentiality.

If the copier is a chronic source of conflict in your office, see if you can get around the copying by sending e-mail attachments or scheduling the copier at off-hours for larger runs. If that doesn't alleviate the pressure, speak to your boss about the need for an extra machine to help you work more harmoniously and efficiently.

Dear Hilka,

Can you suggest some way we can get a colleague to do her share of the work? She always says she is busy when asked to do anything, yet she is never too busy to take personal phone calls. This puts a strain on the rest of us because we have to do more than our share of the work to compensate for her laziness. Our boss does not seem to notice, and it would do no good to speak to him because he does not like us to complain.

Overworked.

Dear Overworked,

HOW successfully people perform their duties on the job is measured in large part by how well they support each other in carrying out their responsibilities. If someone like your co- worker fails to perform adequately, the entire functioning of the office is affected. Well-written job descriptions and delegation by the boss are two ways to keep tensions like these to a minimum.

With today's focus on teamwork, the delegation is too often to the group rather than to individuals within the group. If you work as a team in your office, discuss among you how to divide the work equally when it is assigned. Then, get everyone to sign the decision so that each individual is held accountable for his or her share.

Problems tend to be exacerbated when there are just two of you working together and you don't have the backing of others. The best way to prevent a co-worker from shirking her responsibilities is to refuse to accept her excuses. Discuss her workload and ask her for possible options to resolve her problem. If her suggestions are not viable for you, explain why. Suggest your own options, like limiting personal phone calls, for her to consider and ask if they might help her. If she balks at your attempts to help her resolve her problem, you might get more pointed, politely of course, and suggest that since she finds the time to take personal phone calls, you are confident that she will find the time to attend to the assignment at hand, too. You may have to approach your boss about the problem, though, if it persists. Instead, keep your meeting with him positive by outlining the challenge as impersonally as possossible, then presenting some viable solutions.

HILKA KLINKENBERG

hilka-hindu@hotmail.com

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