Casual dress is sometimes too casual

Q:  Our company struggles with dress code issues.  Most employees dress appropriately, but we have some employees who dress for a night out and some who dress in flimsy little camisoles (even in cold weather) and think that is appropriate clothing for an office.  I consider a camisole an undergarment.  We don’t have an HR function or an employee handbook.  Supervisors are not sure how to approach the issue.  How do deal with this as we grow?

A:  Many companies have evolved from suits and ties to business casual.  Business casual can be interpreted many different ways by many different people.  Additionally, business casual can even vary from employer to employer.  One employer may view golf shirts as appropriate while others view golf shirts as too casual.

Guidelines can be helpful because they set expectations for what is acceptable and what is not.  A written document or policy can also be beneficial because it minimizes confusion if all are reading the same set of guidelines.  Although a written policy will likely minimize confusion it may not eliminate your concerns entirely.

My son, Dan Sinacole, is a student at Hopkinton High School.  His school has established guidelines based on what they call the “Six Bs.”   The Six Bs summarizes what body parts or clothing should be given an extra look before a student walks into the school.  The Six Bs includes bellies, butts, breasts, bras, boxers and backs. Some of our clients have adopted the Six Bs because it doesn’t outlaw one piece of clothing but it is an easy checklist to think about as you are planning your outfit for a work day.  Dan says that the school dress code should be “common sense” yet he also agreed that some students (and people in general) struggle with common sense.

The 6 Bs might be effective in some companies but other companies might have even stronger dress codes.  Some employers still require professional dress, including suits, ties, dresses, etc.  Law firms, in particular, are often still fairly formal in their dress codes.

I think what is most common today is most offices is a business casual dress code.  However, in some industries, when face-to-face client contact is required, the dress code might have to revert back to more formal business attire.

When I coach candidates and employees on career issues, I suggest that they consider dressing at the level to which they aspire.  In short, dress like a manager if you hope to become a manager some day.  How you dress in the workplace matters.  You don’t want to be that employee that is known for inappropriate dress.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

My co-worker is loud and obnoxious. What do I do?

Q: I work next to a man who is loud and obnoxious. I don’t think he realizes how loud he gets. He wears ear buds and may not be able to hear himself. He swears and groans at events throughout the day. The rest of us do our best to ignore him. He also lets the world know when someone has ticked him off. How do we convey the message to him that he is annoying and creepy?

A: Ah the joys of a loud co-worker! It is no easy task putting up with another person’s grunts and groans.

I have a few suggestions though. First, when folks sit in an open environment (which I am assuming is your situation), it is helpful to discuss and post ground rules. Some common ground rules might be – 1. no eating at your desk, 2. no grooming at your desk, 3. noises above a normal talking volume are frowned upon. These guidelines may seem silly to you but I think I have heard every complaint about open work environments, from nail clipping to the odor of fish. I remember when I was pregnant, odors really affected me and would truly make me nauseous.

Another option is to leave a copy of this column on his desk. Your co-worker will “get it” then. He might be offended initially but then curtail his behavior. Hopefully he is mature enough to be able to accept the feedback.

I can empathize with your colleague since I am a loud person. I chomp ice loudly (or so my friend Kim says). I talk loudly, especially when on the phone (or so my husband says). Us loud folks sometimes don’t know when we are annoying. We just get lost in the moment!

In short, few people truly intend to offend. However, that doesn’t mean that their behavior is acceptable.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Job Doc Chat with Pattie Hunt Sinacole @ Boston.com on June 1

This week Pattie answered questions regarding job applications, including application for different positions at the same company and how to change careers. She also answered questions about how to make friends in the office, what do about receiving multiple job offers and more...

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.
 

A Graceful Exit

Q: I plan to leave my current job in the next three months. I remember a former manager giving me advice about how to leave a job gracefully. I remember what she said at a very high level. Do you have any specific recommendations on how to leave a job in a professional way?

A: I have lots of suggestions! Leaving a role in a professional way is an important skill in a long and successful career.

1. Present a professionally written letter of resignation to your direct manager during a private face-to-face meeting. First, verbally communicate your decision to your manager and then explain that you brought a resignation letter with you.
2. Develop a transition plan. This plan should include what you can finish, and what you can't as well as the updated status of each of your work responsibilities. You should also think about who could handle some of your work responsibilities after your departure.
3. Give as much notice as reasonable. Two - four weeks is usually realistic for most roles.
4. Offer to answer questions throughout your notice period and even after you have left.
5. Let your manager take the lead on the communication of your departure. Hopefully your manager will handle this in a professional and appropriate manner.
6. Avoid talking too much about your new role. Some may interpret this as bragging. Others may interpret these conversations as "sour grapes," or a negative attitude. Keep answers to any questions short and succinct, but with a positive spin. For example, "I am really looking forward to my new role but I will miss the flexibility that I have enjoyed here."
7. After you leave your company, reach out to your former manager. Ask to meet for coffee or lunch. Your goal is to maintain a positive relationship with that person. Your former manager may be a future professional reference for you.
8. Maintain positive relationships with co-workers, vendors and others. It is a small world. You may be working with, or for, a vendor or a co-worker sometime in the future.

Finally, say good-bye to co-workers, vendors and others in a positive way. Make sure that leave a strong last impression.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Business casual vs. beach casual

Q: The weather is getting warmer and the shorts and flip flops have begun. I work in a technology services company and manage a small team. We seem to have a group of employees who think it is ok to wear beach attire on warm days. Business casual is no longer business casual but now beach casual. As the supervisor, I feel like I have lost control. What can I do?

A: Warm weather seems to bring dress code challenges. My question back to you is have you been clear about expectations around appropriate dress? Does your company have a published dress code? Do you have guidelines on what business casual means?

Companies vary quite a bit on what is reasonable and what is not. Some of my clients are ok with employees working in jeans, shorts, t-shirts and flip flops. Other client require true business casual which often means a golf shirt and khakis or a blouse and dress pants. Many of my clients have a definite "do not wear" list which may include very sheer clothing, halter tops or ripped jeans.
Sharing expectations around dress is important. What leaders wear within an organization sets the tone for what really is acceptable. If your Vice President of Engineering arrives in a tank top and shorts, that is sending the message that a tank top and shorts are acceptable. If you have a published dress code, it is a good idea to dust that off and re-send to all employees sometime in April (before the problems begin). Make sure that the published dress code reflects what actually occurs within the organization. Or else this document becomes meaningless.

Finally, if you have clients or VIPs visiting your workplace, think about how you would feel about the attire of your employees. Does it reflect your brand? Would clients notice how your employees are dressed?

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Blocking Access to Sites at Work

Q: I just started a new job at a small technology firm. They have blocked a lot of websites to prevent employees from spending too much time on these sites. For example, I can no longer check my Facebook page at work. Is this legal? I feel like they are treating me like a child.

A: Employees may want to check social media sites while at work, however, employers can legally prevent employees from accessing certain sites. Employers can also pick and choose which sites they block.

I consulted employment attorney Valerie Samuels, a partner in the employment practice at Posternak, Blankstein and Lund LLP. Samuels explains, "It is not against the law or an invasion of privacy for employees to control, and even monitor, internet usage at work and on company-owned computers. Employers have good reasons for curtailing internet use during work hours and on company-owned computers." Facebook browsing can derail productivity. Samuels cites recent research by Websense, Inc. Websense, Inc. calculated that the United States loses about $178 billion in employee productivity per year as a result of internet misuse at work. Concerned employers block sites to avoid  everything from downloading pornography to shopping on Amazon.

Samuels confirmed that employees generally have no right to privacy when they use company-owned computers, software and servers. Some employers may have explicit policies and some may not. However, excessive time on social media sites (or other sites unrelated to work) can be a reason for disciplinary action, including termination. Sometimes a quick check of Facebook turns into a 45 minute session of browsing Facebook posts but also checking out a site like Zappos to buy a new pair of shoes.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Angst Caused by Hiring Freezes

Q: I started working for a fairly well-known company about three months ago. Before this role, I worked for a competitor. About two weeks ago, management announced a hiring freeze. My colleagues don't seem worried but I am. My former company never had hiring freezes. There are rumors that there may be layoffs and I am nervous. What does someone do in this position?

A: It sounds like your new work environment may be a bit less stable than your last company. Hiring freezes are not all that unusual. Companies would rather slow down spending on new hires than cut current staff. In many cases, this is a smart choice.

Sometimes companies will do both. They may implement a hiring freeze and, if the cost saving are less than they projected, they make look at other ways of reducing costs, including cutting jobs. This may be a necessary evil depending upon the company's current financial situation.
However, we don't know if layoffs are planned at your company. Often times, rumors become rampant when little information is available. Misinformation starts to sound credible when maybe it is not.

I know what I would do. I would begin asking questions. If your manager is accessible, I would ask to meet with him or her privately. Express your concerns in a professional and candid way. Your manager may be open to holding a meeting to discuss concerns openly. Your manager may not have all the answers. However, it may be helpful for your manager to understand the rumors which are circulating.

Organizational change is difficult, especially since you are a relatively new employee. I have always felt that I would rather learn accurate information, even if it is really negative. I feel like the known is better than the unknown. At a minimum, you can put a plan in place to deal with any possible layoffs or other changes.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Addressing Food Hygiene Issues with a New Employee

Q: I work in a small office of smart professionals. Most of my colleagues are respectful and likable. We just hired our tenth employee and the early signs are discouraging. We never had a problem with people picking up after themselves in the kitchen and she will leave her dirty dishes there for days. She will not make a new pot of coffee when she has drained the last one. Her cubicle is already filled with food items, including old bags of popcorn. We have a pregnant colleague who has to leave the office if our newcomer uses the microwave to cook her fish. At times, we have clients in our office. I cringe thinking about having to explain the odors. I hate having to deal with this. She is ruining our formerly harmonious office environment!

A: Sometimes basic manners are assumed. However, the lack of such manners creates friction, especially when historically there has been a positive and clean work environment.

My advice: nip it in the bud before she assumes her behavior is acceptable. I have clients who leave notes above the sink "Dirty dishes will be deposited in the trash if still in the sink at 5pm." Or "Make a new pot of coffee if you pour the last cup." However, I prefer the more direct approach. "Sarah, since you started working here, our kitchen area seems to have suffered. Can you clean your dirty dishes and also make a new pot of coffee if you finish the last one?" If a few colleagues mention these issues, you may see an improvement. Plus, she is creating a perfect environment for vermin, rodents, ants, oh yuck. Her manager should have a talk with her about her office too. Once you start attracting critters, it becomes a challenge to have them look elsewhere for food.

Your pregnant colleague should not have to leave the office either! Mention to "Sarah" that foods that produce strong odors should probably not be brought to the office. A fishy smell can travel. It would not make a great impression if a client walked in.

If your new colleague hears this feedback from several sources, she may realize that she is not earning any respect from her colleagues on the food hygiene front!

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Holiday Food Temptations

Q: During the holiday season, my office tends to go overboard with food. There is a potluck. Then a company-paid luncheon. Now colleagues are bringing in bagels, donuts, etc. It seems crazy to me. I recently lost quite a bit of weight and I truly dread facing these events. Do all companies do this? It seems excessive to me.

A: Your colleagues and your employer are likely trying to be festive and joyful by bringing food into the office. In many cultures, food and drink accompany celebrations. Most employers celebrate in a similar way. Some offer an evening holiday party. Some sponsor a holiday luncheon. While others coordinate a potluck lunch or dinner for employees to enjoy. It is often a way of saying thanks and allowing employees to relax and socialize.

However, I have several clients who are limiting what can be brought into the office because of food allergies. So the coffee cake, date nut bread or Waldorf salad may need to stay home. Food allergies are serious and can be life-threatening.

I have several clients who are moving to a more philanthropic theme during the holiday season. The employer may be sponsoring a toy drive or donating gifts or food to a local charity. I know of several companies who allow employees a workday to volunteer at a local organization, whether sorting items for a food bank or wrapping gifts for those in need.

I understand your concern. I am also tempted by holiday cuisine. However, if you know in advance, you can prepare yourself and limit your own consumption. I usually try to munch on carrot sticks before entering a high calorie zone. Or I bring the veggies with a low calorie dip and try to stay close to that as a food choice. When I enter a situation where there are a lot of high calorie items and I am hungry, that is a recipe for disaster (at least for me). I then tend to overindulge and eat more than I should.

The holidays are a challenge for those of us who like to eat. Preparing a strategy in advance is helpful.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section. Click here to read about more employment topics in The Job Doc Blog at Boston.com.

Asking About an Overdue Performance Review

Q: It has been about 15 months since I was hired into my first position out of college. I like my job a lot and I am grateful I have started at a company with a good reputation. When I was hired, I was promised a one-year review and it about three months late. I am not sure how to approach the situation. We have a small HR team and they all seem competent. I have not heard of this problem occurring elsewhere. Any advice?

A: Congrats on successfully landing your first job! How wonderful that you enjoy the company and your work responsibilities.

You are in an uncomfortable position: asking for something that you feel was promised to you back when you were first hired. Here are some options:

1. Look in your employee handbook to determine if there is a policy on annual performance reviews. Often times there are guidelines spelled out in the handbook. 
2. Ask HR if annual reviews are given on the employee's first anniversary date because that was a commitment made to you when you were first hired. If it is detailed in your offer letter, this is a plus. If it was a verbal commitment, I would still ask HR. HR may tell you the performance reviews are done, but rarely on completed on time. Unfortunately, this is a common scenario. This responsibility often moves to the bottom of the manager's "to do" list. Usually any type of salary increase would be retroactive to the original due date. If this is the case with your performance review, I would ask HR if they remind managers to complete some or all of their performance reviews.
3. You are probably hoping to avoid asking your manager but there may be no other solution (especially if number 1 and 2 don't work to your satisfaction). I think you could ask during a weekly/monthly meeting. Or, just an impromptu, "Hey Stephanie, should we schedule a time to talk about my performance, that one-year performance review meeting?"

I have listed my suggestions in order, from easiest to most challenging. You may decide that asking your manager first is the best route, which is fine. Good luck!

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section. Click here to read about more employment topics in The Job Doc Blog at Boston.com.

A new supervisor confused over a performance problem

Q: I am a new supervisor in a financial services company in Boston. We don't have an HR department. I have four employees in our department. Three of the four employees are great. Then there is one that doesn't seem to want to cooperate. She returns late from lunch. She arrives late in the morning almost every day. This employee always seems to either just meet or no meet deadlines. It is stressful to work with someone like this. I feel like I cannot rely on her. Sometimes I feel like I am giving more work to the others since I know they will just get it done. Should I confront her? How do I do this?

A: Being a new supervisor is a challenge, especially when you step into a challenging situation with an employee. Here is what I would recommend:

First talk to the previous supervisor if possible. Are these new behaviors or behaviors that began some time ago? The longer you permit an employee to behave like this, the longer that they think that this behavior is acceptable. Even if the former supervisor is not available, I would still recommend confronting her. However, it is helpful to have some history. Also, talk to your manager to make sure that he or she does not have additional information which could be helpful.

Begin to document the issues. On what dates did she arrive late? What deadlines did she miss? When did she return from lunch later than expected? Once you have real-life examples of her performance concerns, you should meet with her, ideally face-to-face. Explain your concerns and give her examples (e.g., On October 27th, you arrived at work at 9:35am when 9:00am is our latest acceptable arrival time and on that same day, you took over 75 minutes for lunch when most of us take 60 minutes or less). Explain that her unreliability and tardiness is becoming a pattern.

Finally, ask her for her input on why this is occurring. Explain your expectations. Next, document your conversation. If her behavior continues, you may have to give her a written warning or consider terminating her. Check in with your manager before proceeding with any further discipline.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section. Click here to read about more employment topics in The Job Doc Blog at Boston.com.

Job Doc chat with Pattie Hunt Sinacole @ Boston.com 09-29-14

This week Pattie answered questions about fitting in with different personality types at work, planning ahead to what your career will look like in your 50's, a realistic number of job requirements, dating yourself, resume structure, salary range expectations, and more... Read the transcript at http://www.boston.com/jobs/news/jobdoc/2014/09/monday_noon_job_doc_chat_with_2.html.

Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.

Dogs in the workplace

Q: My employer is very flexible and cool. We can dress how we want to dress. We can work from home. A few people have started bringing their dogs to work. I like dogs but I was bitten by a dog several years ago and so now I am reluctant to approach a dog. Some of the dogs roam the hallways and it makes me nervous. All the dogs seem nice but so did the dog that bit me!

A: Your employer sounds very progressive! How wonderful that you are given a lot of flexibility around dress and telecommuting.

Some of my clients permit employees to bring dogs to work. I understand your concern. No one should have to be fearful if they walk to the men's room.

When an employer permits a dog to accompany an owner to work, most employers share a few requirements to ensure the safety of all:

1. A current vet record should be provided saying that the animal is up to date on all vaccinations, etc.
2. The dog must be house-trained and well-behaved with no history of aggressive behavior.
3. All dogs should be treated humanely and given water and breaks outside on a regular basis.
4. The dog must be restrained while on company property. Some dog owners use crates while some use baby gates or leashes.
5. Create spaces where pets are not allowed. Examples include kitchens, bathrooms and conference rooms.

The landlord should also be notified in advance. Some companies require a signed legal release from the dog owner before bringing the dog into the workplace.

You could explain your concerns to your employer and ask them to limit the dogs' ability to roam freely. It sounds like that dogs at a distance may be ok for you but you prefer not to run into them unexpectedly.

One of my clients allows employees to bring in their dogs but only on Fridays. A scheduled day might be a reasonable compromise. That way you could schedule your work-at-home day on Friday and dog owners could bring their dogs to work on Fridays.

I love most dogs but like you, I am reluctant to approach a dog I don't know. More and more companies like Amazon and Ben and Jerry's allow dogs in their workplaces. I think it is wise to provide rules to employees on bringing pets into the workplace so everyone shares an understanding of how it will work.

Pattie Hunt Sinacole, owner of two wonderful rescue dogs, is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section. Click here to read about more employment topics in The Job Doc Blog at Boston.com.

Anticipating feedback from a supervisor

Q: I recently took a job that I love. I graduated from college about three years ago and this is my second job. I enjoy my co-workers and the work is interesting. My supervisor has these meetings every few months called "feedback meetings." I have not had one but I am sure my time is coming. During these meetings, she tells the employee what they do wrong and how the employee makes her look bad. I am dreading these meetings. What can I do to prepare?

A: Congratulations on your new role. Feedback can be helpful if delivered in a constructive way. It sounds like your supervisor is attempting to give her team members helpful feedback but it is being received a more punitive way. Or perhaps you are just hearing what employees are concerned about and not the content of the entire meeting? In reality, these meetings may be more balanced (with your supervisor sharing both positive and negative feedback) but you are only hearing about the worst part of these meetings. Is your supervisor negative in general, on a day-to-day basis, or is it just what you have heard about these meetings that is your concern?

A few thoughts on preparing for these meetings:

1. Walk in with a positive attitude. Smile and be open with your both language. Use good eye contact. 
2. Have a pen and a notepad handy to write down anything important. It also shows interest. 
3. Share your thoughts about how the first few months have gone. Be candid but be sure to offer some positive feedback too. It sounds like you find the work interesting and have developed positive relationships with your peers. 
4. If your supervisor truly heaps on the negative feedback, ask her if you can share some of the highlights and some of your accomplishments. Be prepared with a short list of accomplishments before you walk into the room. 
5. Thank your supervisor for her time. Feedback can be just as hard to give as it is to receive.

Sometimes the anticipation of a meeting is worse than the meeting itself. After you have had your "feedback meeting," you will be able to judge whether balanced feedback is delivered or truly this is a "dump" of negative feedback.

Pushing politics in the workplace

Interesting question posed by a reader.  http://www.boston.com/jobs/news/jobdoc/2012/07/pushing_politics.html

Second-hand smoke at work

Do you have this problem at your workplace?

Foul mouth in the office

Do you work in an environment where swearing is commonplace, almost expected?