Office Idiots

What to Do When Your Workplace is a Jerkplace

Ken Lloyd

• Publisher: Career Press
• Year: 2013
• Print ISBN: 9781601632685
• eBook ISBN: 9781601635259
• Topic: Business
• Subtopic: Workplace Culture
• Index: Business

Most books that deal with ridiculous behaviors in the workplace are premised largely on conjecture, anecdotes, and limited data, but that's not the case with Office Idiots. Written by Ken Lloyd, one of the foremost experts on jerks at work, this book relies on data from actual workplaces across America to present a sweeping and frighteningly accurate snapshot of the antics of office idiots.

Based on thousands of letters to his newspaper column and Website, jerksatwork.com, this book spotlights office idiots wherever they exist in an organization, followed by practical advice on what to do and even what to say when you encounter them. In addition to providing a vast array of hands-on (and hands-off!) tools, Office Idiots will also show you how to:

Deal with some of the most off-the-wall and absurd forms of office idiocy.

Avoid enabling behaviors that actually bring out office idiocy in others.

Make sure you don't become an office idiot.

1

OFFICE IDIOTS AND THEIR MISCOMMUNICATION

Office idiots distinguish themselves across a broad spectrum of absurd workplace behaviors, antics, and gaffes. One area that typically jumps to the front of the pack is their unique ability to easily and handily transform communication into miscommunication. Whether they’re doing this on a witting, unwitting, or half-witting basis, the outcome is always the same: When office idiots insert themselves into the communication process, messages get mixed, muddled, and mangled.

Multitasking Mismanagement

In workplaces across America today, one commonly echoed complaint is that armies of idiotic managers are multitasking when their employees are trying to have a conversation with them. These managers pretend to listen and even occasionally react with an “Uh-huh” or an arched eyebrow, but they’re actually hearing nothing.

For example, let’s say you’re discussing a matter of importance with your manager, but he’s on his Bluetooth, glancing at his computer, pecking at the keyboard, and texting. You could tell him that the building’s on fire, but he would probably either ignore it or ask you who’s being fired. Importantly, if you keep talking as if he were actually listening, or if you pause here or there while he’s focused on his other activities, you’ll be wasting your time. Although you may be able to deliver your message, he’s not going to receive it.

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When your manager focuses on everything but you in a meeting, there are a few steps that can bring things back into focus. One way to deal with this brand of idiocy is by using the indirect approach. When he’s no longer paying attention, ask him, “Is this a good time to meet, or should we get together later?” This question respectfully indicates that you recognize how busy he is, while still emphasizing that you need to meet. Depending upon your relationship with him, you can also use a more direct approach and say, “Hey, this is really important, and we need to talk. Can you put all that stuff down?” This type of approach includes an attention-grabbing opener, followed by a collaborative message that both of you need to go over something. By opening with “Hey,” you’re more likely to get him to look up at you. This break in his focus will help him hear your next words, namely that you need to meet.

And by the way, one of the most powerful and emotionally charged, attention-grabbing word to use right at the outset is someone’s name.

Another useful strategy is to determine the time or times of day when he’s least likely to be interrupted, and then set your meetings during those periods. Also, if you meet in his office, suggest that he sit down face-to-face with you, rather than from behind his desk. You can also propose a change in venues, for example, by suggesting that you meet in a conference room or at his coffee table if there’s one in his office. The idea is to separate him from his distractions.

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No Feedback

Another common variety of office idiocy in the arena of communications is the tendency of some managers to fail to provide feedback regarding messages or work submitted by their employees, especially when it’s transmitted via e-mail. These communiqués and submissions simply tumble into the abyss of managerial idiocy.

Take the case in which it’s the weekend and your manager sends an e-mail asking you to write up a description of a situation that occurred when she was away on business. You spend a couple of hours writing a summary, send it to her, and—nothing. You never hear anything back. Not one word. You’re probably thinking that some thanks would have been nice, and some feedback wouldn’t have hurt, either. After all, you went out of your way to work on this project, and a response is definitely warranted, whether it’s a brief thanks or a couple of follow-up comments or questions. Your manager ignores this fact and ignores you.

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There’s nothing wrong with asking for her thoughts regarding the work you sent, provided that you don’t sound like you’re begging, needy, or fishing for compliments. In other words, avoid sending a message that basically says I worked hard on that project, especially over the weekend, and I hope you thought it was okay. In addition, you shouldn’t call a meeting for the sole purpose of asking her what she thought about your work. If the matter at hand is so important, it’s up to her to make it the centerpiece of a meeting.

A more productive approach is for you to mention it to her in passing, perhaps as part of another conversation or meeting, such as by saying, “How’d that write-up work for you?” This is an open-ended question that requires something other than a yes or no response, and it sets the stage for her to give you some feedback, and appreciation, if warranted.

Because your manager has demonstrated her skills in requiring employees to do extra work and then saying nothing in return, you should develop a strategy to prevent this from happening in the future. For example, the next time you complete a similar project for her, wrap up your e-mail with a question, such as, “What do you think of this approach?” or “Your thoughts?” Concluding with a question is certainly not needy, but it does need a response.

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Read Before You Leap

While it’s clearly annoying when an office idiot fails to provide any kind of response to a time-consuming project completed by her employee, there can be more than a modicum of annoyance when an equally idiotic manager provides a ridiculous response to such a project.

Let’s look at a situation in which your manager asks you to provide status updates on various developments in your department. You respond with a very thorough analysis that includes considerable detail on the background, current status, and projections, and you spell out a specific series of steps that need to be taken. You’re feeling good about your work on this one. After your manager receives your updates, he calls you to discuss. You’re ready for a first-rate discussion. However, that balloon bursts when your manager starts asking some very basic questions. In less than a nanosecond, you realize that he never read what you wrote. He’s obviously winging it. While he may have a perfectly good excuse for failing to read what you sent, there’s no excuse for pretending that he did. All he should say is that he hasn’t read it yet. Unfortunately, such candor and honesty are often well beyond the grasp of office idiots.

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In response, you can say something charitable, such as, “If you need more time to go over this, we can discuss it later.” However, most office idiots in this situation would rather have you tell them what you wrote. One of their common blowhard rationalizations will sound something like, “Well, as long as we’ve started, let’s keep talking”—or, in translation, “I didn’t read it before, and I’m not going to read it now.” Ergo, the best you can do with this kind idiocy is to focus on increasing the likelihood that he’ll read your work in the future. One key way to make this happen is to tailor the way you write to the way he reads.

Some managers—not yours, obviously—want to know every detail in the reports or analyses prepared by their employees. These managers often prefer carefully crafted paragraphs or extensive charts and tables that allow them to feast on numbers, metrics, and diagrams. Toward the other end of the continuum are managers who prefer reports that cut to the chase. These are the ones who like to read an executive summary, perhaps supported by some bullet points, but not much more. You need to determine where your manager “lies” on this continuum (and yes, the double entendre is intended). By chatting with him, looking at feedback he may have provided on previous reports that you wrote, and simply by asking him about his preferences in this area, you’ll get a much clearer picture of what he likes to read and how you should write. Of course, depending on the degree of his office idiocy, you still may end up having to hold his hand and walk him through your work.

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From Write to Wrong

While these two glaring and blaring signs of office idiocy—a manager’s failure to respond to an employee’s completed projects, or a failure to review a project and then fake it—are obvious, there’s yet another idiotic step that many managers take in response to written work from their employees: They rewrite it. This is not necessarily a problem in and of itself. The real idiocy occurs when this rewriting turns the employee’s original submission into an error-filled syntactical scrapheap.

Let’s say your responsibilities include writing memos and updates, an area in which you’re strong. Part of the process includes your manager reading your work before it’s sent anywhere. So far, this isn’t a problem. However, he makes changes that are grammatically incorrect, to the point that some of the information in the document ends up being indecipherable, incorrect, or both. Not surprisingly, when you show him the problems, he doesn’t care. After all, what office idiot would? In fact, he insists that you send the messages with his exact changes. Among other outcomes, you end up looking incompetent, and you’re also subjected to a barrage of flack from your fellow employees.

The irony in this situation is that if you refuse to follow your manager’s directives, you may be written up (even though such a write-up will most likely be grammatically incorrect and unintelligible). Clearly you need to talk to him, in spite of the fact that he ignored you on the first round.

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When you next meet with him, don’t bother focusing on the problems associated with his writing, as that strategy won’t register with him. Rather, take an approach that lets him see what’s in this for him. For example, ask him, “If I came up with a way to save hours of your time every week, would you be interested?” This question should automatically elicit a yes, one of the most powerful words in the persuasive process.

With this positive context in place, tell him, “I can save you at least X hours every week if we go with my writing on these memos and updates. I’ve got the time. The employees are all for it. And this will free you up to work on the more important stuff.” Then stop talking. (By the way, notice your subtle compliment indicating that he handles higher-level chores while you, his underling, will take care of this lesser task.) He may go along with your suggestion, or he may balk. If he opts for the latter, you’d go to Plan B, namely, the trial basis. This means you’d say, “Okay, I understand. How about if we go with my writing for a couple of weeks? If there are no problems, we’ll stick with it. And if you’re not happy, we’ll look at some other approaches.” Most people are willing to try almost anything for a stipulated short period that implies no commitment.

At the same time, note that you don’t say that if this approach doesn’t work, you will go back to the old approach of having him rewrite your work. Rather, all you say is that both of you will explore other options.

If he agrees to a trial period, you’ll need to do everything in your power to make it work. And if this approach is successful, be sure to provide your manager with plenty of feedback, with most of the credit going to him. Most people appreciate recognition; if you provide it to him in relation to this project, he’s likely to enjoy it and look for more. And that should further help extricate him from the role of would-be editor.

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Nonstop Questions

As part of the communication process, it’s important for a manager to encourage employees to ask questions, and it’s equally important for a manager to actually answer them. After all, there’s plenty of evidence to indicate that managerial accessibility and responsiveness have a positive impact on employee performance, productivity, and morale. However, while there’s no question that this kind of open communication is important, what about the common scenario in which an employee asks too many questions?

For example, let’s say you’re a manager, and you encourage your employees to “ask if they don’t know.” However, you have one employee who doesn’t know when to stop. She keeps pestering you with questions, occasionally on topics that are, frankly, none of her business. Naturally, you don’t want to discourage questions, but you also don’t want to waste your time dealing with an endless onslaught of inquiries. The problem is that some office idiots are more interested in asking questions than in hearing answers. This questionable behavior gives them an extra opportunity to talk and be heard, and it even provides them with elements of influence, power, and control over their managers.

As the manager, it’s up to you to determine when an employee’s questions have crossed the line and moved into the realm of office idiocy. While there’s no magic number that lights up after a specific number of questions, you’ll know when it happens. It’s the point at which you find that you’ve stopped listening to the questions and started asking yourself how you can get away.

With an employee who dishes out more questions than a game-show host, the first question to ask yourself is if you’re too accessible to her. She obviously has a need to engage you in her questioning quest, and as long as you go along with it and provide answer after answer, she’s going to repeat this behavior. After all, behaviors that are rewarded are repeated, and the time you spend with her is simply a big reinforcement pellet.

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When her interminable line of questioning crosses the line, there are a couple of strategies that can help. First, depending upon the questions themselves, one approach is to encourage her to find the answers on her own by saying, “I’m interested in having you come up with an answer on this.” The big advantage of this approach is that it stops her question in its tracks. Most employees don’t like to tell their manager that they’re incapable of doing what is asked of them. Furthermore, your response isn’t derogatory, insulting, or dismissive; in fact, it implies that you have confidence in her ability to do some homework and find the answers she needs. When she finds that she keeps getting sent off to find her own answers to her questions, she’s going to be less likely to ask them in the first place.

If her brand of idiocy requires a more direct approach, you can say something like, “I can’t provide you with any more information on this matter,” and then simply stop talking. The more often you use this approach, the less rewarding her questioning becomes. When she realizes that she’s hit the limit that you’ve established, she’ll be more likely to limit her questioning.

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A Matter of Chatter

Then there’s the flip side of the employee who asks nonstop questions: the employee who provides long, drawn-out answers to your questions. Even when you ask the most basic question, this office idiot comes back with a long-winded answer. On the one hand, you don’t want to be rude and interrupt, but at the same time, you have other things to do besides listen to an endless flow of banal blather.

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When every question you pose to an employee elicits a long-winded answer, there are some strategies to help temper the verbal tempest. First, there’s the preventive strategy. Before asking her a question, ask yourself a couple of questions, such as, Do I really need to ask her about this? and Is there a better person to ask? In many cases, the best way to avoid her long answers is to avoid asking her any questions in the first place. If your response is that you still need to pose a question to this employee, set the stage before asking. For example, preface your question with, “I don’t have much time, so I just need a brief answer.”

If this employee still flips into endless answer mode, wait until she takes a breath and then interject a comment. People who are nonstop talkers are used to being interrupted, so they typically don’t take much offense to it. When there’s a break in the verbal action, jump in and say, “I really don’t need that much detail.” At the same time, on those occasions when she does cut to the chase, be sure to provide her with positive feedback for doing so, even something as basic as, “That’s a great, to-the-point answer.” When she receives positive reinforcement for keeping her comments brief, she’s more likely to repeat this behavior, rather than repeat herself.

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Holding Back Information

At the opposite end of the continuum of the office idiot who has no unexpressed thoughts is the office idiot who withholds far too much information when queried by his or her manager. One rule of thumb to keep in mind in this situation is that whatever an employee fails to tell you is never good news. After all, if the news is positive, he or she will voice it.

One of the more common forms of this withholding occurs when a manager asks an employee for an update on a given project, and the employee responds with a few cursory comments and nothing more. For example, take the scenario in which you’ve got an office idiot whose response to your inquiry regarding his progress is, “Don’t worry.” Of course, these are two of the most worrisome words an employee can say. When an employee uses this phrase, he’s the one who has introduced the notion of worrying in the first place. Unfortunately, if an employee uses this expression, it’s typically a sign that you should indeed worry.

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In all but a very limited number of situations, when an employee is asked for specific information, a response of “Don’t worry” is unacceptable. The amount of information to be provided is determined by you, not him. The next time you get this kind of a response from your employee, you should say, “I’m not worried. It’s just that I need to see where things are with XYZ project, especially in terms of what’s been done, where things are in terms of the schedule and deadline, and what the plan is going forward.”

Your employee’s response to this will tell you whether you really need to worry or not. If he gets a look of worry on his face, then it’s time for you to worry, too.

At the same time, it should be noted that this phrase isn’t an automatic red flag. There are managers who have worked with certain employees for years, and this phrase is taken to mean that everything is on schedule and will be done properly, just as it has in the past. Their common history has reduced the need for more extensive communication. Unless you have this type of history with your employee, he’ll need to respond with some catchy information rather than a catchphrase.

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W.H.A.T. Is With the Acronyms?

While acronyms can be a handy shorthand to economize on language and expedite communications, they can also be a royal headache when office idiots glom onto them and carry them to extremes. One of the more common examples of such idiocy is found in the companies tha...

Table of contents

• Cover Page
• Title Page
• Copyright Page
• Dedication
• Acknowledgments
• Contents
• Introduction
• 1: Office Idiots and Their Miscommunication
• 2: Conflict and Office Idiots
• 3: Idiotic Job Interviewers
• 4: Idiotic Job Applicants
• 5: Who’s the New Idiot?
• 6: Meetings With Office Idiots
• 7: Office Idiots and Their E-mail
• 8: Idiotic Managerial Practices
• 9: Office Idiots and Their Idiotic Feedback
• 10: Power-Tripping Office Idiots
• 11: Office Idiots and Their Mindless Motivational Methods
• 12: Idiotic Blaming, Deflecting, and Backstabbing
• 13: Office Idiots in Training
• 14: Outrageous Behaviors, Even for Office Idiots
• 15: How to Avoid Becoming an Office Idiot
• Index
• About the Author