How Do You Handle a Supervisor's Frequent Absences and Organize Staff Files Efficiently?

Hello, my HR seniors. I am Mohamed in the Horn of Africa, serving as HRM in a large humanitarian aid INGO. I would appreciate your suggestions on some issues I am facing here.

Managing Supervisor's Absence

1. My immediate supervisor often leaves without informing me and spends a lot of time on non-work-related matters. How can I manage this effectively?

Organizing Staff Files

2. I am contemplating how to organize staff files. Should we keep all documents together or separate them based on junior and senior staff?

Your kind responses are of paramount importance and highly appreciated.

Kind regards, Mohamed

You may have to understand that you'll need to master the art of handling such people. Talk to your supervisor in a grounded manner to get pointers on improving his performance. Proficiently explain to him about the job that has been assigned to him. It might be that he disapproves of the way he is executing his work. On the other hand, you should give him some time to respond for the sake of the situation's comfort.

Take note of things after your initial conversation. Consider quietly going about your tasks, avoiding him for the time period you've specified. If the above approach fails and you encounter hostility, call another meeting and inform him that he will receive a warning letter if a similar situation arises again. Additionally, explain the necessary steps towards termination if he fails to act appropriately. When the time is right, take decisive action to ensure a resolution.

Create personnel folders for the employees, categorize them by groups, and store them in secure locations; one for personnel files and the other for medical records. Ensure security by limiting access to the files and utilizing a locked cabinet. Each employee file contains important and critical information.

Managing a Supervisor's Absence

In most situations, you can do little about how your superior works or behaves. How does it affect your work? A supervisor is not required to inform their subordinate of where they are going or to seek approval for the same. You should focus on your work and those under you.

If it does affect you, it will likely be due to the extra work you are doing or their absence to answer any queries you or your bosses may have.

Extra work dumped on you (which your supervisor should be doing) is an opportunity for you to learn more, take responsibility, and automatically position yourself for growth or promotion. Look at that as an opportunity. Mostly, senior management knows who is working. Don't cover up for your supervisor. Let the management know (when they ask) that you have done this part of the work.

If your problem is that you do not get guidance or responses to queries related to work, then I would suggest you go to your supervisor and explain that you are having an issue as there are many times when they are not present, and you have queries. Ask them how you can reach them at such times and for any pointers on resolving matters when they are away (note: you need to seek their help. If you try to question them, as they are your superior, they may not appreciate it).

If the problem is with others asking about your supervisor's whereabouts or seeking clarification from them, inform the caller that they are not available and that they have not informed you of their location or return time. Take notes of who called and their queries, then leave the details on their desk or in an email for them to follow up on and explain.

I hope I understood your problem correctly.