Navigating Office Politics: How to Handle a Colleague Overstepping HR Boundaries

Dear All,

I am working as a Manager in Admin and HR at a startup company. I have started implementing HR rules here, but there is a problem at the managerial level. The Business Development (BD) manager (female) is causing a lot of issues. She is acting as if she is the HR for small internal matters and is directly approaching the management without consulting her reporting head. The management believes that I am the one creating problems, and her manager is supporting her in these actions. Now, I am unsure about what to do. Please help me with this.

Regards,
Swetha

Dear Swetha,

Greetings.

You are facing the issue of encroachment of responsibilities by your company's sales manager. This is a matter that you must address seriously with the management, explaining the potential negative effects of such a situation.

Have confidence in yourself and be assertive in your work style. If you provide specific details about the issues, we can discuss and resolve them in the appropriate manner.

Cheers,
Trisha
HR Professional

Hi Trisha,

I have already taken all the necessary steps, but it seems that the higher authorities and management are still failing to understand the situation. It is frustrating that we are all expected to follow one rule, while exceptions are being made for her and the other marketing girl (in-house), which is something I cannot tolerate. I am feeling really confused about what to do next.

Regards,
Swetha

Hello Sweta,

Please have a discussion (she should also be present) with your management. Inform your seniors that your work is being hampered because of your colleague. In case they don't help you in this matter, you should not be held responsible for your job performance.

Deepa.

Hi Deepa,

Thank you for your assistance, but I have already completed all the necessary tasks without any success. Consequently, I have submitted my resignation letter to management. However, my director informed me not to take such actions and assured me that he would address the issues. Unfortunately, there have been no developments to date, so I am sharing this information here.

Regards,
Swetha

Swetha,

As an HR professional, it is our responsibility to handle the situations that arise in an organization (workplace). Therefore, try to understand what the problem is with the Business Development Manager (BDM). Talk to her personally and see what you can do to help her. Try to find out why she is behaving in a certain way. Remember, if you establish a good rapport with your employees, you are a perfect HR. Ultimately, they will be satisfied with your work as they are your customers.

So, it's better to talk to her personally and try to develop a good relationship with her. You will then see the difference. There is no point in giving up on the job, dear. You would be the one losing out if you do so. Who knows, you might encounter a similar situation elsewhere. Would you quit from there as well? I don't think you should do this.

Just relax, start working on it, and see how you can improve the situation.

Thanks,
Mirza

Thank you, Mirza, but I don't feel like talking to her anymore. One more thing, I have established HR rules, but you know, two females are not following them (even though they are still under probation), and the management is also supporting them in this case. What should I do?

Regards,
Swetha

Swetha:

As an HR professional, you should engage with her and not say, "I am not going to talk to her." If necessary, bring up these issues with Management for discussion, but not in a complaining manner. Remember, HR acts as the facilitator between employees and the employer. Therefore, we must bear in mind that both are our customers, and it is essential to satisfy both parties simultaneously, which presents a significant challenge. Try to communicate with her, and I am confident you can resolve this matter.

Thanks,
- Mirza

Hi Sweetha,

The matter is very simple. When your top management does not accept your resignation, it means that they need your presence there. Cool. Wait for some time.

If you have intranet facilities in your organization, communicate in writing. Monitor closely those who do not follow basic discipline, rules, and regulations, and keep a separate confidential document about their activities. Also, store their replies (if any) to your emails separately and confidentially.

Wait for an occasion where everyone needs to address HR issues, then bring out all the problems you have faced and submit the documents. The problem will be solved. Meanwhile, do not insist on HR policies and regulations with anyone. Focus on your work and forget about them. Do not show that you are watching closely, but you have to observe them. Make them feel like they are the winners.

Remember, winners never quit, and quitters never win.

Regards, Saravanan J

Hi Swetha,

Welcome to the real world...!! :)

This is a typical scenario with startups, especially startups in India.

Please understand:

1) that the management is very cautious and usually relies a LOT on the advice of the hired staff. The earlier the staff is hired, the more say they have in the process.

2) the BD manager, I understand, was there before you. So she might have been handling the HR role as well and has grown to LIKE the profile and the power and responsibilities with the role.

3) Psychologically, she might have an aptitude to excel in the HR field, and typically, human nature always resists changes, especially changes that DILUTE their power.

4) just understand that it's very difficult to overcome this type of setting.

Solution:

The way out...

1) Psychological approach.

- Start the management role defining activity.
- Advertise it widely and actively involve the BD lady also. Ask for her advice on how to set up goals and activities and ENTRAP her into defining YOUR and HER responsibilities.
- Involve the TOP MANAGEMENT very CLOSELY and make HER the bridge. So that when she actually defines the whole thing herself to the management, she herself says that she is NOT going to be involved in THESE areas.

MORE TO COME... :) I'M IN OFFICE

Dear,

In general, people who are in a habit find it difficult to change overnight. So, she may be accustomed to dealing with other people's HR problems. All of a sudden, if someone comes and starts taking over, she may feel like she has been handling these matters for a long time and knows all the people well, questioning what this new person can accomplish in a day.

It is your duty to convince her that you are a professional in handling HR issues. Additionally, it is your responsibility to deliver results better than her. Slowly, she will come to understand that she has more time for her job, and you are managing things more effectively.

First and foremost, do not think of it as harassment in the office. Stay calm, avoid complaining, and consider that she may not be mature enough to grasp the functional responsibilities within an organization.

By,
Prasanth

You still need to learn about her. After understanding them and colleagues, you can implement HR policies. I think she wants your post, so you need to perform well and be careful. They may be waiting for a step down.

Hi Swetha,

Hats off to your commitment in answering all the replies posted here.

When you have this high level of commitment to reply to all members who have posted their replies, then why are you not able to show the same commitment in your job? As HR professionals, the first thing we need to do is stay away from ego. Talk to that concerned person again, sit with her, and understand the root cause for this particular issue. Don't run away. I am sure you will do it. Have persuasive power.

As one of our members suggested, maintain a profile of all mailers to and from the HR department. Keep all mailers confidential. Wait and watch. If after talking with her, she is not falling in line, ignore her. Ignorance is the best treatment for many personality diseases.

Also, I request either Mahesh or you to share the suggestions given by him. Let us also have the suggestions to keep us updated.

Hi Swetha,

I think the issue is role conflict. Tell your senior to provide a clear job description so that both he and you are aware of your area of work. Create a job description for each designation in your organization and have it approved and signed by your senior employees. Once that is done, the problems should not arise.

If you avoid issues, we will only spend time running away from them instead of learning from them.

Asha

Hi Shweta,

I think you have not cracked the icebreaker with the Business Dev Team as yet. In any startup organization, you may find the Business Dev team is a privileged lot as the organization needs to survive and may go to any extent to fulfill their needs and demands to reach the targets they have set. HR will be more in place to organize things and streamline everything in place as the organization moves forward. You should be communicating at all levels with the BD team. Do not get annoyed or frustrated at any point in time. Organize icebreaker games, small get-togethers, and communicate the organization's policies to all, and surely everyone would be approaching you for the right reasons.

"Attitude should accomplish your goals." - Sandeep_sable

Hi Shweta,

Which HR rules are not being followed? Could you please explain this? The best way to deal with such people is by following processes. Point out non-compliance from people should be documented. Issue a weekly or monthly report to the management. Let the group know - there will be a way!

Regards,
Ryan