Question

Betty Powell is the manager of human resources for American Financial Corporation, a large financial services company. When she arrived back in her office Monday after being away for a week, she discovered that a staffing report due the day before was still not finished. The report was for the vice president of the company’s brokerage division, and Betty was supposed to give him the report by Wednesday.

Six weeks earlier Betty had asked Don Adams, one of her subordinates to collect the information and to write the staffing report. At that time she told him what should be included in the report and when it was due. It is not the first time Don has missed a deadline. His work is careful and meticulous, but he appears to be compulsive about checking and rechecking everything several times to avoid any mistakes.

Betty called Don and asked him to meet with her immediately. When Don came into her office, she greeted him and asked him to sit down. The following dialogue occurred.

“Don, I understand the staffing report for the brokerage division is not completed yet. The division vice president needs that report to prepare his annual budget, and he is putting a lot of pressure on me to get it to him immediately. When I gave you this assignment, you assured me that six weeks was ample time to do it.”

“I’m sorry that the report wasn’t ready on schedule,” responded Don, “but it turned out to be much more complex than I initially expected. I had to spend extra time verifying the figures from the branch offices, because they just didn’t look right. Just when I thought…”

“Look Don,” interrupted Betty, “this is not the first time you have been late on an important project. You’re supposed to be a professional, and professionals plan their work and get it done on time.”

“It would not be very professional to do a report full of mistakes,” replied Don. “It’s important to me to do quality work that I can be proud of. It’s not my fault that the branch managers don’t keep accurate records.”

“What types of mistakes did you find when you checked their records?” asked Betty. “Well..., I didn’t actually find any mistakes,” replied Don, looking embarrassed, “but after I entered the information into the computer and did the preliminary analysis, I discovered that the records were missing for one of the branch offices. I lost a week waiting to get the missing information, but without it the report would not provide an accurate picture of the division’s staffing needs. It’s a good thing I noticed the... ”

Betty interrupted impatiently, “Don, we have interns to do things like checking computer records and making sure they are complete. It sounds to me like you are not very efficient about managing your time. If you delegated some of these simple tasks, you wouldn’t get so far behind in your work.”

“The interns were busy working on the new financial reports,” Don protested. “I don’t get enough clerical support on any of my projects, and that’s why they are sometimes late.”

“Why didn’t you inform me there were problems that might delay the report?” asked Betty, her voice showing she was becoming very annoyed. “I could have found you some clerical support.”

Don was now becoming more defensive. “I tried to let you know last week, but you were on the West Coast for the management training workshop. I left a message for you to call me.” “Don, you have an excuse for everything, and nothing is ever your fault,” Betty said sarcastically. “You seem to be incapable of planning the action steps needed to do a project like this one. You should have checked the records before you began the data analysis. As for the missing records, it wouldn’t surprise me if they are buried somewhere under the piles of stuff scattered around your office. You have the messiest office in the company.”

Don looked sullen but did not reply. Betty continued her tirade. “Don, your career in this company is going to be very short unless you get your act together. I want that report in my hands by noon tomorrow, and no more excuses.”

Questions - PLEASE DO NOT COPY FROM ANOTHER ANSWER

1. What did Betty do wrong prior to the meeting, and what could have been done to avoid missing the deadline?
2. What did Betty do wrong in the meeting itself, and what could have been done to make the meeting more effective?
3. What should Don have done to be more effective?

Answer 1

Answer of 1

Firstly, in my view what Betty could have done differently before the meeting is that as a Manager she should have gathered more information about the issue with the report before jumping to conclusions about Don, she has assumed Don performance basis his past record and did not give him a proper chance for explantion. Secondly, Betty could have been more proactive as she know the importanace of this report and track record of Don. She could have more proactive in constant contact with Don during the 6-week period that he was given to do the report. As Betty was waiting until the after the date that it was due had passed. If Betty had kept in touch with Don for status of the report she could have seen he was struggling and gotten him some clerical help from interns to complete some of the tasks so the report could be completed on time.

Answer of 2

Firstly in my view, Betty started the meeting with greeting which is great thing but than slowly slowly as the meeting progressed she appeared to become angry with Don and then made comments that were belittling and demeaning to Don. From very start Betty did not give proper chance to Don to explain the reasoning why report was not submitted. She should have phrased her feedback in a much more positive manner to Don. This would have elicited a much less defensive stance from Don. He might have even left with positive strategies for improving his future behaviors and might have been more effective in getting the report done as quickly as possible.

Answer of 3

In my view Don was at fault in the same way Betty was. His main fault was that he should have kept in regular contact with Betty about the progress he was making or not making on the report. He also should have come straight to Betty when he realized he was going to have issues meeting the deadline, instead of waiting until the week it was due and she was on vacation. Don needs to learn some self-management skills in order to improve his efficiency and he also needs to learn to take initiative and develop his problem solving skills so that he is better equipped to solve problems, like the missing information, as they arise.