Amused but concerned

Coworker keeping dossier on colleagues

The situation I'm about to describe used to amuse me, but just recently an organization change has resulted in the person about whom I'm writing to report to me. Now that I am her manager I feel a responsibility, but I'm not sure how to react. Here's the scoop. In my division there is a shared "pod" of PC printers. Only the senior managers have printers in their offices. It has been known in our department that regularly pages of "notes" have been found in the printer pod that describe the personal lives of various of our colleagues. The references are transparent, as initials are used, and the notes are about things that are known, not secret, but nonetheless personal, for example, Mr. Colleague #1 has three children, names X, Y and Z, they are these ages and Z just had a birthday party at such-and-such location. Or, Ms. Colleague #2 had a date last night with a new guy she's interested in but not sure he'll call again, etc. I assume these notes are the recountings of conversations the person has had with each person described. I can't for the life of me understand WHY the person is doing this, but I assume it's either a memory jogger for future conversations, or it's fodder for her future Great American Novel, or whatever. Until now, I didn't really care. I just made a point never to involve her in personal chat about my life. Well, now I care. It is distracting and a waste of company time at best, and a yellow flag of something wrong at worst. I don't want to overreact or embarrass. I'm new to this manager role. I'm not sure how to proceed, but I don't want to have regrets. Assuming I talk with her, should I ask her to stop? Anyone else tread these waters before? What did you do and how did it turn out? -- S.A. in Overland Park, KS

NuKazoo readers shared their experiences:

Go to HR -- counseling you through things like this is one of their responsibilities.  It is clearly inappropriate professional behavior and should be addressed.

-- Sara from Chicago

The fact that the notes are found at a public printer makes them fair game for conversation.  At a minimum, they’re not work, which is what the person presumably is paid to do.  Yes, bring it up.  Yes, ask her to stop. Why? Because no good can come of continuing, even if no bad comes of it. 

-- Janice in Bethesda

I once managed a guy who was clearly not cut out for his job.  As his poor performance became known, he became increasingly disgruntled.  At the beginning of this downward spiral, I began to notice he was asking for everything that I thought could be covered in a conversation to be put in an email, e.g. my reaction to his reports, my comments on his assignments, deadlines, etc.  It was odd, but I didn't put together all the pieces until months later when, after I fired him, he filed a lawsuit against our company.  In hindsight, the "note-taking" should have been a heads-up.  So, my advice is, beware.  Just pay attention as to whether those notes have anything to do with her, your or anyone else's job performance.

-- Steve in Hinsdale, IL 

Don’t you have more to worry about as a manager than someone’s idle note-taking?  As a manager I save my confrontations for the big stuff.

-- Kathryn from CO

Things said in private should not be made public.  Some topics, health matters for example, are illegal to make public, and if your subordinate is getting into such matters concerning coworkers, she may be exposing himself and your employer to fines and regulatory action if in violation of the Health Insurance Portability and Accountability Act (HIPAA).  I am in HR and am sensitive to shared info of a personal nature.  You should nip this one in the bud.

-- Jules from McHenry, IL

So, you confront her.  She says she's awful at small talk and is seeking counseling for shyness and her therapist has told her to "note-take" as a way of feeling confident in future social conversations.  Where does that leave you?  What leverage do you have?  Are you really going to pursue this and go up against some psychologist's prescribed treatment?  Do you care enough to go to the mat on this one?  I say monitor.  If the notes become too personal, threatening or other such red flags, then you act.  For now, do nothing.  My experience is you can't stop people from their peccadilloes.  You can just hope they check most of them at the door before coming into work.

-- Dave, Davenport, Iowa

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