I prepare a monthly report to one of our clients -it is a 2022 year end report.

Anonymous

January 13,2023 at 2:25PM UTC

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I prepare a monthly report to one of our clients -it is a 2022 year end report. For one section of the report, I require the input of an associate (not difficult information for him to compile) This associate is best friends with the boyfriend of the owner of the company (it's complicated!) When I request the information from my associate, the owner placates the associate instead of supporting my request for the information. If the client requests the status of the report, SHE will ask ME when the report will be completed -keep in mind I am waiting for my associates info for the report. I am looking for the right words to respond to her when this happens. This group is so helpful! PS She tends to respond well to a jovial response .. but it does not have to be.. I want my response to be strong and get my point across. Thank you!!

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Chrissy Regan SmytheJanuary 13,2023 at 2:53PM UTC
Let your boss know you are just waiting (name of associate)’s portion of the data and you will have it! Be honest but polite.
AnonymousJanuary 14,2023 at 1:10PM UTC
Thank you for your suggestion!
Yolanda SouthJanuary 13,2023 at 5:19PM UTC
Are you responding to the client by email? If so I would cc the boss and the associate and in the response state that you are waiting for a portion of the report that comes from another associate. Let the client know that you will follow up asap to get the report to them timely.
AnonymousJanuary 14,2023 at 1:10PM UTC
Yes responding to client in an email. Thank you for your input!
Mary PoolJanuary 15,2023 at 3:34PM UTC
The other responses are excellent, except it looks like you are not doing your job; it might be time to redirection the attention to department XYZ. You might consider finishing the report and, wherever their information is needed, state, "waiting for Department XYZ" to respond. Wherever you can, complete without it, stating, "information does not include XYZ; when it is received, I will provide a revised report if requested." In the past, I have submitted a report that simply said, "will provide more data when information is received from Department XYZ." That was the entire report. There is absolutely no reason for them to provide the data because you are taking the heat, so redirect the heat to them. Be factual, polite, and non-accusatory. Don't mention a person, only a department (which also puts their management on the hook).
AnonymousJanuary 15,2023 at 9:27PM UTC
Now that is the response I needed! Exactly, I am looking bad as the report comes from me but is delayed because of this associate. The client has no clue about the input from the associate. Thank you for your suggestion.
Joan Williams, Senior Talent Acquisition SpecialistJanuary 16,2023 at 2:48AM UTC
I'm not exactly sure who the "SHE" in capital letters is (the owner or the associate) but I would send an email to the owner saying "I have the report complete except for the data I'm waiting on from XXX (your associate)." Ask the owner when that information will be forthcoming and what timeline you should relay to your client.
Crystal HowellJanuary 16,2023 at 1:29PM UTC
The report will be completed as soon as the associate completes his section.
Stephanie HoultJanuary 16,2023 at 2:49PM UTC
It sounds like your associate is chronically late with this report and uses his relationship with your client to blow off sending you the information. If this is the case, I would consider trying a couple of things in the future.
1. Set up a meeting with your associate monthly to go over his numbers before you have to enter them in the report. This gives him a hard deadline, and you can review them together.
2. Talk to your boss/company owner about how this is affecting your (and the company's) relationship with the client. Your client doesn't want to have to email you every month asking when she sees the report. she wants it sent to her on a consistent date. Is your associate the only person who can access the data needed or is that something they could give you access to? His personal relationship with your client is affecting your company's professional relationship in a negative manner. Show him the emails you receive every month from her asking where her report is.
3. I don't like to air internal issues with clients, but since they do have a personal relationship, if the above solutions don't work, you may need to bring her in/fill her in on why the report is so late each month.
AnonymousJanuary 24,2023 at 2:17AM UTC
Your points are excellent!
EMILY KIKUE FRANKJanuary 16,2023 at 3:12PM UTC
When I had a somewhat similar difficult situation, I ended each week with an update to my boss: what I'd accomplished that week, what I was stuck on and why, and what was pending. The second part was, of course, the main reason I sent it. If things dragged on, I would add a note about how my boss could help. It was a bit of extra work for me but it kept me from being in the crosshairs too often, and provided a written trail of proof if things escalated.
AnonymousJanuary 24,2023 at 2:16AM UTC
Thank you for your input!
IntentionGirl299847January 20,2023 at 11:45PM UTC
Just reply "I will be delighted to give you that information, but as you know, John has to give me his report (or data) that I have asked for since December 1, 2022. Once I have that, you will have an answer."
Send it through email, make it have a read receipt that lets you know they read it, copy it and her reply and print it out for hard copy.
AnonymousJanuary 24,2023 at 2:15AM UTC
Great suggestion !
Liz MilneJanuary 22,2023 at 11:31PM UTC
Hi [Owner], I'm still waiting for [best friend of boyfriend] to provide the [necessary info] to complete the report. I've chased him/ her [however many] times, but no response as yet. Could you back up my next email to him: I can copy you into it, if you like?
AnonymousJanuary 24,2023 at 2:15AM UTC
Great suggestions.. thank you!