Needing Advice

Anonymous

March 24,2023 at 1:17AM UTC

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Needing Advice

I am training two new hires at my current job. There are a few issues I am running into.

1st - The manager over the two seems to not take accountability for her team. Keep in mind that I am Not a manager, I am a regular non-exempt employee. It has been placed on my shoulders to set their training goals with timelines, set their schedule on training, and also train them. All of this on top of my already jammed packed schedule.

2nd - It seems like one of the individuals is just not catching on. We have been training her on my process since early December 2022. I have explained in detail the overall goal of my process, forwarded step by step instructions, and have sat on the phone screen sharing for several hours with them taking control and me showing. I do this no less than 3 days a week. I have used all the training I am getting in college to try and help her understand the process. I am currently on my 4th try of implementing a way to training hoping this one sticks. It is super hard to train on a process based 100% in excel when the individual does not know even short keys.

3rd - The second individual seems smart and a fast learner. However, she is super distracted. She has her baby with her on most days. We work from home, so we try to be super flexible. While I am training her baby is crying in the mic. She does not even mute herself. Then letting her take control.. she is lost and confused. She will go to the higher up and tell them that she needs more and is tired of sitting stagnant. She does not know the end goal (which neither do I because the manager has yet to give a solid plan).

I am at my wit's end. I have said something to my manager, and I feel like she does the same thing by asking me what the goals should be, what I think is the best schedule. Just in a nicer way. They have nonchalantly discussed distractions in team meetings and being active during core hours. Conveniently, the one with the baby had a babysitter on the day of the big meeting.. So I look crazy. I do know that I am not the only one that hears it. I love my job and enjoy the people I work with.

Am I overreacting? Is this all considered my "job" because it is my process? I feel like it is above my pay grade! I feel taken advantage of because I willingly take on anything and everything! Also, any extras over my process the big managers come to me instead of the manager over my process, tbh she has no idea how to process this anymore.

Sorry for the long rant. I am feeling overwhelmed but do not want to seem like the job is too big for me.. I just feel underpaid if this is the job they expect me to do. Pay raises are out of the question during the year and I can not get promoted until I receive my degree... and damn does that seem so far away.

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Erin VegaMarch 24,2023 at 2:48PM UTC
Sounds like you need a drink...lol.. kidding.
So I have been in your shoes and understand the exact same feeling of being overwhelmed and unappreciated. Let's tackle this like you would eat an elephant...one piece at a time.
I would first approach whoever their direct report will be and go over training timeline and the issues you are having with both of them. Take notes on what you need to train them on and use a template to write up a training plan for each.
First address the distractions and implement the 3 question rule. What's this 3 question rule you ask?
Let the employees know their timeline to finish up training.
Let them know the resources available to them for any questions and help with the processes.
Tell them it is wise for them to take their own notes because after the final day of training the 3 question rule comes into play.
>The first question that the employee has will be answered and an explanation of the process will be given.
> The second repeated question that the employee has will be answered with no explanation and I will be irritated. (Wise for them to take notes).
> The third time the employee comes to me with the same question from 1 or 2 even if words have been rearranged, this question, will NOT be answered and instead met with a check your notes and be ready in 15 mintues to give me a training of the process with that involved question.
I have only had to say no and sit through a training twice now. But guess what the repeated question was never asked again.
The more you hold these trainees hands, the more they will take advantage of this. These will be the employees who tend to have imposter syndrome and will come to you with any little question and want the answer instead of looking at their resources. So nip it in the bud now.
I would say a good timeline would be until the end of the month and the first work day of April will be your last time training and the rest of the week each trainee will do a preliminary training session where you will take notes and provide feedback. With the final two days each trainee will perform their final training session and receive your feedback. Let them know the 3 question rule and turn them loose.
It is not your job as the trainer to be training them for the rest of their career. You provide them with the resources they need and train them on the processes in the beginning. However, four months later and you are still training if just too much.
Common sense would tell a Mom that even though you work from home it is not bring your baby to work everyday. As a work at home Mom, I lined up daycare for the hours I worked. Is there a work at home policy in place? If there is one than the employee needs to be made aware of it. Or at least told that during training sessions if the baby is there the mic must be muted as it is a distraction.
Put your foot down now with these employees. Speak with managers about end result for them and set up training timeline. I would set it for no longer than a week and let the managers know this. Gather all the resources they will need and / or let them know where the resources can be found. Let them know the training timeline in writing and clear expectations. Does your process have an SOP written? If not, it is time to put the process in writing for the entire team. Basically following one question when writing it. If you were to leave the company right now, could any employee pick up the SOP and immediately start working without training?
I understand and empathize with you about the feeling that this task is above your pay grade, but let me tell you to get that feeling out of your head right now. This is your chance to shine as a trainer and show management that you are a team player and leader who is able to step into any position within the company and handle iit like a boss!!
The ball is in your corner and you have all the power to create your career future.
AnonymousMarch 25,2023 at 3:06AM UTC
This was very helpful! Thank you!
AnonymousMarch 24,2023 at 3:03PM UTC
It sounds like you have one that is underqualified and one that is qualified but distracted. For the underqualified one, was knowing and understanding Excel a job requirement? If so, she may need to take a refresher course. Perhaps you can suggest one for her and have her complete it before you try to reinvent the wheel. Check with her manager to see if that is something that their budget will cover or something you would have to have her pay for and try to navigate how/who to tell her that it needs to be done.
As for employee 2 with the baby, if you are hosting the session, you should be able to mute her microphone (I know on Zoom it is possible), so you are in control of that issue.
I know it is hard when you are responsible for someone's learning and have no control over their performance evaluation or the ability even to discipline them. I would suggest talking to their managers about the training performance issues and asking for their input. Perhpas offer weekly progress reports.
Liz MilneMarch 27,2023 at 2:07PM UTC
For the 2nd one - ask her how she learns best. For me, it's reading it through in my own time, then watching someone else do it. Then I try it under their guidance, and finally, I try and do it by myself: a mix of reading and hands-on. If you tried to train me by just talking at me, I would be flustered and would not be able to cope, no matter how many times you repeated yourself.
Everyone has different ways of learning, effective teaching is all about finding out which way works for which students and giving everyone a good shot of success.
For the baby one - honestly, I hate this *thing* that has come up. It's hard enough being a mum and working full time, never mind trying to do both at the same time! Can you make it clear to her to have someone around to take baby for the half-hour or hour of the meeting, so she is not distracted when you're explaining things? Even if baby is with her when she's working, she does need some times when she can focus 100% on her work - we're going to end up in a situation where bosses refuse to hire young women again 'because they can't focus on their work bc of babies'... Big step backwards... :(
It sounds like a nightmare, I hope you get the support you need or find resolution somewhere... xx
AnonymousMarch 27,2023 at 3:01PM UTC
I agree with the below suggestions but have a few more. It is imperative that you not only find the way that they learn best but that you can show that either you can train them or that they are not grasping the training.
Have the one who is struggling teach the other one and then have the other one teach the first one something else.
Take small chunks of the training and not only have them train each other but also provide a quick challenge (quiz) and reward the first one with the correct answer. (Rewards can be a post that they got the answer correct)
At the end of the work week have a small quiz on the items you have trained them on and invite their manager to participate.
AnonymousMarch 28,2023 at 1:48PM UTC
Wow!!! I think I would be inclined to tape these learning sessions you are leading, as that will provide ability not only for the 2 attendees to watch it back for additional reinforcement, but also to enlighten your boss as to the reality of what is going on. Who knows... maybe baby mana will finally get a clue and step up to the plate if she sees how distracting it is when she's unable to be fully present. I would also suggest she take a course in Excel online to learn the basics of the program. It's tough enough having and raising little ones... I feel for her, but it's unfair to you, the other mentee, and the company.
Jennifer AndersonMarch 28,2023 at 2:46PM UTC
It sounds like everyone is talking to you about how to train these two employees and I am going to instead talk about you. Some managers are not willing to promote until they see that the employee can do 80% or more of the job. Is it possible that your boss responded to you in the way they did because instead of being a good mentor they are trying to see if you can figure it out or if you have the skills to do the next level of the job?
If these were your staff, what would you do? That is the conversation you might want to have with your boss. Very simplistic example but
Hey Boss - I have done X, Y, and Z to train these employees. I have used the following training methods... My evaluation of both employees after XX days is
Employee 1 ...
Employee 2 ...
I wanted to check in because these two staff members are taking up NN hours in my day and I am trying to figure out whether you want me to continue to focus on this to hone my training skills or if you and their manager would like to have a discussion about next steps.
THEN LISTEN
The words will be there but they may not be obvious. Many managers try to lead their staff to the correct answer instead of just saying ... DO XYZ. I don't know why that is. The key here is to listen to not only the words but also the meaning.
If you need it in plainer language, then ask for it that way. Boss, I hear you saying XYZ but I'm feeling stressed and overwhelmed. I'm happy to take this on temporarily if this means you are looking to me to be a leader in the department but I would like to put a time limit on it. Can you help me determine when this training will be considered complete OR are you thinking of adding a people leader position to my role in which case, I would need to move some of my current tasks to others.
You will need to figure out the best way to communicate with your boss as it sounds like they are not communicating well with you. If you can do this, then you will have learned a valuable skill and can take that forward as a new tool in your toolbox.
Good Luck!
AnonymousMarch 29,2023 at 1:16AM UTC
Glad to see this! I did have this exact conversation (with my manager about the trainees). I am taking a step back from training and letting them find their footing. I have set deadlines on when they should have this material down. It seemed to work this week! We have had mistakes, but this apart of the process. My manager did schedule trainings with them to get them on other things as well! (One of the new hires have been late to some those as well. Just hope her intentions are good with her commitment to the team.)
My manager is also not the manager over them, their manager puts in little effort and constantly going to their boss for instructions on what the goals should be, the next steps, and how she should manage. However, maybe with more mentoring from her manager she can become great!
I feel beyond guilty feeling like I do. I do know my work ethic is not my neighbors. I also have tried to keep in mind that my common sense is not my neighbors and this is okay, This is what sets us apart. <3 I really appreciate all the advice. It has been helpful!
Erin VegaMarch 30,2023 at 11:10AM UTC
Great to hear!! I was hoping you would be back to post an update. At this point you have done what you can for them and now it is up to them to stand on their own two feet. I truly believe that you can train anyone. But how long that it takes for them to learn is up to them.
AnonymousMarch 28,2023 at 6:27PM UTC
Girlfriend, its time to learn to say the word no. If this training is "your" process why not write a playbook/guidebook with tutorials and then have it be done by each individual hiring manager directly. If your own job description does not include training others then you should speak to your manager about either and increase or role enhancement (if you want to keep the training) to cover the additional work you are doing. If not then its frankly time to sit your manager down and let them know while you have enjoyed doing it for a while you are now finding that it is deterring you from your own career aspirations and goals and that is no longer working for you. Suggest that they use your playbook for the purposes of training others or to find another resource. Let them know that your work load is out of balance and that you are struggling because of it. Now as for the folks you have been dealing with, not to defend but everyone learns differently. Some folks learn by doing and others by reading or watching others do. Children do not belong in any meeting and if you find yourself in a meeting with someone whose child is in there cancel the meeting and let them know you will be rescheduling when they can get undivided time to focus for the content. Don't stand for the crying and other nonsense, you are there to work not to babysit no matter if its WFH or in office. Definitely firmly set the line on that. If that person needs special requirements for their babysitting issues direct them to HR for help there. Be sure to document everything in clean format for yourself and stay on the straight path for the work that is essential for your own job.
AnonymousMarch 29,2023 at 1:16AM UTC
Completely agree!