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Being nice to others can
be nice for you

I can never get any of my paperwork through the administrative office," Steve Lau complained to his friends as he was eating lunch in the company cafeteria. He continued, "No matter what the issue is -- travel reimbursements, purchases of equipment, or requests to hire temporary help -- there are always delays and memos about rules and regulations that I am not following. I don't want to cheat anyone, I just want my paperwork to move in a timely manner."

Steve then addressed one of the others at the lunch table, Charlie Von Epps.

"You never complain about paperwork, Charlie! And you always seem to have new equipment and temporary help when we are especially busy."

At the end of the lunch hour, Charlie reminded the others that Sylvia Poole in the administrative office was having a birthday next week.

Steve did not seem interested in Charlie's news.

Companies can have admittedly detailed and cumbersome administrative procedures, especially for matters requiring monetary expenditures. Legal requirements demanding careful accounting combined with long standing rules associated with specific companies result in red tape that can frustrate the most patient employees.

There are ways, however, of minimizing the burden. One way is for employees such as Steve and Charlie to develop friendly and respectful relationships with people in the administrative office.

Charlie seems to have done this, as shown by his statement that Sylvia is having a birthday. Charlie probably has developed a positive relationship with Sylvia, and he remembers events such as birthdays and anniversaries. He may also know of Sylvia's hobbies and can let her know when he reads something in the newspaper that is related to her interests.

Given a positive relationship, Charlie is likely to receive help from Sylvia on administrative matters. For example, Sylvia might need more information about a purchase that Charlie wants to make.

She could delay her approval until Charlie makes an inquiry, or she could call Charlie and tell him what she needs.

Given that she has a positive relationship and knows that she will not be barked at, she is more likely to take this extra step than she is with someone who might give her a sharp retort.

Sylvia might also share information about new policies in the organization.

People in a company's administrative office often are among the first to hear about developments that have costs associated with them.

For example, Sylvia might hear that executives have earmarked money for computer upgrades and, because of their discussions, know that Charlie wants a new monitor and some program-management software. She might call Charlie to advise him to put his request in as soon as possible.

Another way of cutting through red tape is to have respect for the work of administrative officers. It is easy to disparage them with terms such as "bean counters" and "paper pushers." However, company employees should keep in mind that administrative officers have a tough job. Few people thank them when paperwork for items such as travel reimbursements moves quickly. If they make a mistake on monetary reimbursements, on the other hand, then they have to explain their actions to their supervisors. If administrative officers approve reimbursements with insufficient documentation, then they come under suspicion and their actions will be remembered when they are up for merit raises or promotions.

Employees such as Steve and Charlie are well advised to know exactly what administrative officers need and they should provide it in a timely manner. Everyone comes out a winner. Administrative officers can do their jobs, people putting in requests see the paperwork move quickly, and positive relationships in the workplace are nurtured.

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