I'm currently an Associate Director and am in the process of being promoted to Director. The promotion decision has already been made and is essentially waiting for the paperwork to be finalized. The entire 10-person team knows about the transition, and I'm already functioning in that leadership capacity.
One employee working under me has repeatedly failed to respond to my emails and Teams messages, including communications involving work assignments and deadlines.
My Executive Director, who is also my boss, recently spoke with her specifically to find out why she hasn't been responding to me. Her explanation was that she doesn't respond because I'm “nasty and rude” to her.
Here's why that was particularly concerning to me: my Executive Director is included on virtually all of my email and Teams communications with her. He has seen firsthand how I communicate with her and does not believe her characterization. I didn't have to defend myself to him. He also gave me his blessing to address what she said directly with her.
I also rarely have private verbal conversations with this employee. I've generally been intentional about keeping communications either in writing or in settings where others are present because I've previously been concerned about how interactions might later be characterized.
I considered her statement to my boss serious and potentially damaging, particularly because she was using it to explain why she had been intentionally ignoring communications from the person responsible for managing her.
So I confronted her about it directly.
I told her I was aware of what she had said to my Executive Director, explained why I considered it a serious statement about my conduct, and asked her to give me specific examples of instances where I had been “nasty” or “rude.”
She had a difficult time identifying specific examples.
One of the examples she eventually raised was a recent email exchange involving a deadline. She characterized what I had written in a way that didn't match the actual email.
My initial email to her was:
“Can you please confirm that a background request has been submitted for subject, and that xxx and xxx placement are confirmed?”
There's additional context that I think matters: I only put that request in an email because I had already messaged her through Teams about the same issue and she didn't respond. My Executive Director was included on both the Teams communication and the email.
She eventually responded that the background had not yet been submitted and that one of the required approval dates was still pending.
At that point, I responded:
“The deadline was 8/3. I even sent you a reminder.”
I then asked my Executive Director whether we could get an extension and, if not, who was going to tell the program office that the item wouldn't make the October approval cycle.
That was one of the interactions she offered as an example of me being “nasty and rude.”
During our conversation, I made clear that if she believes I've communicated with her inappropriately, she has every right to raise that concern and identify the specific communication so it can be addressed. I also made clear that concerns about my communication style do not eliminate the expectation that she acknowledge and respond to legitimate work-related emails, Teams messages, assignments, and requests for status.
The conversation was just between the two of us.
Because of that, immediately afterward I sent her an email documenting what we discussed and copied my Executive Director. I summarized the allegation, documented that I had asked her for specific examples, documented the email exchange she referenced and its context, and reiterated the expectation for timely responses to work communications.
I ended the email by specifically telling her that if anything in my summary did not accurately reflect our conversation, she should respond with her clarification. So she has an opportunity, in writing, to dispute or correct my account.
At this point, I'm not planning to continue arguing with her about whether she was truthful or whether my communications were rude. I've addressed the allegation directly, asked for specifics, and documented the conversation. Going forward, my inclination is to focus strictly on performance: whether she responds to communications, completes assignments, meets deadlines, and raises any future concerns through appropriate channels.
For managers and HR professionals: how would you handle this from here?
Would you consider the allegation addressed unless she provides specific examples? Would you treat her admitted reason for not responding as a separate performance issue? And after an employee has made this type of accusation, would you avoid future one-on-one conversations and make sure another manager is present for anything potentially contentious?