Secretary's slack work, not affair, is your business

Q: For the last two years, a secretary in our office has been having an affair with one of the executives. Both of them are married with young children.

My problem is not with the affair, as these people are adults and can do as they please. However, the secretary has become so distracted by this relationship that her work has suffered considerably. She used to be quite friendly with everyone, but now she has time to assist only her boyfriend.

Top management thinks very highly of this woman, so if I speak up, I'm afraid I'll lose my job. Most people know about the affair, but they turn a blind eye to it. I'm not sure how to handle this situation.

A: Does the secretary's romantic distraction create problems with your own work? If so, talk with her about any tasks that are being neglected.

Her affair is irrelevant to this discussion. You need to focus on the result of her inattentiveness, not the presumed cause. For example: "Mary, I'm concerned about the turnaround time on my monthly reports. They seem to be taking longer and longer to complete, so we need to agree on a deadline."

If this fails to do the trick, tell your boss about the secretary's lapses without mentioning her love life.

If this woman's infatuation has no effect on your job performance, stop fretting about her shortcomings.

Q: After my supervisor retired, I was promoted to fill his position.

He allowed one employee to come in early and leave early. The owner said that I must put this woman on the same schedule as everyone else. I'm not sure how to approach her about changing her hours.

How can I fix this without losing the employee?

A: Your boss has made his expectations clear, so you must tell this employee that different work hours no longer are allowed. You can say that this directive came from the owner, but explain and support his decision.

For example: "I know you had a special arrangement with our former boss. But because varying schedules create confusion, the owner wants everyone to work the same hours. So I need for you to start coming in at 9 and staying until 5."

If she has unique and unavoidable circumstances, consider discussing them with your boss. Otherwise, be sympathetic but firm. Give her a week to adjust child care or transportation plans. Then monitor her hours to be sure she complies with the policy. If she refuses, talk with the owner about next steps.

Unless this employee has irreplaceable abilities, don't worry about losing her. If she chooses to leave, you'll simply find someone who can work the required hours.

- Marie G. McIntyre is an Atlanta-based workplace coach. Her weekly column is syndicated by Knight Ridder/Tribune News Service. Send questions at www.yourofficecoach.com.