My small Tokyo-based team is scheduled to travel to our headquarters in the States next month for gathering of our world-wide colleagues.
One of my directs does not want to make the trip citing the likelihood of a strong aftershock within the next few months. (this is true) To be away from family when another 'big one' hits is a concern for me as well.
Our extended global team gets together once or twice a year. The meetings are important - especially to my manager. This direct has expressed mild reluctance to travel to HQ before the triple disasters. All of the other members of the Japan team are making the trip. My manager just made a visit to the Middle East.
I think she should go... but these are definitely stressful uncertain times in Japan. I am also nervous to leave my family but, this is what I signed up for.
Advice?
What are the 'words' to use?
Thank you.
Depends on priorities
Dear pjkraft,
first of all, my sympathy for your situation. I hope you're doing well, considering the circumstances. And I absolutely admire how the people in Japan deal with the situation.
Between the lines of your post, however, I read that your manager is based in Japan as well. And he seems to be traveling without a (visible) concern. In order not to appear in a negative light with him, you feel that you and your direct should be willing to travel as well. Correct so far?
Except for the one direct, the rest of your team do not object to traveling.
In my opinion, you'll have to answer one question for yourself: Where do you put your boundary for "acceptable" traveling: 6 weeks after the latest aftershock of magnitude 6.0 or larger? 4 weeks after the latest of 5.5?
The big one has been in people's minds since several tens of years: Everyone knows it's coming, but no one knows when. And the true problem doesn't seem to be the traveling itself (you wouldn't be there for the "big one"!), but to leave your family alone for the time.
I don't know how long the trip will take you away from your family, but I'd assume about a week or less. In my opinion you'd have a few options:
- send your family south to friends or for a vacation
- let your family stay with a befriended family in Tokyo for the time
- take your family with you for the business trip, on private expenses, of course
That's in case you'd go yourself.
If those are not your options, and you'd still want to stay home, nothing can be achieved without talking to your boss.
Considering she's traveling herself, and the meeting is important especially for her, you'll probably not gain many points. She may not even understand your issue; especially, if she's Japanese (from your name I assume you're not, your direct possibly not either), the Japanese attitude towards work and his employer can be quite different from an American or European attitude.
So, in the sense of "career tools" and "manager tools" (where the objective is to further your career and get promoted), I'd say you travel, and take care of the family using private means. But I know and understand how harsh that sounds.
If you still want to stay in Tokyo, and can live with the consequences, talk with your boss. But before you do, consider and figure out the alternatives:
- Is there a possibility for video conferencing? Then offer to participate during the US working hours, instead of or even in addition to the Japanese.
- What about remote desktop sharing? What is necessary from an IT perspective?
And consider some form of compromise: Travel, but on a shortened schedule (say, 2 days instead of a week) and offer to travel (if possible) during the US night, so as not to miss anything. Do the rest by video conference, as above.
As for the words, there's many people more rhetorically gifted than me, but I'd do it something like this:
"Boss, in the light of the permanent aftershocks, I've heard from one of my directs that she'd prefer to perform this next meetup virtually. I must say that I share (some of) her anxieties. Therefore I've researched the possibilities in that respect: The meeting facilities in the US-HQ, IT availability in Tokyo, total cost, etc. All in this power point presentation.
Would you consider an exception this year, having part of your Tokyo-team attend by video conference, at least part of the way? Considering the enormous general sympathy Japan gets from the rest of the world, I would not expect any objections from our international colleagues."
Since your boss will not be prepared for this discussion, the regular decision making agenda from MT is not applicable IMHO, so you'll have to give her time to think this through. And then, of course, the decision is in your boss's hands. If she refuses flat-out, you'll have to comply or fly...
But then again, maybe she's delighted someone offered her a face-saving way out, since she shares your anxieties as well!
I hope this helps somewhat. Good luck to you all!
Johan Bezem
http://www.bezem.de/
Johan, Thank you for your
Johan,
Thank you for your well thought out reply. Much appreciated. Most of of your assumptions were right on.
To fill in some of the gaps in the story: my boss is American and is based in the States; the trip is for a week; I'm not Japanese and I will be making the trip; it is my direct who is concerned; all other directs are also Japanese.
I love the technology idea and am afraid that the time zone difference and the constant moving of meetings will not make it easy. Also, culturally, Japanese would hate to be singled-out for 'special' treatment - especially when colleagues made the trip.
I think my next course of action is to sit down with concerned direct for an honest conversation. Explain that I understand, share the concerns, and that this is "part of the job". If still concerned, I can offer to give my boss a 'head's up' and then have the direct speak to my boss directly.
Thoughts?
Regards,
-Paul
Clarification
Hi Paul,
OK, a few incorrect assumptions from my side:
- your boss operates from the States; no wonder he's traveling, even through the middle east; as long it's not Libya, I guess it's not an issue.
- you share some of the anxieties of your direct, but it doesn't prevent you from traveling yourself
- your hesitant direct seems Japanese, as are her colleagues
Yes, you should talk with your direct, if only to get an idea of the intensity of the hesitation. Maybe my questions and suggestions from the previous post can be a help there.
And if nothing works for her, how about leaving her home? There's always the possibility for someone becoming too ill to travel, so leaving a team member at home may happen. Your boss may not be enthusiastic about it, but maybe he's considerate if it only concerns one team member. Of course that's nothing to discuss with the team for fear of precedent or gossip.
So, you're right: Next step is talk with your direct.
However (!!): You're the manager. I'd never open up a channel for her to talk with your boss. This would make you look less competent, admitting that this situation is one you cannot handle.
If need be, talk with your boss about leaving her home (having prepared a set of suggestions as indicated previously), and if that's not an option for him, it's your job to give her a direct order that attendance is required. My previous suggestions on what to do when deciding to travel may be used to lighten her load, but if attendance is compulsory, it's your job to make sure that's understood.
Your talking to your boss on her behalf will already be seen in the light of "asking permission", don't go any further IMHO.
If she wants to go that far, she may decide to report in sick on the day of departure. Nothing you can reasonably do about that, and then it's for her to live with the consequences.
Good luck!
Johan Bezem
http://www.bezem.de/