my coworker took a video call from the bathroom, horrible exec is the boss’s best friend, and more — Ask a Manager

It’s five answers to five questions. Here we go… 1. My coworker took a video call from the bathroom

I was on a call with a vendor recently with about three people from each organization. Most people had their cameras off, and after the meeting topics were covered, I began to ask some follow-up questions of the other account manager, who hadn’t been needed on the call until then. I said his name to get his attention and started talking about future things I thought we should be planning. I noticed him turn on his camera and I commented that it was dark where he was. As I kept talking, it became clear that this person was sitting in a dark bathroom with his phone on the floor in front of him. I froze briefly but somehow managed to keep talking as he pulled up his pants, flushed the toilet, and carried his phone down the hall back to his desk. Normally, when someone makes an embarrassing mistake, the polite thing to do is to pretend you don’t notice and move on. At some point he turned his video off, so he must have realized he had inadvertently turned it on. No one else commented. But here’s the thing — that meeting was recorded. The recording is on their system. Speaking up could save this person embarrassment or worse if one of his colleagues noticed what was happening. Should I risk making it worse by bringing it up? Leave it alone? Should I have spoken up while it was happening?

Is this a recording that anyone is likely to watch? Is it more “we just record most meetings by default but no one ever goes back and watches them” or more “a VIP wasn’t able to attend and asked us to record it and will definitely watch it”? If it’s the former, I’d just leave it alone. The video will sit on a server for a while, and then will meet whatever lonely death greets all the other unwatched videos of corporate meetings. If it’s the latter … well, I still don’t know that you need to bother. If you’re close to the coworker, maybe. If you manage him, definitely. But otherwise, meh. (To be clear, if you were concerned this was intentional exhibitionism from your coworker, my advice would be different, but it doesn’t sound like that’s the case.) But if anything similar ever happens again, ideally it’s best to speak up in the moment and say, “Hey, Karl, your camera is on — please turn it off.” Related: I flashed my entire team during a video call 2. Our horrible exec is the boss’s best friend — and I’m HR

When I took my job as HR director in August 2023, the leadership team seems super excited to have me join the team, but since then things have changed. The COO is the worst leader I have ever worked with and, to make matters worse, she’s the CEO’s best friend. I complained about issues with the COO to the CEO, and her resolution was to move me to report to the CFO but not give the COO any reason for making this change. The COO isn’t stupid and I’m sure she knows I complained. She has started ignoring me and only speaks to me in situations where it’s 100% needed. She asked that I cc my supervisor on all emails I send to her, so I did this and now she circumvents me with the response and goes to my boss, who either replies to the email or talks to me. The COO is so non-responsive to everyone though, so I can look past this. She also feels she doesn’t need to be held to the same standard as other managers and directors and doesn’t meet deadlines. For example, performance reviews were due May 31. She still has not turned in any evaluations. She went to my boss and got him to push the deadline back to July, which isn’t fair to the other supervisors who completed their reviews on time or the employees who are left waiting. Can you give me any advice on how to make things a little better and easier here? I’m starting to look for other opportunities because I feel like this will never get better. Can you provide me any kind of hope or is it useless?

It is useless. The COO is the CEO’s best friend. The situation isn’t likely to change. Your CEO has made it clear that her best friend is allowed to run roughshod over everyone else and won’t be held accountable. Meanwhile, HR can only be as good as the management above you lets you be — and you’re going to be both hamstrung by and associated with the incompetent management around you (and in many cases required to enable it too). You could certainly try talking to the CEO again, or your own manager, but at best you’re likely to see minor changes around the edges only, not the kind of fundamental shift that’s needed. You’ve got to either accept the situation is likely to stay more or less the same, or start looking to get out. 3. Should I send an audio file when requesting an informational interview?

A friend suggested that the hot new thing is to provide an audio file with a letter to request an informational interview. The audio file (MP3) can be sent alongside the letter (PDF) or embedded in the PDF. The audio file would feature my voice and would describe the request letter with headshot. Then my voice would read the text of the letter. Have you heard of this technique to book informational interviews? Are audio files trending or is this a bad idea?

This is not a thing. I don’t doubt that some random person out there is trying this out (because you can find random people trying out all sorts of weird stuff), but I can tell you that 99.9% of people who receive these requests won’t take the time listen to an audio file, versus just reading a letter that they can quickly skim. And it’ll look odd that you expected they’d want to. (Also, if you were going to include it — which you shouldn’t — why would the recording just be you reading the letter? For most recipients, that would move it from seeming very odd and out-of-touch to an even larger strike against your judgment. (Also, definitely do not include a headshot.) 4. Should my company reimburse me when I tip during business trips?

I have a question about getting reimbursed for tips associated with travel costs that are otherwise getting reimbursed. I’ll be going to a conference next month as a presenter, and when I was communicating with an organizer about logistics, she let me know that I should Uber/Lyft from the airport to the hotel, and that I would be reimbursed for the trip, but “not including tip.” I’m really unhappy about that policy, and I’m wondering if there’s any way I can push back on it? I’m also concerned about whether or not this no tip policy extends to any meals I get reimbursed during this conference. But so far I’ve been struggling to find a way to frame it that doesn’t come off as judgmental or holier-than-thou.

You absolutely should get reimbursed for reasonable tips. They’re part of the cost of business travel, and you shouldn’t be paying for business expenses yourself. It’s in no way holier-than-thou to point that out! Talk to whoever has authority here and say, “Tipping is an expected cost of some services when traveling. I don’t think employees should have to pay out of pocket to cover those costs when we’re travel for work, so I’d like to ensure that reasonable tips can be included in my expense reimbursements.” (Also, before you have this conversation, check any written policies your organization has on expenses; it’s possible the organizer is just going rogue here.) 5. How to tell a previous applicant not to apply again

In the spring, I interviewed a woman for our summer internship. Based on her answers and attitude in the interview, I did not hire her. However, she keeps emailing to ask about fall Internships. How do I gently let her know that I am not interested in hiring her at all?

“I appreciate you taking the to meet with me earlier this year. I don’t think the fit is right for our internship program, but wish you the best of luck in your search.” It’s kinder to just tell her than to let her keep harboring hopes that she’ll be accepted this time. If there’s some relatively easy way to explain your reason (“we look for applicants with a stronger track record of X”), you can do that but you don’t have to. You also don’t need to explain all your reasons; if one reason is skill based and the other two are attitude-based, just explain the easier first one. Alternately, you can just point her to your fall internship application process, let her apply, and then decline her application — but with someone who’s emailing repeatedly, I’d rather just tell them.