HR Question - Long

DH and I own a small company. One of our employees has arranged to meet for drinks with one of our biggest clients without clearing it through us. This is not a policy but I sort of assumed that people would know enough to notify us of anything that goes on especially with a client that took us over a year to get.

So, I think the employee thinks that she is making a new friend (she is not from the area), but the client assumed that the account manager would be there as well as sort of an "us entertaining our client thing" and emailed to see if the account manager would be coming. The employee forwarded the email to the account manager and was like fyi we are going out, no big deal if you can't make it.

The account manager is understandably upset because this is his client and everything should go through him since this account is a large part of his livelihood. This employee can say inappropriate things sometimes, although I think her intentions are always in the right place for the most part.

My question is, do we have a right to question her about this meeting and who set it up and why she would think it is ok to meet up with our clients outside of work? Do we have the right to make a policy that any and all interaction with clients outside of the office be cleared through us and put consequences in place if not? I am confused about how much we can control since it is technically her personal life.

Thanks! Oh, please don't quote because I may wind up taking this down at some point.

Thanks!!!

Re: HR Question - Long

I def think you have a right to question her. I would not do it with a nasty tone, but IMO, that was wrong!

Re: HR Question - Long

I would definitely say something to her in a non confrontational manner. For all you know she could give out confidential info or screw up the pending deal.

Re: HR Question - Long

Thanks ladies! That's what I was thinking too. It is a signed account, but we are just starting on it. It's a big one for us.

I think she may have mistook a friendly younger client for someone that she can be friends with but I am baffled that it even got to that point. She does work on the account so we want them to have a good relationship but going for drinks just seems so major. Especially because it should be us treating and I know she isn't going to be offering to pay for everything.

Re: HR Question - Long

I think you should definitely talk to her about this. There is definitely no need to get nasty with her because it seems like she really did not know that what she did was wrong.

I would use this as a good opportunity to talk to her and explain to her what you and your company expect in turns of client interaction. Explain how important this person is as a client and explain the etiquette involved with entertaining clients. Also make clear what her role is with regard to clients.

Re: HR Question - Long

Are we allowed to ask her to sign that as an addendum to her employee agreement?

Re: HR Question - Long

Even though she is an employee and this is after work, etc it is still a client therefore, it would have been common sense to inform you guys about it. I would not place any "punishment" on her but maybe just a gentle reminder to notify you guys so you are aware - it is, after all, YOUR business!

But I am confused, why would going for drinks be something major? I know people who take clients for drinks / dinner all the time

Re: HR Question - Long

The other thing too is that you also don't know what the "friendly younger client's role is this is too. If he has or is developing a good, friendly working relationship with her, then I would include her when you take him out for drinks, etc. You want to keep the client happy

Re: HR Question - Long

Our business it mostly virtual so we are not in the same state or country as most of our clients. We've only met probably 15-20% face to face and although we have good relationships meeting in person is rare.

My mom is in sales and she is constantly wining and dining her clients, but this employee is not in sales. It's just a lot of in person time for one of our employees to be spending with a client.

I know it sounds wierd...

Re: HR Question - Long

Posted by KrisT

The other thing too is that you also don't know what the "friendly younger client's role is this is too. If he has or is developing a good, friendly working relationship with her, then I would include her when you take him out for drinks, etc. You want to keep the client happy

Re: HR Question - Long

Posted by dgirl

Posted by KrisT

The other thing too is that you also don't know what the "friendly younger client's role is this is too. If he has or is developing a good, friendly working relationship with her, then I would include her when you take him out for drinks, etc. You want to keep the client happy

Exactly right. This is why I wanted to know if we are allowed to question her as to how this has come about. I know we have to be so so so careful with what we say to employees.

Re: HR Question - Long

stop this immediatley. You need to talk to her about the implications of what she is doing and how it may effect your business.

Please let her know you don't want to infringe in her personal life at all but she may not realize what it "looks like."

If the account manager is not there, this should not happen.

Re: HR Question - Long

Thank you for all of your responses everyone! We've been able to tactfully handle the situation and also get the message across about appropriate behavior.

We are also instituting a new policy for client interaction but were able to be gentle enough to not embarrass the employee who I really do believe is just a little clueless.

Thanks!!