In our department we have an e-mail notification system setup where any employees' records which are raising issues get put into an e-mail and sent to me and my boss. We have another system for logging our notes and counseling info about those individuals that we talk to.
The problem is that my manager does not use the system nor does he reply to the e-mails saying "Handled", "I got this one", etc. I have to use the systems implemented, but he chooses not to. This causes two big problems:
- Double Work: I don't know who he has handled and who he has not (or why)
- Negligent Retention: Any of his notes or counseling info is not logged in the system for audits later or previous history checks, putting everyone (and the company) at risk for lawsuits.
The obvious answer is to communicate with him and talk to him. The issue I face is I do not know how to approach my manager and stating (ie implying) that he is not doing his job correctly (which he is not). I know it's not my place to tell my boss he is not doing his job right, but his not doing it right causes me to waste my time. How do I communicate with a boss that does not take criticism or ideas at all? What are some conversation strategies or starters for this issue? Do I do it in person or over e-mail? etc
Side Note: Another option I thought to avoid the communication issue would be to just reply to the e-mails and CC him saying "Handled". I am unsure if this will make me look naive or stupid because we get swamped with these e-mails so doubling up on them seems bad. We got so swamped and I had other tasks to handle that I fell a few days behind on these notifications that I had to lie about the dates I left voice mails for the individuals in question just to keep up. Is this idea of replying to the e-mails a good idea or no?