Recently I have been asked to take verbal directive to bypass a procedure in our company. The person giving the verbal does not own the process however, I do work weak matrix to functional structure and they are in charge of the group I support. I feel like verbal is too risky and I should get something greater in writing. Am I totally off base? Saving Changes...
Mark WarnerProject Manager| AURATucson, Az, United States
Assuming you're going to follow this verbal instruction, I would first do two key things:
1) send an email to the requester that says somethings like, "As we discussed verbally today in your office, I am directed to bypass procedure X. Please confirm this by replying "I agree" to this email. Thank you."
2) I assume (hope) you keep a work journal. If so, make an entry that explains what happened and why you're taking the course of action you are. If you don't keep a journal, then at least send yourself an email "to the file" that covers the same information and "time stamps" the decision.
I hate to say it, but this kind of CYA action, even in benign, friendly organizations, is important. Saving Changes...
Hector ArochaSenior Consultant| Intrinz IncNoblesville, In, United States
As always, great feedback from all participants
If it helps, the company policy on approvals could be reviewed to assess the validity of such approvals. Also, the context where it was provided may impact its validity as hierarchy, platform and circumstances may provide a framework for the above validity. (Approval from the CFO or CEO on a leadership meeting validated or not by a meeting record)
Last but not least, the legal background would also impact verbal approval validity as some countries may enforce it while others will not Saving Changes...
Manuel PerezProject Management Coordinator| Las Vegas Valley Water DistrictNorth Las Vegas, Nv, United States
Word of advice, verbal is never enough! You will learn the hard way if you don't require a written confirmation on all verbal agreement. Sometimes you drafting written communication confirming what the discussion was about and what any directives might be and requiring a response confirming them is all you need. And off course, never agree to change or do anything that is not within your authority (i.e. approval for a contractor to do work without a signed charge order or written authorization from the contracting officer/manager). Saving Changes...
