How do I address pilfering at work?

[Lets Get Going]

I was silly enough to volunteer to run our office Snack Bar. It's an honor situation, I put snacks out there and mark the prices on them. I don't do it for profit, I mark everything about 10 to 25 cents over cost...hardly enough to pay for my gas and time.

I receive multiple compliments on how well it is run, always a great variety (candy bars, granola bars, five different types of soda), I listen to everyone's requests for goodies and if I can get them at a good price, I stock them. People asked for "healthy snacks" but then don't buy them...go figure.

I also handle the coffee club, $5 per month for unlimited cups, or 50 cents per cup. Again, hardly enough to pay for supplies. I should add...the price was $2 per month, 25 per cup until this month when I was forced to raise the price. You should have heard the grumblings....

My dilemna is this...I am losing alot of money on this project. Evident I have alot more "pilphering" going on then I expected. Each month I put in at least $100 of my own money, use my own Costco membership, use my own gas and spend at least five hours per week shopping and stocking the snack bar.

I was happy to take on the project, and I enjoy the many compliments I get, but it's getting to be too expensive. I can afford it, but should I really have to?

I have been toying with the idea of a politely worded email asking people to be more "mindful" of the honor situation. Maybe just posting a note asking the same thing, or...and since I'm getting p*ss off about it...a frank emails telling people to stop stealing or I'll shut it down.

What do you think?

Did I mention I work in a law office????

 

[DeniseM]

I don't know why you are letting people take advantage of you like this. I would simply pack up the stuff and take it home and post a brief note stating why you aren't doing it any longer.

 

[Beaglemom3]

I don't know why you are letting people take advantage of you like this. I would simply pack up the stuff and take it home and post a brief note stating why you aren't doing it any longer.

Agree 100%.

At the current rate, that'll be $1,200 yearly out-of-pocket (not counting the other costs you mentioned).

I commend you for trying, but time to stop. The pilfering/forgetting to pay up is unacceptable.

If management or the partners ask you to try again, tell them you will, but they need to provide a petty cash budget to you. Any money from this (if there is any left) can go back into petty cash. This way, those who pilfer are doing from the company, not you.

 

[LLW]

Many offices don't have snack bars - just a coffee club. Office snack bars are often run (and financed) by the company and staffed on company time. It is quite unusual for an employee to do it on a personal basis. I would at least involve management on the pilphering problem.

What is your objective in doing it? Is it so that you can get a good performance review? It's got to cut into the time you spend on your job duties.

 

[Lets Get Going]

Many offices don't have snack bars - just a coffee club. Office snack bars are often run (and financed) by the company and staffed on company time. It is quite unusual for an employee to do it on a personal basis. I would at least involve management on the pilphering problem.

What is your objective in doing it? Is it so that you can get a good performance review? It's got to cut into the time you spend on your job duties.

I took on the job because I had the extra time and thought it would be a nice thing to do for everyone. Our attorneys work 60-80 hours a week and have very little time between court to run to Starbucks for coffee. Just trying to be nice. Most of them are good people, it's just a few bad apples...

I was told from the beginning by mgmt that it has to be done on my own time. Okay by me. So I do my shopping on Saturdays, stop by the office and restock. I come in a half hour early each day to start the coffee and stay 15-20 minutes late each night cleaning up the coffee mess.

Don't care about performance reviews. I've only had one in the four years I've worked there and since our pay is frozen and we are actually taking furloughs, the idea of looking for a good review is kinda funny.

 

[DeniseM]

Let's look at this from another perspective:

You are doing something nice, on your own time, for attorneys who make far more than you do, and they are stealing from you!

No way!

 

[Passepartout]

I'd guess lots of vending companies would love to install a machine that dispensed coffee, sodas, and snacks. Call and get some bids.

Jim Ricks

 

[pjrose]

Give a polite warning first

I'd start with a note or an email to the employee list.

State that the honor system doesn't seem to be working, and you are paying out of pocket. You would appreciate it if those who may occasionally take a snack without paying would put in extra money this week to cover that.

Then state that the only money that will be used to buy snacks from now on will be the money in the honor system box/jar - if there isn't enough money to buy more snacks, then there will be no more snacks.

 

[myip]

I would continue to do it if you have time to you. It is good to be nice to people so if there is a time for layoff, you won't be in the bottom of the list. However, I would request folks to give more money each month since you are losing money. I am sure your co-worker won't mind to give another $5 or $10 per month. It seems to be so little for the convenience that you get.

 

[jlr10]

Put a note out stating that people seemed to have taking things thinking they would come back and put the money in later, and obviously must have forgotten. Now is the time for everyone who took snack without paying to pay the money. Failing that the honor system snack bar and coffee will discontinued and people can make their own arrangements.

We have a man at work who always kept preztels and M&Ms in his office. He had a little jar for donations. When he realized how much it was really costing him he told everyone he had probably made his last run and snacks would no longer be available due to the cost. The next time he came in he had several $20s in his jar, two large barrels of pretzels and multiple bags of M&Ms. It seemed the reminder was all that was needed, and people rememebered to not abuse what he did. He kept us stocked until the office closed. Hopefully that will work for you too.

 

[sun&fun]

Agree 100%.

At the current rate, that'll be $1,200 yearly out-of-pocket (not counting the other costs you mentioned).

I commend you for trying, but time to stop. The pilfering/forgetting to pay up is unacceptable.

If management or the partners ask you to try again, tell them you will, but they need to provide a petty cash budget to you. Any money from this (if there is any left) can go back into petty cash. This way, those who pilfer are doing from the company, not you.

And I agree 100% with everything Beaglemom wrote.

 

[Kel]

Originally Posted by DeniseM
I don't know why you are letting people take advantage of you like this. I would simply pack up the stuff and take it home and post a brief note stating why you aren't doing it any longer.

I'm with DeniseM.

 

[timeos2]

Give them a last chance

I'm going to take a different approach. You obviously enjoy the "project" to the point that you are at least somewhat willing to even subsidize it. So don't just suddenly close it down but give one of "did you forget" or "Please remember to pay" ideas a chance to work. It is a nice service and hopefully those that thought paying was optional, and those that "forgot" will want to keep it going.

If not they will have been warned and you aren't the heavy after giving it a good try.

 

[Rose Pink]

I don't know why you are letting people take advantage of you like this. I would simply pack up the stuff and take it home and post a brief note stating why you aren't doing it any longer.

I'm with DeniseM.

Me, too. If you want to try explaining the problem to people first and hope they pony up, fine. But for my time and money, I'd just stop immediately. People can bring their own snacks, then they get what they want.

 

[vacationhopeful]

A school principal friend at an elementary school had the same problem with the coffee (no snack service). He had to remind the teaching staff several times a year that he did NOT drink off coffee but many drank his coffee without paying. :ignore:

Have you consider the single service coffee machine with the pods? Then everyone who wants coffee can buy their own pods.

I personally think you are in a NO WIN position. The people paying expect there to be coffee and supplies since they paid; you should be the enforcer of the NO PAY, NO TAKE adage. Therefore, you are doing a bad job. And then you want a bigger contribution from them.

People who aren't paying believe:
a) the company is contributing to the leakage.
b) you are a brown noser who will get a bonus/promotion/keep job, so take care of them.
c) they are the only ones who have no money this week.
d) they aren't taking anymore freebies than anybody else
e) what is the big deal - it is a cup of coffee.
f) they are special - perhaps a lawyer and you aren't going to call them out on it.

 

[pjrose]

. . .
We have a man at work who always kept preztels and M&Ms in his office. He had a little jar for donations. When he realized how much it was really costing him he told everyone he had probably made his last run and snacks would no longer be available due to the cost. The next time he came in he had several $20s in his jar, two large barrels of pretzels and multiple bags of M&Ms. It seemed the reminder was all that was needed, and people rememebered to not abuse what he did. He kept us stocked until the office closed. Hopefully that will work for you too.

Nice, and it shows that with a friendly reminder the system CAN work.

 

[hvacrsteve]

A friendly reminder and then don't put one more dime into it.

Post a note that says that, if that doesn't fix it quick, forget about it.
I have found law offices to be the hardest group to collect money from!

I require double the references from them as other clients!

If they are late by one day, I cut them off!

That is the only way I work for them.

Good luck!

 

[Elan]

Count me in with the "leave a 'warning' note first" crowd. For two reasons:

1) it will give all of the cheaters a chance to mend their ways
2) nobody will have to wonder why your generosity came to an end (if it comes to that).

 

[Ken555]

I agree with others that enough is enough - you should stop paying out of pocket for this new "office benefit". Speaking of which, most law firms I know provide coffee and it's not uncommon for food as well. After all, since the attorneys (tend to) sell their time, if they're more productive it's better for the firm. Coffee and snacks are a cheap benefit for any office, which is why it's often just part of office overhead (yes, even in this economy).

 

[IngridN]

I'm with the warning first then cut them off if that doesn't work.

Ingrid

 

[Lets Get Going]

Thanks all

Thanks for all the input.

Good advice from all. I think I'll do the "fair warning" note first and then if it doesn't work, I'll have to pull the plug.

Too bad too, it's fun and I enjoy making everyone happy. Too bad there's always some slackers to put a damper on things.

 

[scrapngen]

I'm with the warning group and then cut off IF nothing changes. It gives people a chance to be honest, and also gives those who are doing their part a chance to "help police." They are appreciating the service, and finding out that not everyone is playing fair might cause the good eggs to "lean" on the few bad ones. Besides, you do say you like doing this, and enjoy making people's day a bit easier, you just don't want to have the financial burden.

But agree that WITH the warning, you also stop putting in any additional funds from your own pocket. From that time on, what comes in is all that is used for what is put out. This way, you won't find yourself in the same position 6 months down the road.

You sound like a good-hearted, generous person that is getting taken advantage of - you will still be seen as a goodhearted person, but with a backbone once you put out a note and take control of this situation.

Good luck! You've got my support

 

[AwayWeGo]

Venda-Venda-Venda.

What do you think?

Instead of going through the current agonies, get a contractor to bring in a selection of coin-operated vending machines -- or vending machines that take Master Charge & Visa.

-- Alan Cole, McLean (Fairfax County), Virginia, USA.​

 

[Kal]

The world's largest software company provides catered dinners to employees who are in the office at dinner time. It's a cheap way to get employees to make the employees happy and not have to leave when they get hungry. Freebie time = $$$$ profit for the company.

Lawyers are cheap so that's why the firm doesn't fork over coffee or snacks.

 

[wackymother]

Instead of going through the current agonies, get a contractor to bring in a selection of coin-operated vending machines -- or vending machines that take Master Charge & Visa.

I like the vending machines, like Alan and another poster suggested. I've never worked in an office where there were snacks on an honor system. It's nice of you to do it, but it just sounds like a total pain.