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Politely say I will differ this until the boss returns. Loyalty and integrity are key components in any trusting, trusted, professional and successful enterprise. Team game people.
First I will revert to my boos via mobile or whatsApp to inform him by this matter even if I success to contact him I will do his Decision , but if I can't contact him I will refuse any request from an employee from another section and ask him to revert to his section's boos who have the right to contact my boos directly and ask him to send the required file .
There are two scenarios, these are :
In case the file is important, I will ask him to request the file via mail and then I will get the permission from my boss for the same on his hotline number after which i will let the employee know the status in reply of his mail.
In case of a regular requirement, alongwith a request of file via mail, I will ask him to wait till I get in touch with my boss.
I totally agree with Ms. Mandy Day's view point.
Personally I would check with my boss first unless I already knew that it was permissible for this employee to see the requested file.
Will ask from the employee if my boss was notified about the request. If I was assigned to be the OIC while my boss in on vacation and was advised that I can call him anytime, I will call my boss to confirm such request. Otherwise, I will tell the employee to come back when my boss returns to work.
JOB delegation matrix is important in this case and there is HOTO(Handing Over Taking Over) policy in every organization in case of employee vacation so refer the HOTO whom the boss delgated the charge in his/her absennce during vacation; get the approval from acting supervisor in Boss absence.
Firstly I will ask the reason as to why file is needed. If it in an important matter and needs immediate attention I will speak to my boss however if it not that urgent I will request my colleague to wait till my boss returns from his vacation.
Refuse giving him what he demanded stating that i have no delegation of such authority, then report to my boss of what happened.
it depends on my access to the files. if it is of my hand i would help him else wait for boss approval on his behalf.
Usually when a person is on leave, another person replace him throughout the period of his absence and takes care of all daily tasks. So when the boss takes leave, he will delegate a person to replace him, this is the same person bears this responsibility. It is this person who decides based on delegations and prerogatives, and depending on the quality of the request (urgent cases, essential) and its repercussions on the proper conduct of the work, to take the right decision.
