Special Orders = dysfunctional

Hey gang,

I'm the special orders clerk (whatever that means now) at my store. Nobody else is crossed trained for SPO except the IS and IM and they mess up everything they touch that's SPO. Apparently SPO is an intensely low priority under the new regime. I was recently informed by my incredibly crass IM that I would receive 10-15 hours of SPO time per week and has never missed the opportunity to remind me of how thankful I should be for the schedule I have and the generous amount of time alotted for special orders. So I should be grateful that I pull 20+ hours at the registers now since we gave our cashiers indefinite vacations to save payroll.

What used to be a great system (all open orders filled or resolved - ie. customer gets to know why they can't get the book), has deteriorated to point where only the automatic stuff is fufilled, reserves go unfilled, opens are automatically canceled, and customers get notified long after the stuff arrives, if it ever does. On top of all this, booksellers (inc. supes, mgrs) who have no clue what goes on with SPO rip open boxes and trash my desk everytime I'm gone. I spend more time cleaning up after the CSR than actually doing SPO. Is my store totally dysfunctional or typical in this department?

It also bears mentioning that said manager also routinely ignores the "short discount" rule and gives full discounts on stuff we didn't get ANY discount for in the first place! Time to call "Shrink Link" (snicker)?

you are not alone. our kickass hard working SPO IPT person never has enough time to do their job. they are on register or the floor all the time. special orders account for a big part of our sales, so i don't know what the hell they are doing.

Yep, that's the bind I'm in. And when the customers want to chew somebody out, the managers give the phone to me to explain why I'm so bad to them (so they can spend more time looking at BR signup rates), like it was my idea to skeletonize the special order process.

As the CSR in my former store, I had lots of opportunity to watch the SPO clerk since his desk was just across the office from mine. Management forced him out because they thought he was ineffective and should have been doing the job in less hours than he was (he was scheduled full-time as a SPO clerk and was working about 34 or 35 hours a week). SPO represented over nine hundred thousand dollars a year in sales for the store, but management was convinced it could be done part-time. They made things so uncomfortable for this 12-year employee that he quit. The job went to a young woman from IPT who was told to do the job in 20 hours a week. That actually worked for a couple of weeks with me helping to get the backlog out and sellers calling customers to notify them their books were in. Within a month, the new SPO clerk was using almost 40 hours a week to get the job done. Obviously, it was a full-time job to start with. The IM was giving the new SPO clerk grief for not doing the job in less hours.

Maybe I don't think like a BINCHEAD, but an almost 8 million dollar a year store doing almost a million a year in SPO ought to be able to dedicate a full-time employee. SPO was generating one-eighth of all sales in the store.

Same thing happened, though, that happened to you. Most open orders were ignored. Customers weren't notified of product that did not come in. Sellers tore open newly-delivered boxes to get product if a customer was in the store (didn't leave notes for the SPO clerk, so she didn't know what happened to books that were on her invoices). I'm gone now, but I imagine the store will not do almost a million in SPO this year. How can they when management won't recognize the program is a cash cow with very little cost to the store?

I've repeatedly told my superiors to just give me 35 hours a week and I would deliver them a world-class SPO operation. Instead, I get 20 hours on the sales floor and the rest (12 hours) is divided up into assorted IPT activities. Now I don't even have time to do returns, so the inventory is getting polluted with a lot of non-stock junk. We used to let the cafe call special orders until the SBC DM showed up and had a hissy fit - god forbid Borders employees touch books.
My IM is great at complaining. She never goes back to the desk to check in (except when I'm gone - she goes there to have lunch and talk on the phone), and excels at sending micromanaging snotty e-mails about every last thing I'm doing wrong to subvert the company. When I bring these baseless accusations to the GM, they get swept under the rug with a casual "I'll be looking into this" and things get worse. The IS is even more useless. She has no ability to focus on anything and, tragically, is assigned to SPO while I'm gone, even though she never took the time to learn. It took me two weeks to clean up after all the wreckage she created. No more vacation for me. :-(
It's such a wonderful feeling to be hated for being a long-term employee that doesn't have to carry the management cross around all day. What happened to the company I used to work for??? Cheap bastards, all of them.

Cheap is right. I was a CSR making goal most months and usually well over goal. I got an "exceeds expectations" on my appraisal (which seemed right based on my performance) and a six cent per hour increase. Six cents per hour! I told the GM she could keep it, gave notice, and left with reemployment rights. Not that I would want to return to Borders under the current conditions.

I enjoyed Borders and enjoyed my job when the managers who did not know how to manage themselves would leave me alone. I took a CSR position that had not made anywhere near goal in years and turned it around while answering almost all backup calls to the floor and being scheduled for floor time more often than I thought was necessary. Did anyone say thank you? No. Never. It was just "spend more time on the floor" and "spend more time out of the store" and "spend more time supporting the company". I'm sorry, but I thought adding to the bottom and top lines with sales the store never had and wouldn't have had without me was supporting the company. Didn't those profits make it possible for Ann Arborites and district and regional staff to have cushy jobs and place unreasonable demands on store staff? Didn't those profits make the difference several months so that the leadership team made bonus for achieving overall sales goals? The sales staff never got anything because the store never made over 103%, but the leadership team was making bonus every month for making 100% of goal -- an achievement they would not have enjoyed in a couple of months without my CSR sales. But, no, they never said thank you because that is not the Borders way. The leadership team (and I use that term very loosely) had been trained to beat down initiative, discourage happiness among the employees, and demand so much of severely underpaid staff members that people were quitting even before they had other jobs. Most felt it was better to be just plain broke than broke and unappreciated by those who were making bonus every month. That is Borders today -- not the place it used to be and probably not the place it may be in a year. Who knows what the name will be then. Let's hope the new owners--and let's hope there are some new owners very soon--realize you can't run a store without employees who are well paid and trusted.

we still have a full time SPO person, but now, finally, our IPTers are pulling reg and info shifts..

Our store isn't much different. We've had a lot of turnover for SPO employees in the last year, and none of the new ones get properly trained or backed up. Half of the time, SPOs that are in sit up at the registers while cashiers ignore them or are too busy to call. Or, they are left for the overworked SPO person to do.

Part of the main problem is that Borders won't invest in any newer technology or software. TLU is a joke from the `90s, and Title Sleuth/Borders Search gets worse with each incarnation. Even the public library here has automated call services to let patrons know when their holds arrive. Would it be so hard for a multi-billion dollar international corporation to get software that was created after 1989 and some computers that actually run correctly?

Unfortunately, it is difficult for them to spend money on technology. Let's run through the numbers. 465 stores (I'm not even counting Borders Express, just the big Borders) times an average number of CPUs and the software licences to run it all. My former store had 16 CPUs as far as I can remember between floor and office computers. To buy a unit with decent memory and a decent operating speed, even with discounts for buying several thousand units at one time would mean each CPU would probably still cost at least $500. Dell or Gateway would probably throw in basic 15 inch flat screen monitors for a deal this size. For my store, that would mean an investment of at least $8000 in hardware, maybe more. Then there are the software licences. I have no idea what they would cost. The hardware alone would run over three million just for the CPUs for the whole company. I'm not even counting the monitors and the printers they should upgrade. Add in licensing costs for software, shipping, installation, etc., and the cost is probably well over six million to outfit all the stores with new equipment, maybe even more. And, don't forget the phone systems that need upgrading and the additional support people at the store support office that will be needed to help everyone get comfortable with state of the art technology and software.

I honestly don't think Borders has the cash to invest in all of this. Unfortunately, I don't think they can ignore it. I was embarrassed to have to tell customers (I was the CSR) that I could not open some of their emails because Office 97 and Windows 98 would not support some of the images they were sending me. In fact, at the store level CSRs can't open some of the graphical sales literature sent out by Ann Arbor because it is being written/developed on computers running Windows XP or at least something newer than Windows 98. I continually got emails or links from Field Sales that I could not open on my computer because Field Sales had no way to save the documents "back" to Windows 98 and we had no way to open documents not supported by Windows 98. I had to send some links and documents to my home computer or to the local Kinkos and then go to one or the other to open and print documents being sent to me by Field Sales -- documents or products I needed to do my job. There were many reasons I left Borders; this is just one of them.

Investing in technology will result in increased profits which means more stores, more employees, more compensation, etc. However, I doubt any of this will trickle down to the workers who actually deserve it. Everyone in retail who has to deal with the public is severly underpaid.

I wouldn't hold my breath. These people were still using Windows 3.1 until the year 2000. I remember the headaches during the conversion back then when there was actually an IT department to call up and talk you through the problems. After the layoffs at binc I'm sure any upgrade would be 100 times worse to install and problem solve. That's assuming they would even part with the cash needed to do it.