How can I politely say no to this request?

[Fedupandstressed]

I’m an Ea for our SLT. I volunteered a couple of years ago to be ‘milk monitor’, as in taking their £5/month and buying the milk, tea, coffee and biccies for the 9 of us. No issues so far. I nip to Asda twice a week on the way to work. I get the bus btw and all the money goes via a dedicated tea fund Revolut.

Now a fairly new member of SLT, has asked the other departments (over 100 people) if they want to join to save on the multiple milk situation in the fridge, and asked me to organise this. So I’d have to organise a regular delivery and payment AND be responsible for chasing every single person for their money!

I'm not a purchasing clerk, or what they’re called. I do this for our team voluntarily.

How do I politely say that sorry, but it’s beyond my remit!

Did you not read the OP where she said it IS being delivered now, but she is also now expected to chase 100 people for their payments!!! 😵

Well, it's the new slt idea, if they want it done, why don't they do it themselves?
They're not gonna make themselves very popular if they keep coming with new tasks for people

Why don’t you get a grocery delivery to the office rather than you doing this?

No. Currently I pick it up from Asda as it’s only 2 litres twice a week. It would be a delivery if this new system comes in. This is what I sent in the end:

‘I've been giving this some thought, and while I completely understand the reasoning behind the proposal, I feel that it would take the current informal arrangement, which I volunteered to organise, well beyond my remit.

I'm happy to continue managing things as they are, on an informal basis, but if the setup becomes more structured or involves multiple teams and regular contributions, it would need to be taken on by someone else. For example, the milk delivery will still need to be paid for, and just the task of collecting and chasing contributions from several teams would likely take up a significant amount of time; time that would impact my ability to focus on my core responsibilities.

I do think the idea has merit, especially in terms of reducing waste and simplifying the use of shared kitchen space, but it would need a more formal approach and someone with the capacity to manage it properly.’

Might be outing if she’s on here. Ooops

That makes no sense. It’s normally free to employees! I’ve never heard of a company charging their staff for milk!

I think your last email sounds really good. Positive but you’ve put your boundaries in.

I work in a primary school. Every school I've worked in we have had to contribute to a tea and coffee fund termly. No money in the public sector!

I’m guessing you’ve never worked in education or public sector? I visit these types of employers in my role and they never have communal hot drinks, you have to wait for someone to offer one of their personal stash.

New rule: whoever messes up at work (by popular vote) has to be milk monitor as an informal “punishment” until someone else messes up.

E.g. accidentally call a client ‘mum’ on the phone? Milk monitor. Wear odd shoes to work? Milk monitor. Drop a sterile instrument on the floor? Milk monitor. And so forth.

Haha, bless your heart! 🙄

Nhs rarely does. Got it in covid then stopped in most hospitals

oh the milk version of the black bottle. What’s not to love?

Your email is good Op. it’s very different doing it for 9 versus 100.
You have been going out of your way by getting off bus early, going in shop and then getting another bus, I hope they appreciate it.

You really have no clue how the other half live😂 I have never in my 20 odd years in the public sector had tea coffee etc provided. Councils/Emergency services /NHS / schools - we all run in public money - there’s no way drinks would be provided! Christmas ‘do’ is paid for by each person who wants to go. My boss pays from her own pocket for the drinks and I pay for my direct reports drinks.
Your reply was spot on OP btw

I’m public sector and we buy all our own milk, tea and coffee. Nothing provided.

Indeed!

My friends in the private sector come out with this kind of stuff regularly, and still don't 'get it'.

I’m public sector so no free milk or tea/coffee, and our SLT pay for and organise those things for everyone themselves. Unless there’s actually an EA doing it behind the scenes and I’ve fallen for a PR stunt 🤔

Yep, NHS here, we all have our own personal stash.

I’ve worked in the public sector for most of my adult life and have never had tea, coffee or milk provided by an employer.

Wow! If they want it done this way then they take on this role themselves. What sort of cf does this 😳

The entire public sector!

Fair enough! I’ve always worked in the private sector.
This is a totally alien concept to me as we get it all for free even soft drinks. And the last time I paid for a Xmas party was over 20 years ago when I worked as a sales assistant at woolies.

Good message, OP. Let us know their response.

“Can I suggest an alternative: everyone pays x (finance admin, or whoever) who organises a weekly online delivery instead. That way it’s visible, doesn’t take time to collect, and everyone can see where their money went. Alternatively I’m happy to continue doing it for my team as we are currently but I don’t feel I can take on such a large task given my current responsibilities”

I would suggest you don’t over complicate the message. I’d be saying that whilst you agree with their “great idea of less waste” you simply won’t have the time for this, but are more than happy to pass the baton on to them. Problem solved.