“Oxana, the boxes of chocolate and tea are more for you”, read the email I received from the big boss of the organisation I worked for. It was after a meeting between top management and the project team. One of the consultants on the team offered to the chair of the meeting the famous chocolate.
“Thank you very much. I’ll pick them up and open the boxes for everyone to enjoy in the office’s coffee room” was my immediate response. I knew the ethics rules this Organisation had. And I was committed to apply them.
It was also an example for other team members who were puzzled at the meeting and watchful of management reaction.
A box of chocolate is a small thing, right? the temptation jumps in. Better check your client’s and your organization’s policies on Receiving gifts. If you are a free-lancer, check your professional quarters’ guidelines. PMI for example, https://www.pmi.org/about/ethics/code
Some guidelines are more gifts-tolerant and set a maximum value for gifts which can be accepted. They range from USD 30 or equivalent (UNDP) to 100 Euro of equivalent (Council of Europe). More important than the value are the intention and or perception of influence that gifts may carry. Some Organisations are outright intolerant to gifts, regardless of the value and source, in particular for staff involved in procurement. As project managers, we are involved in procurement.
I’ve seen guidelines which contain a permission to accept gifts, which otherwise would be insulting to the offerer, for cultural or local customs reasons. In such a case, the gift shall be immediately disclosed and transferred for a decision to management.
Once in Ukraine, at a dinner paid by the project at the end of the project, I was offered two traditional cakes by the client. I declined politely. “We know it is below the value of gifts you can accept. We checked.”, they insisted. “I will pass it to my colleagues in the local office, to enjoy, as a token of your appreciation”, was my response. And so I did the next morning.
If I cannot refuse the gift, I make sure that offerer understands that I act in accordance with the gifts receiving policies I abide by and that I accept it on behalf of the team. And I share it with the team: be it a box of chocolate, traditional sweets, a bottle of spirits, an invitation to a cultural event, a tour, etc. I know it is given to me only because I am on this project and I am already paid for doing my job.
Some Guidelines prohibit gifts from certain sources: Government, for example, or vendors, as these carry the risk of being seen as a “down payment” for a future favour on behalf of the organisation/company you work for. Money gifts are a No in literally all professional conduct guidelines I saw. No explanation as to why is necessary.
“What about gifts post-project?” you may ask. I can only congratulate you for having succeeded to transform a business relation into a friendship. Nevertheless, I would be watchful over how much time elapsed after the project, if you are not in a new project design phase and if no strings are attached from either side.
Keep it professional and maintain your integrity watchful!
From the series “Integrity in project management”. To be continued.