email revised

To: T. Leoni, Manager, Personnel Department

From: Donald Pryzblo, Manager, Data Processing Department

Subject: INCORRECT PAYROLL CHECKS

I have read the computer files and there are some errors in the computer files.

After taking the time and research, it has come to my attention that there is no way to prove where the mistakes came from. I’m not sure if it is  my staff or your staff but things need to be corrected.

I recommend that we both take the time and talk to our employees. We should let them know that mistakes are being made and they need to be corrected.

I suggest that we tell them to double check their work so that our company processes can run smoothly.

In essence no one is perfect but we all can have a hand in double checking the work so that things can balance out.   

In this email two things could have happened. I could have responded with temper and anger and told the other manager how I felt. The second thing that I could have done was reply in a way to say it is ‘our ‘ fault and take the blame. These things made the difference on if you be successful in the company or just be another manager who get in trouble every time something is not right.  After reading this email I wanted to say something bad back but I didn’t. What I did was turn everything into a positive. I took each line and made it to a positive to benefit the company.  This shows my character . In the first line I just simply changed the words  around .The email said “ I have been reviewing  the error in the computer files.” I respond to this message by saying that I understand that you have reviewed the computer files and that there were errors involved. With anything you want to address the problem and possible solution. This just simply says I am agreeing that the computer files have error in them.  This is like a way of a making the reader feel at ease that both of you agree that there is a problem and something need to be done to correct these issues so we can move forward as a company  and keep this same mistake from happening again. The second passage is a passage where all the drama begins with “Contrary to what you insinuated in our meeting, the majority of these errors were made by your clerks. I do not feel that my people should be blamed for this. They are correctly copying the faulty time tickets that your clerks are preparing. “ As a manager I see that he is upset and putting the blame on us. As a result, I respond in a pleasing way that says and show how either side could have messed this up.  It could have been us or them, who knows, because no one is perfect and everyone makes mistakes so this is the point I’m trying to prove. These last three paragraphs” You and I discussed requiring my computer operators to perform the very time-consuming task of comparing their entries against the time sheets from which your clerks are miscopying. My people do not have the time to correct the errors made by your people, and I will not hire additional help for such work. I recommend that you tell your clerks to review their work carefully before giving it to the computer operators.” I kind of combined these together. I wanted to say that we should put a plan into process. A way for us to solve this problem is that each of us should go back and tell our staff to read and double check our work. That way, both sides are taking the initiative to solve the problem by double checking the work. In essence when communicating in an office environment, you never want to communicate when you’re angry like the email I read and when replying to the message. You want to make sure that you don’t respond in the same matter but address in a way to get your point across without stepping on any toes.