Week Four

To: T. Leoni, Manager, Personnel Department
From: Donald Pryzblo, Manager, Data Processing Department
Subject:Payroll mistakes
Dear Mr. Leoni,
I have been reviewing the “errors” in the computer files.It has come to my attention that the issue with the tickets is not in the copying. It is rather in the original documents. It may have all started with one incorrect document that was copied over and over. We discussed the idea of all the employees comparing their entries against the time sheets. It would take clerics less time to do this since they know what they are looking for. Other employees may not know the errors they should be looking for. I would like to discuss having a training session to avoid this situation again. If all of the employees know what to look out for, this can be avoided in the future.
Thank you for your time,
Donald Pryzblo  


I made several corrections to the initial email. The original document sounded like a personal attack. I also changed the wording to make it sound more professional in comparison to saying my computer operators. This was unprofessional and lacked a company wide approach. I also avoided putting the blame on the clerks. Instead I pointed out that it could have been one mistake that went unnoticed long enough to be copied repetitively. Instead of saying that employees do not have the time to fix clerical errors, I stated that it would take them longer since they do not know what they are looking for. I also purposed a training session to avoid future conflicts. This would ensure that these issues would be handled and avoided in the future. The original email was angry in tone. I send out several memos at my previous workplace and I know that anger will not get anything accomplished. Anger and blame will only cause matters to get worse. Flattery will not get you anywhere either. Being profession and making things even will make the path much easier. Professional correspondence should be forward, but with basically no emotion. If there is emotion, it should be one of courtesy and willingness to move forward. One of my bosses send out an email similar to the original, and it almost cost her dearly. I learned that blame will not get things done, but admitting some fault will get things going in the right direction.