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“this training will come in handy” October 30, 2008

Posted by That Guy in Inexplicable Memos From Above.
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We have an increased need to scan documents so we are having some additional training on the copier so people can take advantage of that feature. [A trainer from the copier company] will be here Wednesday to come out and train us on the scanning features of the new copier.

Training will start at 10AM to Noon for folks who can attend in the morning. We’ll have an afternoon session starting at 2:30pm-3:30pm.

Please try to stop by for a quick tutorial. Going forward all reports will be submitted online and receipts will have to be scanned & attached. This is training will come in handy.

Wow, can I count the ways that the head of the entire finance department messed this one up? Grammatical and usage errors (starting at 2:30pm-3:30pm??), complete lack of parallel structure, missing words, no real explanation to the meat of the message (that reports will be submitted online), and of course the most important part: this copier resides in a room about eight feet by 15 feet, and cannot possibly support a 200-plus person staff for a training session.

Once again, we are reminded of the fact that the best way to learn is to teach a few people and have them teach a few people and so on and so forth until everyone knows how to do it. Either that, or assign someone to scan everything for the reports. There’s bound to be someone who’s not already doing 15 jobs and could make the time, right?

Here’s what should’ve been said, in brief:

As your managers have already told you, all reports must now be submitted online. Therefore, your receipts must be scanned and attached to the reports, not simply handed in to the accounting department. Fortunately, we have a new copier that is capable of easily scanning your receipts and [sending you the files via attachment/letting you download the files to a thumbdrive].

A trainer from the copier company will be in the building on Wednesday from 10 a.m. to noon and 2:30 p.m. to 3:30 p.m. to show you how to scan your receipts and move the files. It should take no more than 15 minutes. Please make every effort to attend.

Remember, if you do not scan your receipts and attach them to your expense reports, you will not be reimbursed.

If you have any questions, please call [my secretary] at [her extension]. Thanks.

See? Well-written, makes sense, communicates the message accurately and briefly… was that so difficult?

Apparently it is for a corporate employee.

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