Actual Email, Vol. II

Last year, my department was slashed in half. We responded by setting a new strategy and impossibly steap but completely attainable goals. Keeping on target called for daily vigilance, and more than one speech invoking Presidents Obama and Kennedy (not all at once!), Bob Dylan, Bono and even Internet visionary Clay Shirky.

We’d done a terrific job reaching our lofty goals until August when a lack of news and an absence of kids at their computers created something of a drought. We need something new to push us over the edge: a kick-ass speech, a mascot or metaphor. While running one morning, it dawned on me what.

On long runs, I pack a few PowerGels into my pockets. They’re basically foil packs of a pudding-like substance intended to provide quick burst of slow-burning energy. Which is precisely what our department needed. They needed to feel that this was a long run, and endurance event, one that calls for digging deeper for periodic burst of energy. So I asked my assistant, Nicole, to buy fifty of them for our bi-weekly departmental meeting.

I’m pretty sure the team thought I lost my mind, but I don’t care. The metaphor worked. And, as it ends up, we hit our August goal. When Nicole submitted my T&E Report, though, the expense was rejected.

What follows, then, is not just Nicole’s actual email exchange with the approvals team, but also a great and (too me anyway) funny micro-lesson in corporate justification.

_____________________________________________

From: T&E Info
To: Wagner, Benjamin
Subject: T&E report number TEA000113798

Hi Benjamin,

There is an expense claimed under the category; Other/Miscellaneous for $46.74 dated 08/07/09, please explain the kind of expense and provide a detailed business reason for the same.

Currently your report is on hold. For any assistance please e-mail.

Thanks and Regards.
_____________________________________________

From: T&E Info
To: Wagner, Benjamin
Subject: T&E report number TEA000113798

Hello there,

My name is Nicole Guanlao and I’m Benjamin Wagner’s assistant. The expense you are referring to below was a demonstrational item Benjamin purchased for our large departmental meeting. They consisted of Power Gel packs, which he gave out to all of our staff members as a visual reference. He was making a presentation and needed the items so that the staff could further understand the demonstration. Please let me know if you need anything else.

Can you please approve this expense?

Thank you!

_____________________________________________

From: T&E Info
To: Wagner, Benjamin
Subject: T&E report number TEA000113798

Hi Nicole,

It would be helpful if you can explain/describe the items (Power Gel Packs) to have a better understanding of the kind of expense.

Thanks.

_____________________________________________

From: T&E Info
To: Wagner, Benjamin
Subject: T&E report number TEA000113798

Our staff had been working really late and Benjamin bought energy meal supplements (PowerGels) to demonstrate how our hard work enables us to meet our goals.

______________________________________________

From: T&E Info
To: Wagner, Benjamin
Subject: T&E report number TEA000113798

Hi Nicole,

Thanks for the details. Your report is been approved and sent for payment.

Thanks.

Ends up Nicole’s explanation wasn’t spot on, but it worked. Which is really the only measure of success.