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Jeremiah, the Finance Manager, aims to simplify the expense reporting process due to employee frustrations and inefficiencies. Feedback from Kim and Anita, managers of the sales and customer service teams respectively, highlights the need for clearer documentation, reduced approval requirements, and minimized manual data entry. The proposed plan includes improving documentation, providing training, and exploring automation options to streamline the process and address the concerns raised.

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Subhajit Sarkar
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659 views2 pages

Coworker Conversations

Jeremiah, the Finance Manager, aims to simplify the expense reporting process due to employee frustrations and inefficiencies. Feedback from Kim and Anita, managers of the sales and customer service teams respectively, highlights the need for clearer documentation, reduced approval requirements, and minimized manual data entry. The proposed plan includes improving documentation, providing training, and exploring automation options to streamline the process and address the concerns raised.

Uploaded by

Subhajit Sarkar
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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1st Recording -Question

Hi, I'm Jeremiah, the Finance Manager. Welcome to Amazon. I have been tasked with updating our
company's expense process since it's just too complicated. Employees seem to be frustrated because
they aren't sure how to use our expense reporting tool. My expense team is frustrated by the
amount of time they spend clearing up misunderstandings and fixing mistakes. I think we need to
improve our documentation and provide trainings which should help reduce confusion and the time
my team spends on back-and-forth exchanges with employees.

Answer- Thank you, Jeremiah, for outlining the challenges with the current expense process. As the
project manager, I propose a structured approach to address these issues. First, we’ll gather
feedback from employees and your expense team to identify specific pain points with the tool and
process. Next, we’ll improve documentation by creating clear, user-friendly guides with examples and
FAQs to address common mistakes. Alongside this, we’ll develop a training program, including live
sessions and video tutorials, to ensure employees feel confident using the tool. Additionally, we can
assess the expense reporting tool itself for potential usability enhancements. Finally, we’ll establish a
feedback loop to monitor progress and make continuous improvements. This plan will reduce
confusion, streamline processes, and free up your team’s time for higher-value tasks. Let me know
your thoughts, and I’m ready to get started!

2nd Recording -Question

Hi, I am Kim, the manager for our sales team. I met with my team to review Jeremiah's initial ideas,
and overall, we are supportive of his proposed changes. Current State when employees want to file
an expense report, they have to search a bunch of different internal sources to find the information
they need. Even when they do find the right documentation, the information provided is way too
confusing. If all the expense documents were revised to be easier to understand and stored in one
location, then going through the expense process would be a lot easier. In terms of trainings, I think
I'm supportive, but I need to know more information on what Jeremiah is proposing. One challenge
my team is facing that won't be addressed with improved documentation and training is is the
number of approvals needed. The process takes forever since multiple leaders need to approve each
expense. If we reduce the number of approvers, the process would be a lot more straightforward. Do
you want to go through the main points of my feedback to make sure you’re ready to take it back to
Jeremiah?

Answer- Thank you, Kim, for sharing your feedback and highlighting key challenges. I appreciate your
team’s support for Jeremiah's proposed changes and understand the importance of simplifying the
process. To address the concerns, we’ll prioritize consolidating all expense documentation into a
single, accessible location and revising it for clarity. This will make it easier for employees to navigate
the process. Regarding trainings, I’ll coordinate with Jeremiah to provide detailed information about
the proposed sessions, ensuring they meet your team’s needs. Additionally, I recognize that the
approval process is a significant pain point. I’ll collaborate with both you and Jeremiah to explore
options for reducing the number of required approvers, streamlining the process further. Let me
know if there’s anything else you'd like me to include before discussing this with Jeremiah.

3rd Recording -Question

Hi, I am Anita, the customer service manager. Thanks for meeting with me to discuss the expense
process. I reviewed Jeremiah's ideas and I'm not convinced either will address the challenges
experienced by my team. To me, what Jeremiah is proposing are easy fixes. Yes, the expense
documents are hard to understand. Yes, the trainings can be helpful. However, the focus needs to be
on simplifying the process. For example, we could reduce the number of approvers required. This
would not only simplify the process, but it would also make the process faster. We could also reduce
the amount of data entry required. Employees have to hand enter information from their receipts
into the reporting tool. I think Jeremiah's team should explore reducing the amount of hand entry
required. We should also reduce the number of mistakes in expense reports.I was really hoping
things would improve for my team, but based on the proposed changes, I don't think that will
happen. I'm honestly really disappointed in Jeremiah's proposal. It's important to me that Jeremiah
gets this information. Are you clear on my point of view?

Answer- Thank you, Anita, for sharing your honest feedback. I understand your concerns and agree
that simplifying the expense process is crucial. While improving documentation and providing
training are helpful, addressing structural inefficiencies like reducing the number of approvers and
minimizing manual data entry will have a more significant impact. I’ll work with Jeremiah to explore
automation options for receipt data entry and investigate ways to streamline the approval process.
Additionally, we’ll look into strategies to reduce errors in expense reports. Your input is valuable, and
I’ll ensure these points are communicated to Jeremiah for further consideration. Let me know if
there’s anything else you’d like me to include.

4th Recording

Thanks for meeting with Kim and Anita. I am looking forward to hearing their input. How did the
meetings go? Did they have any ideas that will help us improve the expense process?

Answer- Thank you, Jeremiah. The meetings with Kim and Anita were productive and provided
valuable insights. Kim supports your proposed changes and emphasized the importance of
consolidating documentation and improving clarity. She also highlighted the lengthy approval process
as a key issue and suggested reducing the number of approvers to make the process more efficient.
Anita, on the other hand, expressed concerns that documentation and training alone won’t address
her team’s challenges. She emphasized the need to simplify the process further by reducing manual
data entry and exploring automation for receipts, as well as streamlining approvals to reduce errors
and delays. Both perspectives highlight opportunities to enhance your proposal, and I’m happy to
work with you to incorporate these ideas.

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