Why and How You Should Write "Thank You" notes.

By: Bob Payne

In Management, there is no better way to achieve good results than by rewarding good behavior. When an individual does something that pleases you, you should immediately let that person know about it. This includes the people that work for you as well as those who work with you. It includes your boss and your company and the vendors, contractors and others with whom you do business. Most Facility Managers know this and certainly mean to do it but often do not put a very high priority on it. Big mistake!

It takes less than 10 seconds to say, "Hey Judy, I really appreciate you working late yesterday to finish that report, "Thanks a million". It takes about two minutes to hand-write a little note and stick it on the front of her monitor. It takes about five minutes to write a "Thank You" e-mail and send it to her. If you cannot find five minutes in your busy schedule, then you need some time-management education.

A thank-you note should be very short and very clear. It should be in your own words and should leave no doubt about the intent. I recommend short, declarative sentences, like the one in the example above. The note should not deal with past or future subjects or performance in general, (unless that is the subject of the note.) There are always opportunities to send appreciative notes, even to problem employees whose overall performance is less than satisfactory. As a matter of fact, a nice note from the boss may help turn around an individual with a performance problem. And don't forget your boss. Bosses deserve an occasional thank you note also. And finally, don't forget yourself. When you deserve a nice pat on the back and no body but you notices, feel free to write yourself a thank-you note. When it comes time for promotions, merit raises, or a better job, or even a different job, these little notes will help you with your resume`.

Be brief! Be clear! Be specific! Be consistent!

Thank You,

Bob Payne