Successful Meetings - April 2010 - (Page 16)

PLANNER’S WORKSHOP incentive insights 10 ways to master the art of recognition writing Write On By Roy Saunderson he art of writing a thank you letter or note of recognition is quickly becoming extinct. People don’t know how to express thanks in writing anymore. Personal correspondence has been taken over by e-mail and text messaging, or skipped altogether. Written recognition requires thought, effort, and, most of all, caring. Here are some simple and effective ways to make your appreciation note or letter a keeper—a memento that will be read over and over again. 1. Put yourself into your note. Don’t ever let an assistant or colleague write your recognition letters or cards. Topping the list of factors for valuing a note or letter is the fact that it is personally written. 2. Hand-write notes. Recognition Management Institute’s research survey found that 70 percent of survey respondents indicated this as a top factor for keeping a note and rereading it. Use typed letters for more formal occasions, if warranted, and still add a handwritten “P.S.” at the end. 3. Be specific with its purpose. Ranked third on the survey was stating clearly the specific action being recognized, whether it was a quick delivery of information or extra hours spent to complete a task. Tell the recipient T specifically what he or she did to make a difference for you, a customer, or the company. 4. Always keep it positive. There is no real meaning or value in letters or notes if you don’t have a positive relationship with the person you are writing to. Over half of respondents stated this as a strong factor behind cards and letters being kept. 5. Be prepared to write at any time. Have a drawer of appropriate note cards in your desk, along with postage stamps. Carry a variety of thank you, birthday, and anniversary cards and find some with plenty of blank space to write personal messages. 6. Act with speed and agility. Research shows nearly 50 percent of people indicate that how soon they receive their cards or notes after their recognized actions is very important. The best recognition is not only specific, it is also timely. 7. Make it easy to read. When handwriting a note or card, take extra care and time to ensure your writing is attractive and legible. 8. Keep intentions clear and above board. Make your intentions for writing very open and real. Be authentic and genuine and act from universal values to show your purposes are sincere. 9. Keep it personal. Use the recipient’s name not just in the salutation or greeting, but also within the body of the letter. People feel complimented when you refer to them by name and when you make the correspondence more personal. 10. Express your feelings. People say the number-one reason for keeping and re-reading thank you cards and letters is the recall of the feelings of being acknowledged the first time they read them. So make sure your feelings for their work or actions are clear. SM is the author of Giving the Real Recognition Way and president of the Recognition Management Institute, which consults companies on improving employee motivation that leads to increased productivity and profits ( He can be reached at Illustration: Chad Crowe Roy Saunderson 16 I SM I April 2010 I

Table of Contents for the Digital Edition of Successful Meetings - April 2010

Successful Meetings - April 2010
Editor's Letter
Strategic Travel Symposium
Personal Success
Incentive Insights
Food & Beverage
Cover Story: Change Makers
Game Meetings: Betting On Green
Spreading Out
Golf Resorts: For the Birds

Successful Meetings - April 2010