February 2007

Question:

I was really glad to take your class; I learned a lot and plan to use what I obtained. I am not new to training and organizational development and have over twenty five years experience as a human resource developer. I need a mentor and I don’t know who, where, or how to go about this because of the vast change that is taking place. I am trying to get accustom to the culture and the organization, as well as complete the tasks of my job. I feel overwhelmed I know what to do but I don’t understand why things keep get putting on the back burner.

How do I find someone to mentor me? I probably need someone from the outside. There are plenty of people inside that give direction but they don't know anything about organizational change, this is a new effort that is taking place company-wide, so I am not sure how to identify a mentor.

Answer:

My first thought is that you need an internal mentor—not an external one. Don't worry that the person you choose does not know about organizational change. You should be looking for someone who is politically savvy. If I were you, I would look for someone who:

• is near the top of the organization
• appears to be in favor with top management
• is well liked by the rank and file
• is creative and innovative
• is people-oriented

Partner with that person to create the "preferred future" for the organization. You need to understand the politics that are going on. It could be a true partnership between the two of you since you can probably teach him/her as much about OD and organizational change as the person can help you understand the culture and the politics.

If you approach the person from the perspective of "wanting to do the best for the organization that you can," you should get a positive response. Then make sure that you are visible and available to learn--probably short spurts initially. Or offer to take your new mentor to lunch. Perhaps one of your first discussions with this person is to share how much the turnover is costing the company. You should have figured out the cost prior to your discussion (Corporate Leadership Council (CLC) web site has a good "calculator" to determine cost of turnover. SHRM can help you, too). The figure will probably shock this person--especially when you let him/her know that there are actual formulas. I am assuming that your job includes identifying things like "why is turnover so high?"

Bottom Line: This will help you establish some credibility so that the person appreciates your value. And your mentor will clarify your understanding of the organization and its politics; open inroads to upper management; and provide knowledge to help you do your job better. This will lead to top management trusting you and listening to your direction, instead of just giving directions.

If I have missed the mark here, let me know. Good luck!

Question:

I once heard you say not to write email “Thank You” notes. I am wondering why--not that I get all that many!

Answer:

I don’t think I’ve said, “don’t” use email to thank people. However, I have said I believe that hand written notes get much more attention and have a bigger impact than an email. Let’s examine the pros and cons of emailing your thank you to clients, prospective clients, recruiters, colleagues, and others.

Pros

• It's fast. Some hiring managers have told me that they expect an emailed thank you within 24 hours. A prompt note is also a way to signal strong interest in a job with a client.
• Email junkies expect it. For many, email is an ingrained part of the corporate culture. A thank­ you by email shows you're comfortable with using modern office technology.
• It's free and easy. You don't need to buy ink,paper, envelopes or stamps.
• You can add links related to topics you discussed. You'll look smart, and you'll be already contributing to the client.

Cons

• The email may get lost. Email has a way of going astray. A company's spam filter may mistake your message for spam. Or the recipient may receive so many emails, yours may get overlooked.
• "Traditionalists" prefer paper. A well-composed letter on quality bond paper can make a good impression on old-school clients. Taking the time to write demonstrates high interest.
• You may put less thought into writing an email. Writing a memorable letter takes effort.
• An email is more prone to typos. Proofreading often gets short shrift and spell-check won't catch gaffes like "manger" for "manager."

The bottom line: in most cases, an email thank you note is just fine, especially if you’ve already had several email exchanges. But make sure you put thought into your message and take time to check it over. If you are writing to senior people or to organizations that prize highly personalized customer service, consider sending both: an initial, immediate email followed up by a letter.

Another thought is that if you’re not sure, seek clues about what the person might prefer. If handwritten notes are on display in the office, send a traditional letter. If the person carries a Blackberry, go with an email thank you. Either way, just be sure to send one when the need arises!