Lou Holtz on the Importance of Handwriting and the Personal Touch
 
In my medical practice, I've used note writing extensively, to communicate with patients, with families of patients and with referring physicians.  And yet, when I receive a note, it's always a little surprising and uplifting, and underlines once again why note writing (and note receiving) is so appealing.
 
In this Age of Information, we are bombarded with electronically conveyed messages, television and radio broadcasts, faxes and even computerized bulletin boards.  A written note is now a rather novel, and therefore powerful method of communication.  It tells the recipient that you thought about them following your face to face encounter. 
 
Let me give you an example.
 
Last December I had the pleasure of a five-minute meeting with Lou Holtz, Notre Dame's dynamic head football coach.  One week later, I received a personal note from Coach Holtz, acknowledging our meeting and highlighting several points we had discussed, including our mutual interest in motivating others to reach their full potential.
 
I called Coach Holtz and asked him how he was able, with his busy schedule, to not only find time to write such a personal note, but to remember details from our brief conversation.  During our subsequent conversation, Coach Holtz revealed some of his note writing secrets, and illustrated how notes can have a similar empowering impact on people in your life.  We covered the following points:
 
To whom should you write? Anyone to whom you want to express thanks, appreciation, congratulations or acknowledgment.  Coach Holtz writes his barber or a waitress if he's received good service.  If someone goes the "extra mile" for Coach Holtz or his family, that person receives a personal note.  Coach Holtz is so committed to note writing that he encourages his coaching staff and all his team members to also write at least one note a day.
 
How do you remember to whom you will write? The best way to remember seems to be to write a note.  I use a pocket Dictaphone to record notes that are transcribed into a To Do list.  When you jot down names of people, you can also insert one or two key words that will jog your memory later about your conversation.
 
How long should your note be? The shorter, the better.  The person to whom you are writing may be overwhelmed with junk mail, faxes, and important letters that must be read and responded to.  If your note is short, you can be sure that it will be read.  A long letter may be skimmed over, as the reader feels pressed to get on to other tasks.  A concise note delivered in a timely fashion is better than a longer note that takes days or weeks to arrive.  In addition Coach Holtz recommends brevity and relevance.  Don't ramble.  Be personal and sincere.  The best style is a simple, conversational manner.  Unless you are generally a formal person, avoid formalities such as "I acknowledge the delivery of your parcel" or "It was indeed a pleasure to have made your acquaintance."
 
What should the contents of your note include? You want to immediately grasp the attention of your reader.  Coach Holtz suggests that the first sentence give the reason for your note.  He usually begins his notes by simply stating, "The purpose of this note is..." or "I just want to say thanks for..." and then giving the specific reason he's writing.  You might not open a note this way, but Coach Holtz is a direct and honest man, and his opening fits his personality.  When you write a note of appreciation or thanks, you'll want to do it in a style that's yours and with which you are comfortable.  I often rely on some quip or quote to get the reader's attention.
 
Why is timing so important? As with all forms of communication, promptness is important.  The sooner your note is on the desk or in the hands of the person to whom you've written, the greater its impact.  Think of the difference between your note arriving one or two days after you communicated with someone, and a note arriving weeks or months later.  If you're serious about incorporating note writing into your business and personal life, you will have to prioritize and organize your day's activities to make time for it. 
 
Why are timely notes so important in building your network?  Social psychologists report that written communication is one of the best ways to enhance a relationship.  Everyone enjoys receiving mail, and the thoughts enclosed in a timely, appreciative note can be read and savored repeatedly.  My encounter with Coach Holtz underscored for me why millions of business people and professionals should make use of timely notes.
 
Coach Lou Holtz believes that the few minutes you take each day to write a note of thanks, congratulations, or acknowledgement to a friend or colleague are an investment in your friendships and in your business or professional practice.  Networking is predicted to be the contact sport of the 90's.  My encounter with Coach Holtz emphasized that successful professionals in any arena have discovered the importance of a timely note.
 
By Neil Baum, M.D.