Closing the Loop

Many years ago, I worked for a manager who shared a valuable organizational tip I have never forgotten.

Amy was a super-busy person who directly managed 15 employees. I appreciated that she was very professional and was always looking for ways to make our work experience even better. In fact, she would often reach out with these types of communications:

• “How’s it going with the project? Let me know if you need help from me or anyone else on the team?”
• “Good work with the presentation this afternoon. The client was super-impressed, and we’re happy you work for us!”
• “There is a new job posting related to a project management position. I think you have the credentials for it, but it’s up to you if you want to apply. I would be happy to write a letter of recommendation for you.”

Amy took this approach with everyone who reported to her. If we lacked a skill set, she would recommend a training program that was funded by our company.

Closing the Loop

From an organizational perspective, I learned something from Amy that I have now used for more than 15 years … closing the loop.

Because of her busy schedule, Amy wanted to make sure that her communication was received and understood. Thus, when she sent an email, it was important we responded to her, even if it was just to inform her that we received it.

It was important for her to know that all was good. She didn’t want to leave anything to chance.

I still remember this email from her … “Jimmie, I just want to make sure you were okay with the email I sent about the project schedule. In the future, will you please send me a quick response when I reach out to you? I want to make sure you received what I sent, and you are fine with it. Thanks!”

It Matters

I’ve been using this “close the loop” strategy for more than a decade, and it is even more valuable today, especially since most of our communication takes place via email, text, and social media.

I find it somewhat unprofessional when someone fails to acknowledge a communication from me. For example, I recently helped someone external to our team with an issue, and I sent an email confirming the completion of the ticket.

There was no answer and not even a “Thank You” for assisting.

Based on my experience, the most successful people want to ensure that messages are both received and understood. They are seeking a response from the recipient so that they are aware of any potential problems.

I’m sure we have all heard the following …

• “You sent me an email about that? It must have gone to spam!”
• “I did see that text from you, but I was busy doing something else, and I overlooked it.”

I’m thankful I worked for Amy because she led by example.

She was kind, caring, and the consummate professional.

Homework Inquiry

During the next week, here’s your homework inquiry: How will you set a good example?