Question: “I work at the front desk, so when I need to take a day off, I rely on four people in my office to cover for me. They answer phones, disperse mail and faxes, and do their own work at my desk. When I need coverage, I send an e-mail to these people asking what times they’d like to volunteer to cover the front desk and I thank them for volunteering. I send a reminder the day before I take off, again thanking them for helping.
When I return, one of the volunteers expects me to thank her again for helping, and she complains about this to my boss and other co-workers. She has commented that it appears I’m ungrateful because I haven’t thanked her in person for covering the front desk. Is it really necessary for me to bend over backward and thank her in person?” — Liza
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Thank you. Those two words are simple yet powerful. They are the tools that help us grow and sustain relationships. They are ways of expressing personal gratitude for kindness, favors, donations, and specific actions you find admirable. Liza, although you may have already given a verbal thank you to your co-workers for covering the front desk for you in your absence, it is highly appropriate and just plain good manners to follow that up with a simple e-mail thank-you note. And look at the benefits you will gain – goodwill in the workplace, and mutual feelings of respect and gratitude. And if you need a bit of wording inspiration, here is a great (free) resource for professionally-written thank-you messages: http://freethankyounotes.com.
I believe a simple e-mail to everyone who helped is sufficient. There is no reason to go one-on-one. In this day and age, everyone is expected to help so a thank you is necessary but an e-mail is sufficient.
When I’m out of the office for a day or a week, I always do a “thank you” email, but when I see those that have helped me, I say “thank you” again. It take a short amount of time and its a nice thing to do.
You are entitled to your time off just like she is. It is her part of her job to cover for you. This is really your supervisor’s issue. Her comments to others about you “faking it” when you call in sick should be addressed with her. Your email reminders and thank yous are sufficient. This whole issue is not about the thank you, it’s about control.
Somebody once told me that the 4 most important words in the English language are: Thanks for your help.! It only takes a few seconds of your time to thank this person for helping and it makes you look like the gracious person you want to be. And, it might stop the other person from whining to others about what she perceives as your uncaring behavior. I give detailed electronic instructions to those who cover for me when I’m away (including an entire month once a year) and I always thank them in person. For those in other departments who help me I send an e-mail and also make a phone call. It takes such a short time and it can really reap benefits for you!
“Never lose sight of the fact that the most important yardstick of your success will be how you treat other people – your family, friends, and coworkers, and even strangers you meet along the way. ”
Barbara Bush (born 1925);
Wife of the 41st President of the United States
What’s a small inconvenience to keep office harmony? Don’t we have bigger issues to worry about in this economy?
I see nothing wrong with thanking someone face to face for doing their job. Everyone likes to be appreciated and no one like to be taken for granted. I look to the SVP’s and Chief Officers of my company for how to act and they say thank you to people all the time. It only takes a few seconds and is always appreciated.
I cannot believe all the people saying that a ‘thank you’ in person is not necessary. Whether they are required to cover for you or volunteered to do it should not matter. Someone did something for you and you should say thank you. An email is impersonal. It is a real shame that common courtesy is going out the door.
Everyday my boss thanks me for helping out that day. Why does he do this? He pays my salary and I’m expected to support him at work, that’s my job. Hmmm, maybe there’s a reason he’s CEO.
I started here as a temporary assistant to the consultant. Now, without ever applying for a new position, I support the CEO and 3 Execs, 2 VP’s, and 3 Supervisors and I still have enough time everyday to personally thank all the people who helped me out that day. Hmmm, maybe there’s a reason I have advanced quicker and have gotten the highest percent pay raises in the past 3 years.
The little things do matter and people do pay attention. Remember – Good Morning, Thank You and Your Welcome.
I believe it is rediculous of your coworker to expect a face-to-face thank you when you are doing something that actually helps the company you work for by finding volunteers. It definitely shows a clear lack of respect and professionalism on her part and if it continues, I would suggest going to your boss and telling her so.
While I agree that saying thank you is not a big deal, I think someone “thanking” someone else should come from the heart. If someone is forced to say “thank you” out of guilt or because someone demands it, then it’s not a genuine thank you. I think there is a double-side to this scenario. I agree that our Receptionists rarely get appreciation for doing their job and they have a right to go on vacation and get away just like we do. On the flip side, it’s tough to take time out of ones day to cover for the switch boards so it’s just a tough situation. Then add to it personalities and politics and it makes for a difficult situation. I always hear take the higher road and turn the other cheek so maybe that’s the lesson in all of this. Checking out one’s own attitude and seeing how they can learn from the situation and grow from it in spite of how the other person is acting. I think the toughest part of office work is getting along with fellow employees because there are so many personalities and expectations we place on each other and then there’s always gossip which doesn’t help any. Kuddos to you for at least stepping out to share this challenge and I hope you find a solution that will work for you and the other lady. I’m just sorry to hear you’re in this type of situation–I think the employers should come up with a schedule and clarify it as part of the responsibility of those who are assigned to cover for you.
It always amazes me how people take the front desk for granted, but then feel completely put out when asked to help. I’m guessing your “volunteer” rarely takes the time to thank you for all that you do for her.
But, in any case, if there are only 4 people, a simple email or even a “thank you” in passing would settle the matter. Be the bigger person and know that the complainer needs that “thank you” to feel important.
Saying thank you is pivitol when providing good customer service. Whether this is her responsibility not, since your colleague is complaining about not receiving a thank you then an in-person thank you IS necessary. You don’t necessarily have to go out of your way — just say thank you when you see her; perhaps when she passess your work space. Say “thanks again for helping out the other day”. Otherwise she may grudingly or not be willing to cover your desk in the future. Although it may be uncomfortable for you, I also recommend that you politely speak to her about her concerns – you wouldn’t want this to grow unnecessarily.
I do not feel another thank you in person is necessary. You thanked them when you asked to cover. However I do agree that a follow up email thanking them again for covering your time out how you appreicate their continued cooperation for this particular request. If the person complaining continues you have backup that yes indeed you did thank them not once but twice before and after their coverage. It sounds to me like the person that is complaining might be having issues herself with saying those two words to everyone else. Or that she seriously believes she is the most important person that is covering your phone. If she is the only one complaining to your boss I truly hope he/she tells her to stop acting so childish about some that clearly seems to be part of her job duties (phone coverage for front desk).
Everyone has a valid point. To do it, or not do it. I suppose the best thing in this situation is do what comes natural to you. Me, I always thank someone for covering for me because it meant a disruption of their day and work and I do appreciate it.
THANK YOU, for all the responses.
In general I have no problem thanking people-and I certainly do it all the time; when it is a natural response to something. In this situation the person isn’t very approachable, and I can never seem to make her happy (ex: I call in sick and she assumes I’m ‘faking’-and makes comments to certain people in the office). In fact, she complains about everything. I guess I just don’t like talking to her-she’s unapproachable and uncomfortable to talk to-so it doesn’t seem ‘natural’ to thank her.
This is their job to cover for me when needed-lunch, breaks, vacations, etc. so I don’t feel that ‘making sure’ I thank her and everyone else is a must-in fact, in this specific instance, I didn’t even realize I should thank her. So it’s also just a part of what I think is necessary vs. what she thinks is necessary.
I fear the day when we all will have forgotten the skill of being courteous in person. Some people consider mass emails (even if they only go to four people) to be impersonal. While the arguments put forth above regarding teamwork are valid, it is not an easy thing to take your work to another desk and do both your own job and the job of someone else simultaneously. What can it hurt to say “thank you” in person?
Liza,
I have been on both sides of your fence…as the receptionist and as the person filling in. Both positions are important and both positions rarely get “thank you’s.” I agree this individual seems a bit “needy” with the thank-you’s as you have already done a pretty good job in giving them out. But an extra one isn’t going to hurt to keep her happy and keep you with a positive help-mate.
Previous comments are all good. If she did or completed a special job in your absence, a face-to-face thank you is always appropriate instead of or in addition to an e-mail. We are all so busy we don’t always take the time to say thank you verbally. Sometimes e-mail can seem impersonal. If a verbal thank you is what she needs, then it won’t hurt to say it. We all give up some of our own time to cover for others and we adjust to meet others’ needs when possible.
If it is there job to back up for you when you are gone, I think it is a bit ridiculous for people to expect to be thanked for doing their job. But even though it is ridiculous, if a 15-second statement from you is all it takes to make them happy, I’d thank them. Even with four people, it will take only a minute.
I would bring a treat in that would include everyone (cookies, candies, mixed nuts). I wold keep the appreciation balanced.
If that what it takes to make her happy, thank her again in person. Afterall, you depend on her to help you with a day off so it is a small gesture.
It might be that this person is jealous of you or just a nice sensitive person. It is hard to tell what her motivation is. But as a rule, thank you’s are always encouraging and easy to say. If it’s easier to say thank you to her than have to spend time in the boss’s office explaining everything, then it is worth it to try to remember to do as she asked. Sometimes we have to pick our battles and this one might not be worth it. Again, I don’t know is she has an agenda or is just trying to set a courtesy rule. And you may never know and we are not mind readers. So, just make yourself look like the better one and just say thank you again when you get back. I don’t think it will make or break your career.
I agree with Patty and Mary. It takes just a few minutes out of your day to do it. Yeah, she’s being petty but you’ll be the bigger person by helping to keep the peace.
In our office, it’s almost impossible to get people to answer the call for “volunteers” to do this. We have to resort to asking supervisors to assign someone from their department to do it. Given the fact that this person volunteers to help out, it seems a small matter to offer a personal ‘thank you’ when you return to the office. I like to leave treats in the kitchen specially for those ladies who do volunteer to help out; it makes it nicer for them and easier for me next time I need help. It never hurts to be nice.
I would send the thanks again email and just thank her, or each of them as you bump into them. I wouldn’t go out of my way and waste extra time but if it keeps things peaceful for you and makes her happy then it is only a few moments out of your life.
Thanks Mary. I think everyone is making too big a deal out of a little thank you. I have staff that fill in for me when I’m on vacation and even though it’s part of their duties, I still take the time to thank them “again” when I return. When everyone is happy, the place runs much more smoothly.
It is very appropriate the way you handled it. Everyone is entitle to their time off and it is not up to you to worry about how this will be done when you are gone. It is up to your supervisor. If you arranged the coverage and put everything in place, you have done your job and your initial thankyou is enough. If you owned the business and the profits were going into your pocket, it might be a little different if you wanted people to excel in your absence. I believe the way you handled this situation is more than appropriate!
I would agree; an email thank you should be fine. Do you cover for your co-workers at times? (the answer should be yes) When we focus on the client and the service our company provides to the marketplace, we do what needs to be done and usually don’t find time to complain about our coworkers. Whenever someone is pointing to a coworker, I usually look at the pointer (complainer). Winers produce negative energy. The boss should put a stop to that.
Are these so called “volunteers” getting paid to work there? It’s called teamwork and I’m sure you would help them fill in gaps when they take time off. The sincerity of your appreciation will be all washed out if they start to dictate if and how often you need to say “thank you”. Instead of putting you in that position of requesting back up during your absence, you may want to get your boss to work with other management to come up with a resolution. You should not be put into that political position. Good luck, hope it all works out;it’s hard to please everybody so if you get one happy “volunteer” then let the needy ones deal with their perception of reality.
I would probably do a face-to-face thank you when I returned just to avoid conflict. I’m surprised that her supervisors haven’t advised her that providing coverage is an expectation of teamwork and falls under the “other duties as assigned” part of her job description. LOL
I wouldn’t call that bending over backwards. Just say, “Thanks again for covering while I was away.” It’s a small price to pay to make someone feel special, don’t you think?
I wouldn’t do a thank you in person. I would send an email around to the four saying you’re back and thanking them for covering. Like a reminder, but in reverse.
If the person still complains, you can show your boss you thanked eveyone and Complainer will look petty and unprofessional.