Email – When should you send an email to a prospective employer?

Author: David M. Young

Email has become a common form of communication in today’s society.   During the job search, if employed correctly, it can be a key tool in the job seekers arsenal. Used incorrectly, it can be a land mine that prevents you from “getting the job”.   The following discussion contains various suggestions based on what we see in the job search combined with information that is readily available to an individual through various online resources. Share this with others. It is not copyrighted and if it appears similar to other information or documentation from other sources, that is merely coincidental and can be based on the information being attributable to common understanding.

 

So, when should you utilize email in your job search?

 

• Based on employer’s instructions – Do not send email as your initial contact, unless the employer instructs you to do so via instructions on their website, a job ad, a verbal conversation, or other reliable advice. Remember that email is impersonal. Where possible, call and if necessary, leave a voice message. Voice mail is more personal than email.
• Responding back to an employer – If you receive an initial contact email from an employer, you can most likely respond back to them via email. BUT, read the email sent by the employer and determine if they are merely providing instruction or if they are guiding you to respond via email. Their email may ask you to follow up online or contact someone else. Do not clutter up their email. It becomes easier for them to mark you address as spam if you “over” email.
• Send requested info based on the entire email chain – Read the entire chain to determine who and what you should be emailing. Emails that are forwarded to you may have instructions or details you should follow. It is too easy to reply to a response to someone who just happened to forward the email but is not the correct contact person.
• Stay on point– Stick to the subject when replying to an email. Keep your email consistent with the subject line of the email chain and do not remove the chain’s details. (Unless there is something inappropriate for the receiver to see). If you delete the chain, the receiver will have to dig up old emails to see what you are responding to…do not waste their time.
• Value email as a written record – Consider when you need a written record…If anything important occurs verbally (i.e. schedule an interview, accept an offer, are declined for a position) you should follow up in writing and email can serve that purpose. Usually an employer will follow up a verbal offer of employment with a written offer, but if they do not, you should create a written record to ensure full understanding. EXAMPLE: “Thank you for scheduling our interview at your downtown Houston office. I look forward to meeting with you on Wednesday, July 18^th at 9:30 A.M.”
• Be intelligent – Do not send an email without doing research. If you ask a question that is easily answered online, you give the impression you are lazy and unintelligent.
• Don’t send random email – Do not send an email randomly…”I’m not sure if you are the correct person but please….” Do not expect someone else to forward your email.

General thoughts on email as it relates to the job search

• Email is a form of written communication and creates a written record
• Retain copies of all emails you send and receive in the job search
• Do not let the speed and ease of sending an email blind you to the fact that you will be judged on what you say and how you say it.
• Choose your words carefully. Tone does not come across in email.
• Have someone else review all emails you send in the job search.
• A well written email can quickly impress an employer. Likewise, a poorly written email can quickly eliminate your prospects of employment. Always remember that you are being judged at every point in the job search.
• When people respond to you and provide information, respond with your thanks. People want to know that their response was read.
• Search the internet on email etiquette and you will find a wealth of information on effective emailing.
• Send an email as if it will be posted on the company bulleting board for all to see. You do not know who your initial reader can and will forward your written email to within the organization.
• Emails are read from Blackberry’s and I-phones. The longer the email, the more likely you are to lose your audience. Just like resume scans, you have 5-10 seconds to capture your audience via email.

 

Email as it relates to thank you notes

• Email thank you notes are not forbidden, just highly discouraged. Employers will appreciate that you did send a note of thanks. Timeliness should be a factor. If a hiring decision is being made before regular mail would arrive, you should send an electronic email as well as a formal signed handwritten note.
• It is always best to type or handwrite a thank-you note after you interview.
  • Exceptions:
    • If a second interview will happen before regular mail would be delivered.
    • The interviewer is traveling and would not get your mailed thank-you for quite some time.
    • If the interviewer is the “extremely electronically inclined” type who will pay more attention to email. You should send a regular mail note as well.
  • The handwritten thank you note should remain consistent with your electronic presentation of your cover letter and resume. It should be brief while highlighting why you are a fit for the role and looking forward to engaging further.

Email as it relates to offer negotiations

• Offer negotiations should be conducted verbally rather than in writing. If you have questions on an offer, call the employer and let them know of possible times to speak via phone.   Confidential information should not be in email. Your employer may send it to you, but be careful on how you respond. Do you want the I.T. guy seeing your offer?
• If speed of response is important, and you are only reaching voice mail, alert the employer via email that you have questions and suggest times to speak.
• Once negotiations are complete, ask the employer to provide written (or email) confirmation of the details. Respond with your formal acceptance and confirm start date and any pre-hire requirements that you will fulfill.

 

I’m looking for a job….WHAT NEXT?

Author:  David M. Young

You have decided to look for your next position. It may be you are being forced to look due to layoff, termination, company shutting down/bankruptcy, or life has brought so much change that you need a career change as well. Or, you may be perfectly fine in your current role, but you have decided it is time to see what else is “out there”.  So what do you do next?

I firmly believe if you are really going to be effective as you explore for your next position, you must be intentional, process minded, and diligent. If you just wait for the position to come to you, you may or may not ever find that great role you are seeking.

So, let’s explore the basics of the job search process. In the coming months, this blog will expand on these individual components of the job search in much greater detail. Let’s first layout the “roadmap” that you need to follow at a summary level and then we can expand as we move forward:

Email – Yes, email is a standard, common, and easy to use form of communication in the job search. But all too often, it is not used correctly, over or underused, or confused for actual job search efforts. Email makes you feel like to talked with someone, but you never know what happens on the other end or the impression made with your email. So what are good email tips? Should you use email? Come back and we will explore this in more detail.

Networking – Whether in the job search or not, the most effective individuals in the professional world have some sort of network. It may be as simple as a technical expert who is recognized online in various forums as the answer guy. Or you may have a handful of past and present associates that you keep in touch with. Many folks go to work and go home. We will dive in more detail on making sure that your professional reach is much greater than just those you see regularly. The most effective people in their job search have at least 10 people that are not only aware they are open to another opportunity, but invariably, these people in your network are where you will find your next position.

Resume – In today’s day and time, you must have a resume. It may be as simple as a linked-in profile, or as standard as a hard copy resume. But regardless, your resume should not just be a history of where you have worked. A well written and targeted resume makes the difference between you and the next person. Check back in the coming weeks as we discuss resumes, tips and tricks, as well as provide some sample suggestions on how to have a power resume.

Actively and Passively searching – More to come on this, some say they are not really looking, but open to new opportunities, others are in an all intensive search. Regardless, we’ll give some insight on how to pursue the market regardless of where you are in the job search.

Applying/submitting – Should you submit your resume blindly on line? Should you trust your friend who “knows” someone? Good questions and there are definitely some keys to making sure your resume is seen by the decision makers.

Interviewing – It is both an art and a science. Some are not versed on either, while others feel that once they are in front of the hiring manager, they will get the job. Well, in today’s economy, we are seeing that this is no longer holding true. How can you make sure you get a job offer when you walk out of the interview? Future blogging Insight will give you the keys to getting that offer.

Offer Negotiation – You have the offer, but the job search is not over. How to negotiate, and make it a win/win for all involved. Too many times you try to negotiate and it only ends up as a lose / lose.

Acceptance and Pre-start – You’ve accepted the job, w is the time you impress and differentiate yourself to your new boss.

Resigning your old position – Are you ready for a counter offer? Are you ready to be escorted out? Are you ready to give two weeks but be asked to stay on to complete the project? Don’t burn bridges and be ready to resign professionally.

Starting – The job search process is not over. You have a start date, but the shining stars continue to want the job even after they have it. We will blog with some further thoughts on how to be the best employee the organization has. Become irreplaceable so that you will always be paid well, happy with your responsibilities, and never need to look for a job again.

After the start, what next? – is the job search over? We’ll address this,

The above parts of the job search process will be surgically explored. Come back to https://davidyoungdy.wordpress.com and we will provide more insight for you in the job search.

 

Networking 101 – Follow up

Author: David M. Young

In a previous blog, we discussed how to identify your professional network, expand your professional network, and options on how to approach your network during your job search. Leaders not only have a strong professional network, but they know how to make strong impressions. Many know how to make a great impression when talking with or meeting with someone, but often that is where they stop. What you do after meeting with someone can make or break you and often times we don’t realize this.

Once you have met with someone (either via phone or in person) here are some tips that will ensure they won’t forget you.

• Send a thank you within 24 hours of your meeting. This can be via email or a hand written note. In today’s electronic age, an email can be appropriate, but maintain a professional letter mentality. Informality, even when you have a strong bond with the other individual, can tarnish the professional image the other party may have of you. (And you never know who they may forward your note to)
• Make sure they see your name 6 times – Don’t stop with one thank you. You may have heard that the human brain can remember something once you have seen it 5 or 6 times. This applies to you in your job search. Meeting with someone is the start of a relationship. If your conversation turned towards who they may know that could assist you or a potential job, you want that person to continue to think of you as they meet their friends and network. The best manner to do that is to be fresh on their mind. You do this by staying in front of them via email and letters. Remember to always have your contact phone and email within the body of every note you send. Suggested contact points are:
• Send a thank you after meeting with them.
• Send a brief note once you have made contact with their referral
• Send another note after meeting with their referral.
• 3 – 4 weeks after your initial meeting with them, send another note. This may be an update on your status, a follow up thank you with a request to let you know of any follow up thoughts, or a revised and updated resume.
• When you accomplish your goal from that meeting ( take a new job), let your network know. If possible, take the time to send handwritten and personalized notes.
• If after 60 days you still have not closed on a job, send another email and possibly request a follow up meeting. Then start the process again.
• Be personal and don’t send form letters. These notes require a little bit of time. If you send a form letter, or seem disinterested, you will not distinguish yourself from anyone else. If you are just going through the motions, then your network contact will only be going through the motions as well.
• Do this for everyone. It could be the friend of your spouse, it could be the coach of your child who points you to someone, it could be a recruiter, or it could be that person that gives you a name in passing. They will be impressed if you took the time to touch base with them when they did not feel like they may have done much. At that point, human nature will kick in and they will do more.

When you invest time in the people who assist you in your job search, they will invest time in you.

Networking 101-Where to Start

Author: David M. Young

Over the course of this past year, I have met with an increasing number of senior level folks who are exploring the job market. Their reasons vary…they include corporate acquisitions, divisional closings, individual lay-offs, concern about stability of their company, and being asked to pick up the job of 3 others who are gone while still fulfilling their current responsibilities. I have also spoken to numerous candidates who are exploring for reasons within their control including reduced travel, more income, greater responsibility, and increased job satisfaction.

Regardless of the reasons, I consistently hear one comment from senior level candidates…

• I have never had to look for a job
• My resume has not been updated in 10 years
• I have not talked to a recruiter in my past job searches
• I don’t have a resume
• I have always been employed, never “between jobs”

So people are saying, “what should I do?” Our guidance includes several items. One of which is to identify, evaluate, and leverage your network. Well, that sounds great, but what does this mean. Specifically,

• I challenge folks to think about anyone they know who will take their call and would be open to helping. This could be former bosses, former peers, and former direct reports. It could be people in your neighborhood, friends from church, or friends of the family.
• Put this list together. Your minimum target should be 20 names. This may be a stretch, or it may be easy. Either way, stretch yourself, or if easy, be intentional on your targets.
• Your objective will not be to call these folks and ask for a job, but rather call them and ask to meet for 15 minutes. Let them know you are exploring the job market and would love to get their insight. When you meet with them, your end objective is to see if they can give you 2 more names that you could contact who might be able to assist you on targeting your next job. If you get 2 names from everyone, you now have a network of 60 people who have their eyes open for you.
• Now call them. If they do not answer, leave a message that you would love to talk with them /catch up with them / are seeking their assistance if they can give you 15 minutes. Don’t email and wait. Email is something to be used as a follow up and confirmation tool. Call…Call…Call…What if a person does not respond, well then pull them off your list and replace them with someone else.

 

If approached in a friendly manner, people are generally willing to help. And getting two names from your friends and associates is not asking them to do all the work for you.

Of course, this takes time, so plan your time. Know when your meetings are. If someone cannot meet in person, well then talk via phone, but if you take the time to invest and meet with them for 15 minutes, people are much more likely to spend their time and work for you. If they see you are serious and intentional on this, they will be as well.

Of course, there are so many more aspects and things you can do on networking. But you have to have a network in order to start…