Job Interview Do's And Don'ts

It can be easy to relax after you finally get called in for a job interview. Crafting the perfect resume and cover letter was the hard part -- surely things will get easier now, right? Not so, according to Bruce A. Hurwitz.

Hurwitz, vice president of New York City-based Joel H. Paul & Associates, Inc., a national executive search firm for the nonprofit sector, told an audience at a recent Fundraising Day in New York that preparing for an interview can be the hardest part of the job search. He explained that while a job interview can get you in the door, your behavior or appearance can kick you out just as fast.

Hurwitz offered the following do's and don'ts to help you prepare:

Do...

• Research the employer. You don't have to memorize the mission statement, but at least know some key facts about the organization.
• Prepare for multiple interviews. Sometimes one interview isn't enough. There are many employers who will use multiple job interviews to see how you fit in the organization as a whole.
• Dress professionally. When in doubt, err on the side of conservative. Avoid wearing perfume or aftershave.
• Ask for business cards. You want to remember the person who interviewed you to make it easier to call them back in the future.
• Make eye contact. Be friendly without forcing chumminess.
• Immediately send a thank-you letter. This can be the difference between getting and not getting the job.
• Be aware of what's said on the Internet about you.

Don't...

• Be late. This seems obvious but there are many unexpected factors that can cause this. To give yourself time, leave earlier than you need to.
• Bring coffee or other beverages.
• Speak ill of your previous or current employers.
• Bring up salary or benefits. If the employer mentions it, be honest about what you've made and what you want to make.
• Be modest. This is your time to shine. Emphasize both what you've done personally and what you've done in a team.
• Say how you would fix their problems.
• Bring notes. Prepare beforehand for questions but don't sound rehearsed.

Writing A Thank-You Note When You Aren't Hired

Writing a thank-you note to employers is common practice after an interview or after you are chosen for the job.  It's also important to say "thanks" after you've been rejected, too.  What you may not realize is that these letters are way more than a formality.

If you are gracious enough in defeat, these thank-you letters can be a great opportunity to build bridges rather than burn them.  If the employer senses any hostility in your note, it's unlikely you will ever be considered for a position at the nonprofit again.  If you are sincerely gracious for the opportunity, however, you will find new doors will open for you.

The first thing you need to do when crafting your follow up is to make sure you are addressing your interviewer, and not the organization as a whole.  It's a common mistake for job seekers to send a message to the nonprofit's general inbox rather than to the specific person who interviewed them.  This is a much more personal approach and it will be greatly appreciated by the interviewer.  That's why it's imperative you get the interviewer's business card when you first meet.

It's doesn't exactly feel great when you are turned down for a job, so make sure you get rid of any feelings of bitterness when you write your letter.  Don't point any fingers or express disbelief that you could have been rejected.  Instead, ask for advice how you could be a better fit for the position in the future.  You're not necessarily going to get an answer, but that simple request for feedback shows that you are able to take constructive criticism without being offended.

Crafting an impressive thank-you letter is not going to automatically thrust you to the top of an employer's recruiting list, but it will definitely improve your stock when they hire again.

Don't Use These Follow Up Techniques

It's always a good idea to follow up after you had a job interview.  It shows that you are committed to getting the job, and it's just the polite thing to do.  But job seekers beware: There are some bad ways to follow up with employers.

The difference between a well written and a sloppy thank-you note can be the difference between getting the job and being rejected.  It's not just poor grammar that can turn off a hiring manager.  The tone and style you use is also very important.  Here are some follow up techniques you should avoid:

• Don't make turn your follow up e-mail into a novel.  Hiring managers don't have time to read long-winded messages.  Anything longer than a paragraph is too long.
• Don't be too aggressive with your communications.  You only need to send a thank-you message to the employer's e-mail.  Sending the same message to multiple sources (i.e. the organization's Facebook page, Twitter, etc) crosses the line and, frankly, is a little creepy.
• Don't send angry e-mails if you don't hear back from the employer as soon as you would like.  Remember that hiring managers have a lot on their plate, and it can take them a while to get back to you at times.
• Remember to use a professional tone in your message.  Avoid the use of informal language.  You're talking to an employer, not a friend.

Writing A Prospecting Letter

Have you ever heard of a letter of interest?  With all the other job application materials out there, it's usually lost in the fold.  But make no mistake, it can be of great use to you.  Here's a definition of the letter of interest, also known as a prospecting letter, from About.com: 

"A letter of interest, also known as a letter of inquiry or prospecting letter, is sent to companies that may be hiring, but, haven't listed a specific job opening to apply for."

The nonprofit job of your dreams may not be hiring now, but that doesn't mean they won't be in the future.  Sending a letter of interest is a great way to get ahead of the competition when the organization does decide to bring in new employees.

So what needs to be included in a letter of inquiry?  While the concept is much different from a standard cover letter, you will find that process is somewhat similar.  The main difference is that you will writing about a position that does not yet exist.

The opening of your letter should describe how you came to hear of the organization and why their mission interests you.  This should be no more than a few sentences.  You should then transition into describing the type of position you would be interested in, and how your skills and experience would be an asset for that job.  This section should be the main bulk of the letter.

The conclusion of your letter should express your desire to meet with the employee you contacted (more than likely, this would be someone in HR) to discuss future employment opportunities.  Make sure to leave all of your contact information at the end so the employer can follow up with you.  After that, you simply send off the letter and the waiting game begins.  Make sure to read my blog post on follow up e-mails to determine when you should contact the employer again if you don't hear back.

Leaving An Effective Phone Message

Even with all the different ways to contact employers, the telephone is still one of the most effective methods available.  Nothing can replace the certainty that comes with hearing the inflection of a person's voice.  It helps eliminate those "What do they mean by that?" questions.  But what happens if nobody picks up the phone?

Leaving a phone message for an employer remains one of the most difficult things for a job seeker.  It's all too easy to stumble on your words or go off on long tangents.  The key to a successful voicemail is to leave it short and sweet.  Recruiters are very busy people, and they don't have the time or patience to listen to long-winded messages.  Here are the only things you need to include in a voicemail:

• Your name (twice-once at the beginning and once at the end).
• Your phone number (repeated twice at the end, slowly).
• A reminder of your previous interaction with the individual.
• A reiteration of your interest in the job.
• A pleasant closing.

You also need to make sure to keep an upbeat tone throughout the message.  Practice it beforehand to make sure you don't drift into a monotone.  Trust me, there's no better way to bore a listener then sounding bored yourself.  When the recruiter comes back to your name as a possible candidate, you want them to remember you in a positive light.

Have any other tips for a great voicemail?  Let us know in the comments section.

E-Mail Etiquette For Your Job Search

E-mail has become the dominant form of communication for the job search.  Although there are times when making a phone call is more appropriate, most employers prefer to receive e-mails from job seekers.  As simple as it is to send a job application e-mail, there are some pitfalls.  All of these can be avoided by following e-mail etiquette.

I've already gone over in a previous blog post that you should never send an e-mail from your personal account.  You should create a separate e-mail address so that it is easier to keep track of your correspondences.  But beyond that suggestion, there are some other things you should keep in mind.  One of the most common problems that I have seen is creating an acceptable e-mail subject line.  Job seekers will too often write something like "regarding your job posting."  That is not nearly specific enough.  An example of a good subject line would include the exact name of the position.  For example:

• Fundraising Director Position, OR
• Fundraising Director Position, [your name here]

Another suggestion is to include an e-mail signature at the end of your message.  Most programs--whether it's Outlook or Gmail--give you the option to include your name and contact information at the end of all your communications.  This is a much better solution than putting your contact information somewhere in the e-mail body.  Remember to include all methods of contact in your signature.  This includes your cell and home phone number.  You should also consider including a link to your LinkedIn profile.

Finally, you should pay close attention to your salutation.  If you don't know the name of the person, write "To whom it may concern" instead of something like "Hello."  Use Mr. or Ms. if you know their name.  Do not under any circumstances use their first name.  Have any more suggestions that I missed?  Leave them in the comments section.

Job Follow Up Strategies

Let's get one thing straight: Following up on a job for which you applied is not optional.  You can do this on the phone or via e-mail, though the phone is thought to be more personal.  Whichever method you choose, it is imperative to do this so you can find out what stage of the resume-review process they are in. 

These are not easy calls to make.  Many job seekers understandably fear they will come off as desperate if they contact the employer about the position.  Here are some strategies to help make sure you handle these important communications in the correct way:

• Don't leave multiple voice messages: You might think you are doing the right thing by leaving multiple voice messages, but these can quickly become a major irritant to the person receiving them.  That's the last thing you want to accomplish.
• Vary your follow up routine: Are you constantly getting voice mail when you call?  Try calling at different times of day.  It varies from one organization to the other, but people will typically be at their desk in the early morning and late afternoon.  I can tell you one thing: Do NOT call at lunch time.
• Speak to an operator: Instead of leaving a message on voice mail, try speaking to an operator or secretary and leave a message with them.  People aren't always going to immediately check their voice mail, so having a secretary tell them you called can be a better strategy.

These three strategies can help turn a nerve wracking process into something more manageable.  Feel free to leave your own tips on job follow ups below.

Job Follow Up: Being Persistent Vs. Being A Pest

There's a very fine line between being a persistent and being a pest when doing a job follow up.  If you push too hard you risk turning off your contact.  But, not pushing hard enough can cost you.  How do you hit this perfect balance?  Let's do a little compare and contrast to make this clear.

Being Persistent:

• Sending a polite "thank you" message after you get home from an interview.
• Inquiring on the status of your job application five to seven days after sending it in.
• Wait a week to a week and a half before each additional follow-up.
• Your messages are brief and cordial. 

Being a Pest:

• Sending a follow-up message almost immediately after you send in your job application.  Anything less then five days is too soon.  Countless applications are sent in everyday, so give the employer time.
• This applies to the rest of your messages.  Hiring managers love to see persistence in a candidate, but they also don't want their inboxes flooded with messages.
• The whole point of your follow-up messages is to show that you really want the job.  There's no need to send over an essay.  All you have to do is a send a brief note saying that you are really excited about the opportunity to work at the organization.  You can then politely ask if they have any update on the status of your application.
• Make sure you aren't coming off as too nosey or desperate in your messages.

If you don't hear back from an employer after two or three follow ups, it's time to close the book on that opportunity.  If you do hear back, pay close attention to the language they use.  Refrain from sending anymore messages if you see statements like "I will contact you when I have an update."  Just thank them for all of their help, and back off.

What To Say After A Job Interview

Did you know you can turn a good interview into a great one with just a few simple statements?  Ok, maybe it's not that dramatic, but the fact remains that what you say after a job interview can really have an affect on how the employer views you.  You may think a simple "thank you" will suffice, but there are a number of things you should say and ask to show that you are really serious about the job.

• Re-state your interest in the job.
• Ask when/how you should be following up.  If they request you don't contact them about the job, respect that position.  In this situation, you should get in touch with any contacts you have at the company to find out what is going on.
• Request the interviewers business card (and give them yours if you have one).

These are all things that hiring managers will look for to see if a candidate is serious.  You won't necessarily be rejected if you don't do each and every last one of these, but it will help your cause.  I say it all the time, but it bears repeating: You need every advantage you can get in this job market.

Do you have any other tips for the post-interview period?  Feel free to share them below.

A Job Follow Up Template

I often talk about how important it is to spend a lot of time on your job search.  That doesn't mean that all that time should be spent applying to jobs.  In fact, it is actually possible to apply for too many jobs in a given week.  Instead, you should focus on applying to a smaller number of jobs every week that best fit the position you are looking for.  After that, it is time to work on a very important aspect of the search: The job follow up.

There are two times you are going to want to follow up with the employer: After you first send your application, and after an interview.  I want to focus on the first instance today, as this will be key in even getting an interview. 

So when should you follow up?  There isn't really one right answer for this, but I would suggest waiting a couple of days before sending an e-mail over to the hiring manager.  But when you do follow up, you should make sure it is well written and confident.  The opening of your message should remind the employer that you had recently submitted an application for the position (be sure to mention the exact date).  As you are probably well aware, organizations receive hundreds of resumes every day, so it is unwise to assume they will know who you are. 

Next, you should emphasize why you think you would be a great fit for the job.  You should also mention how excited you are about the opportunity for working for the organization, as well as stating any additional qualifications you have that would set you apart from other candidates. 

Finally, you should avoid passive closings when you end your message.  Instead of saying something like "I look forward to hearing back from you in the near future," say "I look forward to the opportunity to discuss my qualifications for your position."  There may not seem to be much of a difference between those statements, but the phrasing makes all the difference.  The first statement will make you seem passive, while the last statement shows you are very serious about wanting the job.

The big question most job seekers have is what to do after the follow up?  Should you send another if you don't hear back?  It's a tricky question, though most experts say that you should avoid sending multiple follow ups.  The thought is that it makes you look desperate.  Of course, you could flip that around and say it makes you look determined.  Still, the safe bet is to reach out just once.  If you are determined to try again, however, try to get someone else in your network to send a message to vouch for you.  But after that, you should probably just leave it alone.