Emails On The Run

Email is an important tool for all job seekers. It allows them to quickly communicate to employers or networking contacts instantly, and it makes sending documents easier. For all its advantages, however, it does have its downsides.

One of these issues is something that we all dread but that usually happens at least once in our lives: Sending an email to the wrong person. This is even more common in the smartphone era, when anyone with an Internet-enabled phone can send messages while on the run. Sending a personal email meant for a friend to an employer can be a potentially career-killing move. Luckily, there are ways to avoid this:

1. If at all possible, wait until you get home to send your message. While mistakes can happen on the computer, it's less likely because you will not be as rushed.
2. Double-check the "TO" line on all the emails you send.
3. Create a separate email account for all of your job search-related contacts. This is by far the best solution, as you will be eliminating any chance of sending a message meant for a personal contact.

If you do happen to send a message meant for a friend or family member to an employer, follow-up immediately with an apology. Depending on the content of the message, your chances of getting the job will not be severely reduced if you correct your error right away.

Have you ever been caught in this difficult situation? Tell us in our comment section what happened, and if you were able to still get the job despite the embarrassment.

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.

What's Your Job Application E-Mail's Subject Line?

The most frustrating thing for a job seeker is getting no response to a job application e-mail.  Most would prefer a rejection than being ignored.  At least then they know it was read.

With situations like this, it seems like there's almost nothing you can do to get your e-mails read.  Thankfully, that's far from the truth.  Even messages that have a lot of time and thought put into them can miss the main point that every great e-mail should get across: Why should the reader care?  If your e-mail takes a while to get to the point or, even worse, is written sloppily, you're not going to have much success with your job search.

The first thing a recipient sees when they get an e-mail is its subject line.  Unless the person already knows the sender, this is often the deciding factor on whether the message is read or not.  If an employer gets an e-mail with a subject line like "Responding to job posting," that isn't going to inspire much enthusiasm.  Something like "[Insert Name Here]--Hardworking Fundraising Professional," on the other hand, is much more memorable and will make the reader want to learn more.  Try using a subject such as that the next time you send a job application e-mail.

Have any other ideas for good subject lines?  Share them in the comments section.

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.

Telephone Interview Tips

Before you are called in for a face-to-face meeting, some companies like to go through a telephone interview.  This type of job interview presents many challenges.  Since you can't see the interviewers facial expressions or body language, it can be hard to determine how well you are doing.  It can also be very difficult to understand people over the phone.  If you are to take that next step toward getting a job, you must master this sometimes uncomfortable task.  Here are some tips to make it a little easier:

• Write down a list of questions you want to ask.  Here's the bonus of interviewing over the phone: You can keep this list in front of you as you talk.  As you address each question, you can check them off your list. 
• Conduct the interview in a place where there will be the least amount of noise.  That means staying away from the TV and other people you live with.  The nature of everyday life means it's almost impossible to avoid all noises, but you can minimize the affect they have on your interview.  If there's one place you should avoid at all costs it's the outside.  Make sure you are indoors when the call comes.
• Avoid talking like you would to your best friend.  That means not using slang or other informal language.  Phone interviews may be casual, but this is still a professional conversation, so you have to treat it that way.
• Make sure you are not lounging around when you speak.  Even though you can't be seen, this type of body language can affect your speech.  You have to be as enthusiastic as possible when you are talking.
• Don't call back at the end of the interview if you realized you forgot something.  If it's something very important, make a note of it and bring it up again if you are lucky enough to get called in for a face-to-face interview.
• Don't forgot to send a thank you note 24 hours after your interview!

Think of the telephone interview as the last barrier between you and the employer.  If you follow these tips and are sufficiently impressive, you will give yourself the best possible chance to succeed.

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.

Networking Tips: Is It Better To Listen Than Speak?

In a recent blog post, Job-Hunt.org bought up an interesting networking tip: Listening.  The thought is that, by using active listening skills you will be able to find out more about who the person is and convey to them that you are interested in what they are saying.  Is this really a more effective approach than being an aggressive conversationalist?  I think so.

Everyone likes to feel like they are being listened to; it's a fact of life that is hard to escape.  If the person in question doesn't feel like you are giving them the time of day, they likely won't respect you.  You might not be yelled at like you were in school, but the result remains the same: You will come off as uninterested and unprofessional.  If you are hoping to make a good contact, this is the last thing you want.

It is suggested in the Job-Hunt.org post that you use active listening body language to show you are paying attention.  This includes doing things like leaning forward, smiling, and nodding.  These are all great tips, but I would also suggest bringing along a pen and paper to take notes.  There is no better way to show that you are engaged than by writing down things you think are important.  You will presumably be talking to a lot of people, so taking notes will also help you remember key things the person said.

There is nothing wrong with being more aggressive when you network.  With some people's personalities, it might come more naturally than listening.  Some individuals are just more inquisitive than others.  You will find that you can gain just as much information by letting the other person talk.  As it turns out, it's not always a bad thing to be passive.