The 10 R’s of Follow up • Review (review all your stuff) • Record (all information) • Respond (call or email to say thank you) • Regroup (get references ready) • Recontact (follow up by phone) • Replay (the follow up interview(s)) • Realize (Job received; now consider offer) • Renegotiate (terms of employment) • Require (get a written agreement) • Relax
1. Review Things to review: • how the interview went • cover letter and resume • Your goal(s) • names, facts and ideas to power your follow up. • Your attitude (be a winner)
1. Review • With regards to the interview, ask yourself: • Did I make a positive first impression? • Did the interviewer and I have rapport? • Did I use tie-downs to secure agreement? • Did I access my action vocabulary/winner’s word list and success phrases? • Did I thank the interviewer? • Did my closing statement lead into the next meeting? • Did I do anything wrong?
1. Review (Success phrases) • "You never fail, you just give up" • "work is not only the way to make a living, it's the way to make a life." • "The people who succeed are the people who look for the opportunities they want; and if they don't find them, they make them" • "We must be self-made or never made" • "we become not only what we think, but what we do." • "As long as you stand in your own way, everything seems to be in your way" • "Procrastination is a roadblock in the path of success" • "When you try hard, you are almost there" • "The hardest work in life is resisting laziness" • "A glimpse of an opportunity is an opportunity wasted" • "The best investment you can make is in yourself"
2. Record Things to record: • which correspondences were sent (resume, cover letter), to whom and when. • Your progress • Take notes during interviews, phone calls, etc.
3. Respond • If you don’t respond to your first interview, you won’t get invited in for a second. • the follow up letter restates the areas you want to emphasize and can even change your profile completely. You can address any questions or concerns they may have. Reiterate your primary assets and accomplishments and convincingly describe how you can benefit the employer. • Limit your letter to one page, 3-5 paragraphs that are well-written, enthusiastic, and informative.
3. respond • Don’t forget to write a thank you letterafter the interview: they can have tremendous value in moving your candidacy forward and positioning you above the competition. Use it as a tool to close the deal. • Re-state your interest in the position and highlight any particularly noteworthy points made in your conversation or anything you wish to further clarify. • Overcome the interviewer’s objections. Demonstrate that it is not an obstacle, but rather an opportunity and that you are fully prepared to meet the challenge. • Reiterate your specific expertise as it relates to a company’s specific challenges: in bullet point format. • Highlight your core professional competencies and successes that are directly related to that company’s needs: outline how you meet or exceed each of those qualifications with headings and bullets.
3. respond • Prompt the interviewer to contact you again for another interview or offer. • Close the letter by mentioning you will call in a few days to inquire about the employer’s decision. If you call and the employer has not yet made a decision, follow through with another phone call in a few days. Send any additional information which may enhance your application. • You might also want to ask one of your references to call the employer to further recommend you for the position – especially if this individual knows the employer well. However, don’t engage in overkill by making yourself a pest. • You want to tactfully communicate two things to the employer at this point: (1) you are interested in the job, and (2) you will do a good job. • Make it 1-2 pages.
3. Respond • OPTIMIZE YOUR OPTIONS Style: • Thank you. • Thank you + "I'll call..." • Thank you + flattery. • Thank you + information. • Thank you + suggestions.
3. Respond • OPTIMIZE YOUR OPTIONS Format: • Standard letter • Nonstandard letter • Fax • Email • Phone • Mailgram • Combination
3. Respond After the interview, analyze everything about it. Then decide how to follow up. You could choose: • High tech and flashy • Conservative and traditional • Short and sweet • Deep and wide ranging • Factual and informative • Clever and self-promotional You'll need to choose a technique that complements the employer's style.
3. Respond – after meeting a contact • After a meeting with a networking contact, send a thank you note (via email or mail) • See sample on next page
4. Regroup • Regroup your resources • Make sure you have your references ready • Have professional and personal references • Should select about 5 references (3 professional and 2 personal) • Try asking your references to suggest contacts they may have in your industry who could help you. • Ask your references for suggestions of people who are in the best position to help you.
4. Regroup • Can include: • Former supervisors, managers • Your boss’s boss and other high-level executives who knew your contributions • Co-workers, past and present • Subordinates • Colleagues • Members of trade associations or other professional groups who know you
4. Regroup • If you have a reference who knows that company, or knows someone in the company, or has knowledge of that industry, use them as a reference for that target company. Preparing your reference for the call: • Let your references know who may be calling, from what company, about what position. • Suggest a focus for the conversation that makes this reference the perfect backup for this position.
4. Regroup • Give your reference a copy of your resume so they know your qualifications and what not. • You can give your professional references a Professional Reference Summary and a Professional Reference Question List • Give your personal references a Personal Reference Summary and a Personal Reference Question List
4. Regroup • Professional Reference Summary: This is a brief, neatly typed, one-page summary that reviews significant facts about you and your record. Concentrate on traits, skills, and accomplishments that apply to target jobs. Give to your reference people. • Professional Reference Question List: The final item you will give each reference is two versions of a list of questions that reference is likely to be asked in a telephone reference check. the first will have "suggested" answers completed by you.
4. Regroup Professional Reference Summary (sample): Name: John R. Smith Tel No.: (905) 337-3694 Former Title: National Sales Manager Accomplishments • Supervised and motivated a field sales force that grew from 12 people to 20 during three-year tenure. Managed and led in house sales support staff of six/ • Set and monitored sales... • Traits: • Fast moving, effective, results oriented. • Highly skilled at motivating others to achieve their goals • Reliable, loyal, enthusiastic
4. Regroup Professional Reference Question List: • Did his/her personal life ever interfere with his/her work? • What were his/her titles? • What were his/her duties? • Did he/she cooperate with supervisors? • Did he she cooperate with coworkers? • Did he/she take work home very often? • What are his/her primary attributes? • What are his/her primary liabilities? • Is he/she eligible for rehire? • Can you confirm the information he/she has given?
4. Regroup Professional Reference Question List: • How long have you known ___? • How do you know ___? • When was he/she hired? • When did he/she leave? • What was his/her salary when he/she left? • Why did he/she leave? • Did you work with him/her directly? • Was he/she usually on time? • Was he/she absent from work very often?
4. Regroup • Personal Reference Summary: This is a one page summary or list that describes attributes that the reference can authenticate and are relevant to your target job. • Personal Reference Questions List: the final item to give your references is a duplicate list of questions they are likely to be asked by a reference checker. The first copy will have “suggested” answers written by you. The second copy of the list you provide will be blank to allow your references to use the information you have given and their own recall to create their own responses.
4. Regroup Personal Reference Summary (sample): Name: John R. Smith Tel No.: (905) 337-3694 Position Desired: Accountant, Insurance Company Character Traits • Determination • Accuracy • Thoroughness • Commitment • Follow through • Energy • Enthusiasm • Competence • Positive attitude • Job-Related Abilities and Skills • Compiled financial data and developed complete, accurate forecasts • Presented concise, understandable financial reports for budget projections • Knowledge of accounting principles and procedures
4. Regroup Personal Reference Question List: • How long have you know ___? • How do you know ___? • What is your opinion of ___? • Does he/she get along well with others ___? • Is he/she usually on time? • Is he/she absent from work very often? • Does he/she bring work home very often? • Does he/she like his/her job? • What are his/her primary attributes? • What are his/her primary liabilities?
4. Regroup • GO ON THE OFFENSIVE • Getting your reference to write or call your potential employer after you have written a thank you letter. • A super-reference, written by the right person, targeted to the right person (a decision-maker), and containing marketable information about your abilities and skills. What someone else says about you has ten times the influence of what you say about yourself. The higher the position of the reference person writing the letter, the better.
4. Regroup • GO ON THE OFFENSIVE • Make sure your references know the objective of your job search. Don't over coach them. • Tell them the specific knowledge you'd like him or her to relate in a reference call, the delivery necessary for maximum impact on the reference checker. • GETTING PERSONAL: if your reference knows somebody at your prime target company who can put in a good word for you. But you can only ask once. It might be a lot to ask. • Always thank your references for their help.
4. Regroup A super reference would be even better if it’s: • Someone who knows the recipient of the letter. • Someone who knows someone else the recipient knows. • Someone who, by reputation, is known to the recipient of the letter. • Someone whose letterhead, title, and responsibilities will attract the recipient’s attention or give credibility to the statements in the letter – and to you.
5. recontact • Recontact the target • It's one of the most important devices in the job search - and also one of the most unused. • Know when to call, whom to call and what to say • Give the impression that you are: enthusiastic, confident, energetic, dependable, loyal, honest, proud of your work, concerned with service.
5. recontact • TIMING THE TELEPHONE FOLLOW-UP • Don't wait too long: strike while the iron is hot. If you haven't received a response within a week after the interview, call. • Never on a Monday: The best time to call is Tuesday through Friday, 9 - 11 am. You could also call late after 5 pm.
5. recontact • TARGETING THE TELEPHONE FOLLOW-UP: initiating the call automatically gives you the upper had. You're prepared and can guide the conversation to the outcome you want. This means that waiting for a call can push your foot out of the interviewer's door. It's up to you. What will it be?
5. recontact • Example of a call: "Hello, Mr. ____. This is Jeff Allen. I'm calling to thank you for interviewing me for the legal assistant position." "(in a hurried, distracted tone) Right. I have your resume on the pile in front of me. I'm glad you called! That's one less decision I have to make. You've got the job. Start the first of the month." If your timing is right, your target will be reviewing resumes when you call. You're the only candidate with a persuasive, intelligent spokesperson on the line at the moment, and therefore you improve your chances dramatically. If you have to talk to the receptionist: make them your ally. State who you are and your purpose and that you already had an interview with them.
5. recontact • If you have to talk to the receptionist: make them your ally. State who you are and your purpose and that you already had an interview with them. • Secretary: Good morning, Mr. Wagner’s office. • You: This is Donna Boardman calling. May I speak to him, please? • Secretary: I’m sorry, he’s away from his desk/on another line/in a meeting. May I take a message?
5. recontact • You: Mr. Wagner and I met last week regarding the engineering manager position. • Secretary: One minute please. The boss might very well be away from his desk, on another line, or in a meeting. But probably the secretary is checking to se whether he wants to take the call. If not: • You: when would be a good time to call him back? (or) I’ll hold on, if it won’t tie up your line. Since you have been direct and cooperative, the secretary is inclined to return the courtesy. Also be polite and stubborn: you’ll get through before long.
5. recontact • Make sure you practice what you are going to say. You will be restating your image/qualifications to him and highlighting yourself so that they remember you and will consider you even more. • PERFECT YOUR DELIVERY: record yourself talking. Make sure you sound assertive, confident, and professional. Also sound interesting. Would you hire you? Get someone to listen to you talk and ask for their opinion. Evaluate content and style. Make sure your words carry authority and authenticity. Convey to the listener that you know what you're talking about.
5. recontact • Make sure you sound clear. Don't slur, don't say, "ah", "y'know", "like", "needless to say", "given this", or "as I said" • ATTACH A MIRROR TO YOUR TELEPHONE: i.e., smile when you are on the phone. Sit down. • ACCENTUATE THE POSITIVE: "A human being always acts and feels and performs in accordance with what he imagines to be true about himself and his environment." - Maxwell Maltz.
5. recontact • You have to think you're a winner to be a winner. If you contract rejection shock, each phone call will become a self-fulfilling prophecy - rejection. If necessary, just keep reminding yourself that there are 100 million jobs out there, and you only need one of them. The right one, of course. • JUST FOLLOW THE FOLLOW-UP SCRIPT: Take a deep breath, exhale slowly, and make the call that will get you hired.
5. recontact Example 2: • You: Hello, Mr. Wagner. (Note: Use “Miss” or Mrs.” only if you know the interviewer does so.) This is Donna Boardman. • Interviewer: Hello. I got your follow-up letter just a couple of days ago. No decision has been made yet, but I assure you that you’re still being considered for the position. • You: That’s good news. As I said in my letter, I’m very interested. I know I would be a good fit for the job. However, I’m in a difficult situation. I’ve been asked for a decision on another offer and I’ve delayed as long as I can. I’d really rather work for Allied Equipment. Can you tell me exactly when I should hear from you?
5. recontact • Interviewer: I understand. Let me see what I can do. I can tell you you’re on of two remaining candidates. I have a meeting with the director at 3:00 to go over this. I’ll push for a decision. • You: Great! I really appreciate it. Shall I call you at 4:00? • Interviewer: Better make it 4:30. • You: I’ll talk to you then. Thank you. • Interviewer: Goodbye. • You: Goodbye.
5. recontact Here’s how the next phone call might go: • Decision-maker: Oh yes, Ms. Boardman. Let me see it I remember correctly. You were the engineer with an MBA from, where was it, San Francisco State University? • You: No, that must have been another candidate. My MBA is from Stanford. I graduated with high honors two years ago from their Executive Management Program. I have 15 years of experience as a senior engineer for Standard Products Company. • Decision-maker: Now I remember. Very impressive credentials. • You: (Your best line) I have the combination of education and experience to do the job you need done. I’d be surprised if you’ve run across anyone better prepared than I am.
5. recontact • Decision-maker: No, that’s true. But we have other things to consider. • You: Are you at liberty to discuss them? • Decision-maker: Well, for example, were concerned about bringing someone from the outside. The department resulted from the merger of two others. There have been staff layoffs, and the job requires someone who can improve morale. An outsider may not be able to do that.
5. recontact • You: If you review my reference letters, you’ll note that the people who have worked for me have spoken highly of my skills as a team builder. Maybe an outsider is just what you need for this touchy situation. Someone without a history at the company, with no preconceived ideas and hidden agendas. I think I’m that person. • Decision-maker: That’s an excellent point, and it probably just won you the game, Ms. Boardman. When did you say you can start?
5. recontact • “What’s the worst that can happen?” • The worst that can happen is that your contact will say something like, “Gee – I’ve been meaning to let you know that we won’t be able to use you at this time.” Write a note and thank them. • The best that can happen: by phone, you set up your follow up interview.
6. replay Conducting Each Follow Up Interview Perfectly • Your inventory beefed up your resume. Your resume won you the first interview. The impression you made there, backed by the power of your references and the skills of your follow up letters and calls, have won a second interview. • You’re in extra innings now and the game is close.
6. replay • You can feel more confident because you’ve been doing something right • You can prepare even better for the next one. • See Interview PowerPoint for tips on the Follow Up Interview.
7. realize Job Offer Received!! • COOL DOWN: you don't have to accept the job offer immediately (unless you're desperate). Have a checklist of your job wants and needs. • SPEAK UP - AND LISTEN HARD: When they ask about salary, you should say that it should be dependent on your contribution to the employer. The more you appear to need it, the less likely you are to receive it (like a loan). The one who does the most talking ends up giving away the store. The less you sweat, the more you'll get...
7. realize You’ll know an offer is on the way if they say: “when you start...” “your role would be...” “it won’t take you long to learn...” “when you join the team...” “your ideas will definitely help solve...” “the sooner you can begin...”
8. renegotiate • SPEAK UP - AND LISTEN HARD: When they ask about salary, you should say that it should be dependent on your contribution to the employer. The more you appear to need it, the less likely you are to receive it (like a loan). The one who does the most talking ends up giving away the store. The less you sweat, the more you'll get... • MONEY ISN'T EVERYTHING: consider other things besides money. • NEVER ASSUME: discuss things that are important to you with respect to the job like title, authority, staffing, etc...IMG_1949