The Art of Connecting

            Contacts are the single most valuable resource for your professional development.  People have more current, detailed and accurate information about what is happening in the world of work than any book, article or website ever can.  It is extremely important to use these relationships to broaden your field of vision in order to make informed, smart career decisions.

            Countless books and articles have been written outlining networking techniques and gimmicks to coach readers.  However, you will NOT be effective with empty techniques and gimmicks. Networking rests on the basic principle that busi­ness, jobs and careers are built on personal relationships; therefore, it must be genuine and sincere to be successful. 

            The true purpose of networking is to get AIR: advice, information and referrals.  It occurs natural­ly in all areas of life.  For example, when moving into a new neighborhood, you probably would not hesitate to ask your new neighbors for recommendations about dry cleaners, grocery stores, dentists, etc.  Or when planning a vacation you would not think twice about asking friends or family to recommend hotels and restau­rants.  In business it is common to ask colleagues to suggest accoun­tants, bankers or comput­er systems.  But for some reason, we hesitate to ask people we know about job opportuni­ties.  College friends, professors, family members, former employ­ers, colleagues, neighbors, etc., are most likely in the best position to connect you to others in a position to hire you.

THE WHO, WHAT AND HOW OF CONNECTING

STEP ONE:  Identify WHO can help.

            The first step in the process is to prepare a list of people with whom to network.  Think about family members, friends, classmates, co-workers, professors, managers (past/present) service industry professionals (doctors, lawyers, accountants), professionals in the field.  Consider all the people you know: commuter buddies, your children’s’ friends’ parents, people from your gym or religious institution.  Then consider all the people they know.  Add to the list every day.  Keep track of who referred you and how people are connected to each other.

STEP TWO:  Decide WHAT you want.

            You need to have a clear objective about what you are trying to accom­plish before you contact anyone on your list.   Think through your strategy first.  Why have you selected this person to contact?  What information do you hope to learn?  Who can they introduce you to?  There should be no mystery or hidden agenda as to the purpose of the conversation. Consider the following sample approaches to potential contacts:

            To a Geographic contact:  "You have lived in this city for so long and know almost everyone..."

            To a socially active friend:  "You have so many friends, you probably hear about things before anyone..."

            To someone who works in your field: "You've been working in the same type of job I am looking for, I am sure you have some idea how my skills might be viewed..."

            To a professor:  "You know better than anyone what kinds of jobs are open in this field..."

            To anyone you admire:  "You always seem to have good ideas..."

To someone you have helped:  "We have helped each other in the past, so I am hoping you can help me now..."

            It is important to understand what you can reason­ably expect from professional relation­ships and what is outside those bounds.  While job prospecting it is reasonable to expect:

            • information

            • referrals to others who can help you

            • feedback about resumes, cover letters and approach

            • reactions to your ideas and theories

            • assistance in formulating plans

            • moral support

It is NOT reasonable to expect A JOB will be handed to you! 

            Most people do not know of many current job openings.  If the first and only question posed to your contacts is "Do you know of any openings?" you will more often than not receive a NO and an opportu­nity may be lost.  By asking questions like "What do you do and what alternatives are out there?" or  “Where do you see someone with my skills fitting in?” or “Do you know anyone who works at X?”  you will uncover information which will eventually generate job leads and preserve your relation­ships.

            It is important not to limit your efforts to only those with influential positions and the power to hire you. Remember, net­working should only be used as a communication process to acquire infor­mation, NOT as a manipula­tion used to acquire power and influence over employ­ers. If you are playing the "advice and information game" when you really believe networking is nothing more than the back door route to a new position, you are being insincere, misleading and you will not be effective.  People who are close to your level of experience and even those junior to you or in support positions can be great sources of information.  Be nice to everyone along the way.

            Job seekers are hesitant about "using" people or asking for help.  Many people these days consider it foolish not to use con­tacts, and those in a position to help you might even be insulted that they were not asked for assistance.  People like to help others.  It makes them feel good, powerful and important.  If you are doubtful, consider whether you would be willing to share your knowledge or give names to friends or business associates in order to be helpful. By establish­ing a specific and relevant basis for a conversation--asking for ideas, opinions, a reaction to your own thoughts--there is no reason for you to be turned down.  Ask for something specific, something your contact can easily do.  

STEP 3:  Learn HOW to network.

            It is one thing to understand the concept of networking.  It is quite another to know HOW to do it.   The good news is networking is a learnable skill.   Start with the easy ones, those friends and colleagues you feel comfortable calling.  Invite them to lunch and say, “I’m thinking about making a job chance and wanted to bounce some ideas off you.”  During these initial meetings you will begin to become more comfortable talking about yourself, and, because these are your friends, they will be more forgiving if you stumble slightly as you craft your message.

            For people you do not know as well, use this four step process: (i) a written approach letter or e-mail, (ii) follow-up phone call, (iii) informational interview and (iv) follow-up thank-you note.

            i. Written Approach

            Send a letter or e-mail to ask for 15 minutes of their time for advice.  Do not put pressure on the individu­al to find you a job or to interview you.  That may be a long term result, but at this point, an informative con­versa­tion should be your objective.

 keep in mind that while less formal than a letter, an e-mail is still a business correspondence.  You should use a salutation.  Grammar, spelling and proper punctuation are important.  Also, your screen name should be professional.  It is hard to take someone known as HoneyBear@yahoo.com  or StudMuffins@hotmail.com seriously.

            ii. Follow-up Telephone Calls

            Nothing is more effective than a well-written correspondence followed promptly by a telephone call.  If you sent a letter, call 5-7 days later; for an e-mail, follow up 2-3 days later.  The telephone is the most underutilized tool available to the job seeker.  Most job seekers never even try to call decision-makers and even those who do, do not do so often enough.    By using the telephone, job seekers can reduce uncertainty and waiting time.  It is your responsibility as the job seeker to make the telephone call and schedule a meeting.

            Prepare a script so you can clearly and succinctly introduce your­self and articulate your request.  Your ability to present yourself and explain what you hope to gain from meeting with your contacts will determine their response to you.  Why have you chosen this particular organization and, more importantly, this particular person to contact over all of the other possibilities?  What specifically do you want to find out?  These types of questions will help you to clarify your objectives in networking before you call or write contacts and will increase your chances of peaking their inter­est in meeting you.  You must be prepared to say more than "I am looking for a job and I was wondering if you know of any open­ings."  Consider instead:

                        "Hello, Mr./Ms. ______.  This is Sally Smith.  I am calling at the

            suggestion of Jack O’Neill.  I sent you a letter last week ex­plain­ing...

            (restate the first paragraph of your letter) and I was wondering if

            you might have 15 minutes next Tuesday or Thurs­day to meet with me?"

            Remember, you do not want to exert pressure on people to find you a job.  You only want to explain the purpose of the meeting and articulate how you believe your contacts  can be helpful.  The objective is to unearth information about them and their job experience.

            Choose a private, comfortable setting for making calls.  Besides your script, keep a pen, pad and copy of your resume and letter at hand.  Being prepared will help to ameliorate an attack of phone fright and will prevent you from omitting impor­tant information.  Your script should include:

            •   who you are calling (address the person by name)

            •   who referred you

            •   why you are calling (to determine the status of your let­ter)

            •   how you believe the person could be helpful

            Your introduction should be brief, listener directed and upbeat.

              As the example suggests, consider giving the listener a choice between something and some­thing, not a choice between something and nothing.  For example:  "I was wondering if we might meet Tuesday afternoon or Thursday morning,"  is more effective than "I was wondering if we might meet next week."  Even if both Tuesday and Thursday are not convenient, offering a choice avoids complete rejection and steers the interviewer into discussing timing.  Remember to confirm time and exact address, including floor and room number.

            If people seem hesitant to grant your request to meet, clearly state that you are not looking for a job with them and that you are only looking for advice and information.  For example:

Reluctant Contact:      I really don’t know of any openings. I’m not sure I can help you.

Your Response:           I appreciate your candor.  At this point in my job search, I’m just trying to talk to as many people in the field as possible to get some feedback on my approach and brainstorm where possibilities may exist.  I  would appreciate it if you could spare 10 minutes for me. Does next Tuesday or Thursday work for you?

Suspicious Contact:    If you are looking for a job you should contact HR.

Your Response:           Actually, I am not looking for a job at the moment, although I’d be happy to contact HR at a later day.  Right now I am eager to meet as many people in the field as possible to get some feedback on my approach and brainstorm where possibilities may exist.  I would be grateful if you could spare 10 minutes for me. Does next Tuesday or Thursday work for you?

Negative Contact:        I can’t help you.  I’m not the person you should talk to.

                                                            OR

                                    I don’t have time to meet with you.

Your response:            Thanks for your candor.  Could you suggestion someone else I should talk to?  Would it be ok if I used your name?

If you are still met with resistance, politely bring the conversation to a close and than write a nice thank you letter, again stating your intended purpose.  Mention your disappointment in not being able to learn from the person's experience and ask to be remembered for future reference.  Enclose your resume with this letter.

Getting Past Voice Mail and Secretaries

            Perhaps the greatest challenge when using the telephone is reaching your target.   Voice mail has frustrated many job seekers.  Be prepared to leave a detailed message of why you are calling and state a time when you will call back to alert your contact.  Do not simply leave a name and a phone number and expect a person to return your call.

                        "Hello, Mr./Ms. ______.  This is Sally Smith.  I am calling at the suggestion of Jack

            O’Neill.  I sent you a letter last week ex­plain­ing...          (restate the first  paragraph of  your letter) and I was hoping to arrange a time to meet with you.   I’ll call back this afternoon at 3pm."  If that time is not good for you and you would prefer to call

            me back, I can be reached at 212-555-2222.  Thank you and I look forward to speaking

            with you.

            Reaching receptionists or secretaries can provide a unique set of problems.  Keep in mind that it is part of their job to screen phone calls.  Secretaries are trained to keep the unwanted world away from a busy boss. 

               Try to take control of the conver­sation from the beginning, following your script.  Sound confi­dent.  If requested to give a reason for the call, offer, "She is expecting my call.  We have corre­sponded," or "I am calling at the suggestion of Mr. Smith."  If your voice conveys uncertainty, you may be giving the secretary just cause to screen you out.  NEVER try to deceive the secretary by saying, "I am a friend," or "it is a personal call."  You will only alienate your prospect.

            Secretaries can be your best allys or your biggest stumbling blocks.  Be sure to get their name and establish friendly relation­ships.  Remember, they have access to your target and are likely to share their impressions of you with the boss.

            If you doubt that your target will return your call, indicate that you are going out and ask when might be a good time to call again.  If after several calls, none have been returned, do not signal exaspera­tion.  This will make the secretary defensive.  Instead, apologize for calling so often.  Ask if you could schedule a phone appointment to break the cycle of telephone tag.  The secretary may be moved by your respect for her time and either schedule a phone appointment, or provide you with information about a better time to call or, at least, place your message to the top of the pile.

            If you cannot get the cooperation of the secretary, try calling before 9 a.m., after 5 p.m. or during lunch when your target person is more likely to answer his/her own phone.

            Understand that it may take several attempts over a period of weeks--even months--to get someone's attention.  Keep in mind that the way to get a response to any kind of marketing communication is to create multiple, positive impressions. 

            iii. The Informational Interview

            Once you are in your contact's office, it is your responsi­bility to lead the conversation.  You should be prepared to:

            •           explain the purpose of the meeting

            •           show how your contact can be helpful

            •           present your background and skills to put the meeting in con­text

            •           ask questions to elicit the information you need

            •           present a pleasant, positive demeanor

            •           get the names of others who could be helpful

            •           be considerate of their time

            The purpose of the meeting is to determine how your skills and talents could be used in different settings, so it is important to do a good job presenting them.  The ability to communicate your qualifications to potential employers entails more than just informing them of your technical competence.  You must be able to illustrate that you have the requisite personal attributes--things like problem solving abilities, analytical skills, assessment and planning capabilities--to perform the job.  The examples you use to talk about your accomplish­ments should elucidate your thinking and problem solving style.  The more con­crete and specific you are, the better able your contact will be to think of possibili­ties for you and suggest addition­al people you should meet.  It is critical that job seekers engage in the self-assessment process before they launch into the networking process.

            A common mistake people make when job prospecting is to use the meeting as a therapy session.  You do not want to inspire guilt, pity or dread.  Your goal should be to make your contacts feel good about their ability to help you.  It is important that you present yourself as posi­tive, confident and self-assured, not negative, needy and desper­ate.  Never make your contacts feel sorry for you or responsi­ble for your situation.  Do not scoff at their suggestions by saying "I've tried that and it does not work," otherwise your contacts will doubt their ability to help and begin to avoid you.  If you need to express anger, bitterness, anxiety, etc., talk to a career counselor or seek out a member of the clergy or a sympathetic friend before meeting with your contacts. 

                        During your appointments you may want to address:

            A.  The careers of the people you are visiting:

                 •  their background

                 •  how their interest developed in this area

                 •  what they like best/least about their work

                 •  their "career steps" (what former jobs they held, what they learned from each, how they

                         pro­g­res­sed from one job to the next)

            B.  Advantages and disadvantages of working with:

                 •  that type of firm, agency or corporation

                 •  that geographical area

            C.  The structure of  their organization and how it operates:

                 •      who they supervise, and who they report to

                 •      performance expectations

                 •      advancement opportunities

                 •      future growth potential

            D.  Characteristics the organization values in an employee.

            E.  Advice regarding how to make yourself an attractive candidate including:

                 •  suggestions on upgrading your resume

                 •  suggestions on interviewing techniques

                 •  suggestions on additional educational and experien­tial qualifications you

                        might pursue

                 •  suggestions on where to go to find more information

                 •  suggestions of others in the field with whom you could speak

            F.  Information about any specific job openings you should consider

            Once contacts gets to know you, and you have asked questions about their career (showing genuine interest), it is their prerogative to offer further assistance.  Towards the conclusion of your talk, their thoughts might naturally turn to what action they might take on your behalf. 

            You should express gratitude for offers of assistance and take notes if individuals suggest that you contact col­leagues.  You might add, "Would it be OK if I use your name when contacting this per­son?"  If your contacts offer to send out your resumes for you or make calls on your behalf, make sure you arrange to get a list of those contacted so that you can take control of the follow-up process.  Assuming responsibility for the follow-up process will allow your contacts to experience you as efficient and conscientious.

            If your contacts do not offer assis­tance or additional names of people to call, you might gently ask if they could suggest names of individuals to speak to who could give you more information. 

            You may find that the 15 minutes you asked for stretched to a conversation lasting an hour or more.  This usually occurs because people are flattered that you came to them for advice, and are asking about things of impor­tance to them.  However, it's up to you to stick to your preset time limit, and let your contacts take the initiative to extend the meeting, if desired.

            People love to talk about themselves.  This type of conver­sation tends to be very warm and animated, filled with good will.  Even though they may not know of a specific job opening, your contacts are likely to keep you in mind when they do have one, or when a colleague is trying to fill a position, they may recommend you to them.

            When you meet with people on your network list, take notes about the meeting.  It would be helpful to start a file for each contact.  Whether you choose a sophisticated computer software program or a simple 3 x 5 index card filing system, be sure to include:

            •  the contact's name (be sure you have the correct spell­ing)

            •  the date of the contact

            •  the results of the meeting

            •  follow-up that is required and the timeframe

            •  the person who referred you

            •  any personal information that may be helpful

            •  your impressions of the person and the organization

            The job search process requires that you continually make phone calls, schedule appoint­ments, write follow-up notes, contact new people, etc.  It is important to record the dates and times for each activity on a pocket calendar to remind you what needs to be done.  This will help to organize your days which in turn will allow you to get more accomplished.

iv. Follow-up Correspondence

       When someone has taken the time to meet with you to provide information, advice and support, it is necessary and appropriate to send a thank you note.  While an e-mail is ok, a handwritten note-- in the form of a note card or on your personal stationery--is better. Your message should convey gratitude for the time, attention and guidance shared.

             People who help you should be kept apprised of your job search.    Remember, the way to get a response to any kind of marketing communication is to create multiple, positive impressions.  YOUR job search may not be the most important thing on your contact's mind.  If you occasionally can remind people that you are still in the job search, other opportu­nities may present themselves down the line.

       It is appropriate to reconnect with people to:

1)     Update and inform.  Reconnect with contacts periodically to update them on your job search activities or when new information arises.  For example, if your contacts connect you to someone in their network, let them know how the meeting went.  Keeping people up to speed is helpful, but don’t overdo it.  Only contact people if there is truly something of significance to report.  If you find yourself calling or e-mailing more than once a week, you have wandered into the “pest” zone.  Also, don’t worry if your contact does not respond to your e-mail or if you do not speak with the person directly.  Leave a brief voicemail message with the pertinent information.  Don’t ask them to return your call.  Your goal is to minimize the amount of time you ask of people.  Your objective is simply to stay on their radar screen.  If you haven’t had a reason to connect, touch base every 4-6 weeks to check in.  “Wanted to see if you’ve heard anything.”

2)     Solicit information and advice.  Call contacts with simple questions.  “I just scheduled an interview with “X” and was wondering if you might have 5 minutes to share any insights you might have.” These types of solicitation should definitely not be made too often and the questions/guidance should be specific and in instances when their opinion would definitely make a difference.  If you are considering asking them which tie to wear to the interview, you are wasting their time.

3)     Share information of interest to THEM.  Your job search activities may uncover information that may be of interest to your contacts.  Perhaps you will learn information about emergent trends, client development opportunities or something of a personal nature.  Make those connections whenever possible.

       Finally, remember you want your contacts to always have a pleasant, positive experience during their interactions with you so that they will be inspired to refer you to people.  It is NEVER appropriate to call your contacts to whine or complain.  While the job search can be frustrating, use your friends and family or hire a career counselor to help you through the rough patches, NOT your contacts.  Most importantly, remember to let your contacts know when you have landed a position.  Thank them again for their support and guidance and offer your willingness to return the favor.

            After each informational interview, review your performance.  Did you present your skills as effectively as possible?  Did you craft your questions to illicit the information you needed?  What could you have done better?

            Organize the information you have received.  Are there new books to read, new resources to consider, additional organizations to explore, new people to meet?  Develop your plan of action based on this new information.

             Informational interviewing requires a long-term view, strategic planning and a commitment to working at it.   It takes patience and perseverance to use this process to uncover job opportunities, but the payoff will be enormous.

Proceed to Preparing for Interviews