fast track guide to effective networking

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Transitions…….

Your Personal Path to a

New Career

Fast Track Guide to Networking Workbook


Table of Contents Job Discovery ...................................................................................................................................................3

Open & Hidden Job Markets ...........................................................................................................................3

Penetrating the Job Market .............................................................................................................................5

The 5-R’s for Effective Networking ..................................................................................................................6

Secondary Contacts .......................................................................................................................................11

Contact Interviews .........................................................................................................................................11

Effective Letters .............................................................................................................................................12

When to Use Email ........................................................................................................................................14

Sample Networking Letters ...........................................................................................................................16

Building Your Network Through Referrals ....................................................................................................19

Developing Your Contact List .........................................................................................................................19

Job Listings ...................................................................................................................................................21

Job or Industry Fairs ......................................................................................................................................22

Writing Job Ad Letters ...................................................................................................................................24

Working With Employment Agencies ............................................................................................................25

Targeted Letters ............................................................................................................................................25

Planning and Controlling Your Job Discovery Strategy ..................................................................................29

Job Discovery Plan .........................................................................................................................................31

Tracking Your Productivity .............................................................................................................................33

Networking Contact Form .............................................................................................................................35


Job Discovery The approach to your job search is what we call your job discovery strategy. An effective strategy encompasses proven techniques that you will learn and practice in this section.

Overview of the Job Market You need to use three sources of information:

Printed

Online

People Knowledge - the right knowledge - about your marketplace, target organization, and pursuing a job will help you make the best decision about your work life and career.

The best ways to find a good job are not obvious!

Job seekers need good advice that is not easily distilled from the vast amount of literature written on the subject.

Success requires the use of techniques that are not routinely taught. Putting the knowledge and techniques that follow to use will give you an edge over your competition.

Open and Hidden Market Jobs we refer to as being in the "open market" are those that are announced by placing employment ads in media such as newspapers, trade journals, web sites or listing them with private or government employment agencies. Because open market sources are obvious, many will apply and they will be highly competitive. The "hidden market" refers to unannounced jobs. Sometimes employers deliberately attempt to fill a job without announcing it publicly. They may prefer, for reasons of their own, to use a referral network. Some jobs are hidden more deeply. Visualize what we call a "hiring manager." These are people with the power to hire you and to set the specifications for a job you have targeted. They may oversee a function or department whose workload is increasing. They may have made a mental note that the talents of some incumbent employees have become obsolete or their performance mediocre. If you could somehow get to them and impress them while their thinking is in the formative stage, you could land a position without having to compete with hundreds of others.


Once a company makes the decision to hire someone, they will likely send a 'job requisition" to the human resources department or contact an employment agency. At this point, the position hits the

"open market." The first thing recruiters want to know of hiring managers is: "What qualifications are you looking for? " Bosses are then apt to specify certain college degrees and majors as well as a number of years of experience in particular occupations and industries. But what to hiring managers may be a "wish list" of qualifications, to recruiters becomes "the law." Internal company recruiters, by placing an ad, can generate hundreds of resumes; therefore, recruiters can find many candidates that mirror the qualifications "wish list." Recruiters are accustomed to "screening out" candidates; turning big piles of applicants into smaller piles. Hiring managers, on the other hand, need a job filled. When they meet someone with whom they feel a rapport or "chemistry," they will tend to "screen" the person "in." If you get to them before the "qualifications" are sent out, they can waive them and may say something like: "Well, I was thinking about hiring someone with a master's degree, but it isn't really critical." According to the U.S. Department of Labor, this is how people found the jobs they are in:

Opening Discovered via: Approximate % of Jobs Obtained: Leads from people you know (networking) 63.3 Want ads 13.9 Employment Agencies and Job Service 12.2 Other 10.6 These are overall averages; their application to any particular job search will vary. A national study done

for the Harvard Business Review obtained similar results. The above table is meant to indicate that a balanced approach to the job market is usually best and that failing to network will severely limit access to job opportunities. Because job hunters may find a job from any of these sources, detailed information on each follows.


Penetrating the Job Market Networking In discussing the hidden job market, we spoke of "hiring managers" who may be thinking about filling a job. They are likely to talk to other people about such a decision. They may talk to co-workers, supervisors, subordinates, peers in other companies, customers, suppliers--even their dentist or lawyer. If one of these people knows of your availability, you could end up with a job interview and few or no competitors. The process of connecting yourself with someone in a position to hire you via the people you know and the people they know is called networking. Because a majority of jobs are discovered using this method, it is an essential part of nearly every job discovery strategy. You begin to network as soon as you talk to people you are using as references. When you ask permission to use them as a reference, you should also ask for referrals--others in your industry or function who may know of still others who may have a position. Next, you speak to business friends and acquaintances you know personally (primary contacts). They are asked for further referrals (secondary contacts) who are asked for more referrals, etc. The number of people you speak to increases quickly. One can liken it to a spider spinning an ever wider web to catch more and more opportunities. When an opening occurs in your target industry, function and geographic area, it will vibrate back to you through your contacts. The process is also called pyramiding: P - Primary contacts S - Secondary contact

YOU

P P P

S S S S S S S S


The process is a familiar one; salesmen have used it for years. Many other job hunters are aware of it too; therefore, how you network-your technique-is important.

Common Fears Let's put to rest two common fears about networking.

Fear # 1 It's not my style. I don't have a wide circle of business acquaintances to call. You do not have to start with many contacts to end up with a large number. Can you think of people you know who do have a lot of business contacts? Then call them! We have seen people successfully network their way to a target job with as little as one contact! We worked with a woman named Linda. She wanted a job as a pension manager. She had recently moved to the area and knew few people. Her husband worked for a large corporation and he gave her the name of its Director of Benefits. She spoke with him and left with 20 names. By the time she had spoken to only ten benefit managers and providers; Linda ended up with four job interviews and three offers, one of which she accepted. For the next three weeks Linda was still getting calls from secondary contacts who wanted to interview her for openings. The process took her two months.

Fear #2 At best, I'm going to seem like a pest and at worst; I'm going to feel like I'm begging for a handout. We have all had salespeople call us and say that a friend of ours suggested they call. We are irritated with our friend, queasy about how we are going to get ourselves off the phone and relieved that we do not have to depend on the "kindness of strangers" to make our own living. Is this what networking will be like? No. networking means you are collecting information, and asking for help in getting additional information and contacts.

Techniques for Effective Networking Your goal with each person you contact is fivefold-we call it the Five R’s:

• Reassurance

• Reciprocity

• Research

• Remembrance


• Referrals

We will look at networking techniques with these in mind.

Reassurance The first rule of job networking is: do not ask for a job. We suggest you specifically reassure contacts early in your conversation that you are collecting information, not asking about a position. Say things like: "I realize you may..not currently have an opening .... " or "Tom Jones did not suggest that you had or knew of a job opening; however, he said that you were someone with a great deal of knowledge about the financial community." These statements are true. The vast majority of people you contact in a typical job search do not have an opening for you, but they are conduits to your next job. Because most contacts cannot give you a job, asking them for one could make them want to avoid you. Instead, say things like:

“I realize you can't create a job for me, but you know a lot of people in the banking industry. I am trying to talk to as many of them as I can so that if they, or people they know, hear of something, they will be aware of my background and availability. It would help me to be able to use your name as an introduction, not to give them the impression that you referred me because you knew of a job.”

Suggestions, advice and referrals are things your contacts can give you. They are "off the hook" and feel like they have helped you, not turned you down. The relationship stays positive and you can keep the door open by adding that you will let them know how your job search progresses. A related technique is to ask your primary contacts if you can use them as a reference (even though you may not put their names on your list of references). If you asked if they had a job for you, they would probably have to say "no." But if you ask if they will be a reference, they can say "yes." Then the two of you can discuss your background in a positive light.

Reciprocity A good networker gives as well as receives information. Reciprocity is essential to cultivating your contacts. If you have information of use or of interest to your contacts, they are going to want to talk to you. Do not appear to be interested only in yourself. Think of the other person and what he or she may be interested in. Perhaps you have read or heard something about their company or an outside interest they may have. Offer insights about what you have learned about trends in their industry and what other companies are doing. Information, even rumors, about "what companies are doing what" in an industry or city can be valuable information to collect and discreetly dispense as you network.


Suppose, for example, you are networking in facilities management. You might say something like this: “Alice, I heard something the other day that you might be interested in. DCD had a disagreement with one of your competitors, Bradstreet Property Managers, and canceled their contract. I guess that leaves DCD with 125 units unmanaged.” “While I have you on the line, I wanted you to know that Dorothy Parsons was a great lead. I haven't been able to reach Don Jamison, though. He left Carlton, Inc. Do you have any idea how I could track him down?”

“I've got a couple of things at the initial interview stage but haven't found my dream job yet. Last time we talked you mentioned some real estate companies you knew in St. Louis. Have any of them mentioned a property management company that might need some management or leasing help?”

As you meet with contacts, remember that networking is a two-way street based on a relationship between two people. If your contact feels manipulated or used, he or she is unlikely to be helpful. Whether you already know the person or have just met them, developing the relationship may help you now or in the future, and, it may be of use to your counterpart now or in the future. You can probably think of some people you could call on anytime, anywhere, for anything, who would always be there for you. You may think those relationships just "happened," but if you think back over a period of time, you can probably recall some of the things that contributed to the relationships with those people: the way you included them, the time you asked them for help. You can have a network full of relationships with that quality of support if you show respect for the relationship. Ways to respect relationships include:

Being courteous

Showing appreciation

Asking about people's children, family, interests and hobbies

Taking time to listen

Including people in your projects and activities

Noticing and celebrating others' accomplishments

Offering support

Giving encouragement

Staying in touch through calls, notes, getting together

Remembering special occasions Although you will not develop a deep relationship with everyone you network with, many of these principles still apply. In any networking conversation, ask questions to develop rapport. Listen for opportunities where you can be of assistance. Offer ideas, contacts of your own, information and expertise. Give the person plenty of "air time."


Research In any job search, there is a strategy for obtaining information from the people you contact, but there are two types of networking where research will be key to your success.

Focused Networking Focused networking is a strategy which will increase the probability of your being referred or introduced to hiring managers at specific employers. This process begins by developing and researching a list of 40 to 50 target companies. Much information can be gleaned from the internet. Many companies also have their own web sites. Information can also be gathered from reference books in the library. You can also call the company and ask for copies of their annual reports, prospectuses, 10K forms and quarterly interim reports. If you sense any resistance, say you are interested in investing in their company. Appendix A lists websites that can be used to research employers. Your networking questions and conversations are then specifically focused towards obtaining information about the companies and whether or not the individual knows (or knows someone who may know) the hiring managers within those companies. In implementing this strategy, start with your top five or six companies. When you approach your contacts, tell each one that you have identified a handful of companies you are targeting. Ask them what they might know about each company and if they know anyone who works within those organizations. Those who you are referred to will refer you to others inside the organization until you are eventually introduced to your target hiring manager (the head of your functional area). This is a much more effective way of getting in front of the hiring manager than sending a focused letter or making a cold call to introduce yourself. Once you have worked through the first group of companies, you continue this process, always focusing your networking conversations and questions around five or six companies from your primary list. Research Networking At the other end of the spectrum are job seekers who may be exploring more than one career path, perhaps engineering and teaching. If this is your intention, you can use networking for a dual purpose-sharpening the focus of your target career path and uncovering hidden jobs. Research networking can be different from other types in another sense-you will want to talk to people employed in jobs at a level you may actually be seeking as well as people at the level above. From them you can get a better impression of what it is actually like to occupy such jobs, how they got hired and what their backgrounds were. Information from Contacts


Whatever type of job discovery strategy you are pursuing, always ask your contacts what other companies or employers could make use of your background. Asking for advice and suggestions about your job campaign is not rhetoric. Many job seekers discover whole industries they had never thought of from talking with a contact. We worked with one client who wanted to continue his career in marketing. He had always worked in manufacturing but a contact suggested he speak to someone at a hospital. He had never thought of marketing in that context, but he spoke to the hospital and is now their Marketing Manager. Some sources of information can be researched by cold calls or visits. Chambers of Commerce, manufacturing or employer associations, bankers, college alumni offices and management consultants often have information about hiring trends and employment needs in their localities or fields. If you are considering relocating to another geographic area, these sources could be especially useful. Try to speak with someone in as high a level as possible. These individuals can often refer you to decision-makers in various companies.

Hint: Always ask: "Is there anyone else I should be talking to?"

Remembrance As you network, you may meet people who will have an opening in the future or who may hear of an opening from a colleague weeks or months after you spoke to them. It is imperative that your contacts remember you. You have four media through which you can make an impression: face-to-face interviews, telephone calls, letters and emails. People are most likely to remember you if they have seen you in person; less likely if they have only spoken to you on the phone and least likely if they have only received a letter or email. Letters, email and phone calls, however, are ways to arrange face-to-face interviews. If a contact is essential to your search, it is best to see him or her face-to-face. Ask for 15 - 30 minutes of their time. If you are referred to contacts by someone they know, they are far more likely to agree to see you in person and to remember you. This is one of the main reasons networking is so effective. Leaving a good resume also increases remembrance. Telephone Techniques Telephone conversations to set up personal interviews should be brief and well prepared. Have an outline of what you want to say in front of you. Here are some sample scripts: Primary Contact “Jim, as you may have heard, I just graduated from college with an engineering degree. I realize you may not have a job opportunity for me, but I'm in the process of putting together a job search strategy and I'd like to run it by you. You know the electronics industry and you know my background, so I thought your input would be valuable. Do you have about a half- hour we could spend together sometime this week? I'll be in your area on Tuesday and Thursday morning. Would either of those times be convenient to meet?”


Secondary Contact

“Mr. Williams, Greg Cross suggested I give you a call. I've developed a career plan in industrial automation systems sales. Greg didn't imply that you knew of an open position, but he thought that your insights into my career objectives would be valuable. I have Monday and Wednesday afternoons open this week. Are either of those days convenient for you?”

Naturally you will need to put these "openings" into your own conversational style. Say them out loud until they feel and sound comfortable. Be sure you know and use the correct pronunciation of the person's name and adjust your voice tone, volume and speed to that of the contact. Even if you lack close personal connections for referrals, you can use other rationales to open conversations, such as:

I'm coming home after going to school out of state.

I've read your book, and it transformed my viewpoint.

Everyone says you're the leading expert around.

We went to the same college.

We have (something) in common.

We're members of the same association, sorority or organization.

Considering what is happening to the technology of your business, I know I can be very useful to you because of my training in __________________ _

In your Annual Report, I read that the company's expanding in an area where I could help, and I wanted to schedule an appointment.

With my background in _________________________ and the recent news about _______ , I thought I should try to get in touch with you.

Mr. ________________ , your company has a tremendous reputation for market-leading products. I'd like very much to visit with you to explain how I could contribute to that reputation through my training in ________________.

Moving to a Contact Interview When calling people, you must always be prepared to engage in a "contact interview." If the person you wish to contact is extremely busy or is located beyond commuting distance, you may not be able to set up a face-to-face interview. You would then have to conduct a full "contact interview." (While a face-to-face interview is better than a phone interview, a phone interview is better than no interview at all.) Having an outline of the "Five Rs" is helpful for such a situation. See the section under "Telephone Interviews" in the Interview Management chapter of this manual for more tips about using the telephone.


Getting Through a Third Party Often you will need to get through an administrator to contact the person you want to speak to. Be friendly and positive (not arrogant or defensive). A void, if you can, having to wait for your contact to return the call. Ask when a good time to catch the person might be and call back then.

Hint: Many hiring managers get to work before normal hours or stay late. If you find this out, you may be able to talk to them in person and at a time when they feel more relaxed. Tuesdays through Thursdays are usually the best days to connect with business people.

If you have to leave a message and are asked what it is regarding, reply that it is personal. If you have sent a letter prior to your call, you can say "Mr. Jones is expecting my call in connection with the correspondence we've had.” Here are some additional tips for handling people who screen your call:

Use the name of the person who is the "screener;" his or her manner will become more personal.

Identify yourself with an organization, if possible, and give your job title .

If you have been referred, say that a mutual acquaintance had suggested getting together.

Hint: Start your conversation with the phrase "Hi, I'm wondering if you could help me?" People tend to respond positively to direct requests for assistance. It also immediately gives listeners a feeling of power which tends to relax them.

Try to get the third party working for you. Something like this could help: “Ms. Tanner, this is George Hunter. I haven't heard from Mr. Kennedy. I don't want to be a nuisance, but I was hoping to catch him this week. What's our best step at this point?”

Effective Letters Letters, while taking more time than phone calls, can be a polite way to introduce yourself to a secondary contact or a primary contact you have not spoken to in a long time. Thank you letters or notes following a phone or face-to-face interview show courtesy and keeps your name in front of the person. Letters should be no more than one page, have plenty of white space and appear individually written, not mass-produced. They should not mention salary. If a letter is your first communication with a contact, mention that you will be calling them, rather than asking them to call you. A good letter has three sections:


The Opening Alert the reader to your specific interest (knowledge of the firm or its industry) and give your reason for writing. For instance, "After reading in The Business Journal about your intention to enter the

circuit board market, I decided to contact you about some ideas I could contribute.” First paragraphs should be tailored to capture the interest of the reader.

The Body Convey your qualifications and potential benefits and connect your background with the needs of the employer. Start with what would be your best selling points or accomplishments in the eyes of the particular reader. These can come out of your resume. You can enlarge on them and cite specific examples. Try to present yourself as an answer to a need or problem. For instance: "When I arrived at Boards Inc., it was apparent that their assembly process had excessive workin-process and their suppliers were unreliable. Working with the production team, I implemented work cells and established relationships with a limited number of dependable vendors. As a result we reduced delivery time from two months to one week and increased quality by 50%. "

The Closing Restate your interest, confirm your desire for an interview or explain how you plan to follow up your letter. For example: "I am greatly interested in joining your organization. I will contact you in the near future to arrange a convenient time for us to meet." Letters should be as personal as possible. Focus, on the other person's needs. Stress how you could benefit the company you are writing to rather than what you want in a job. Saying, "I am looking for a job that will give me the freedom and resources to creatively solve design engineering problems, "

sounds demanding. A better way to put it is: "Everything I have heard about your company indicates that it is one which utilizes design engineers who can creatively solve problems.”

This personalized approach often requires that you do some research on the company, department or person to whom you are writing.

Additional Tips Here are some additional tips for using letters:

A handwritten envelope with the words "personal" or "private" and a regular stamp are often more likely to be opened by the person to whom they are addressed.

Keep sentences and paragraphs short and to the point. Stay away from flowery words or jargon and avoid clichés "worked like a dog."

Sign your name with a blue pen -it looks forceful and personal.


Handwritten P.S.s are nearly always read.

If you have experience in their industry, mention it early.

Using the name of the company or the person in the body of the letter helps to personalize it.

Read your draft letter out loud to see if it sounds good. If it does not, it needs more work.

Sign letters with your full name; do not use initials for your first name.

Single-space your letters with double spaces between paragraphs.

The best day to mail is Sunday so that letters will be received between Tuesday and Thursday when people are most likely to be at their desks.

Be sure you write the date to follow up the letter in your calendar.

Eliminate extraneous information to make the main points stand out.

Email Email has some advantages over letters; it is cheaper, faster and it shows technological competency. A disadvantage is that your message is easy to delete and is less likely to be read by someone who does not recognize your name. It is more intrusive than a letter but less intrusive than a telephone call.

When to Use Email There are many occasions to use email in a job search. You can use email instead of a letter for:

Responses to openings found on web sites.

Responses to job advertisements that provide an email address.

Sending a message and resume to employment agencies who publish their email address. (They may also want a hard copy of your resume to put together a better looking package for their clients.) You can also use email to stay in touch with agencies and update them on progress with leads they have provided.

Corresponding and keeping in touch with contacts and acquaintances who have email.

Thank you notes following contact and job interviews to people who have given you their email address.


Correspondence with employers who have specifically asked for electronic communication. Often this is a convenient way for them to distribute your resume among other parties within the company.

When to Avoid Email Because “email culture" detests unsolicited messages, there are times when you should use a letter instead of email. It is estimated that the average executive receives 36 email messages each day. They are likely to resent dealing with any that are both uninvited and from someone they do not know. Therefore, do not use email for: The initial correspondence with a person you have been referred to (a secondary contact). A direct solicitation to a prospective employer or target executive If you have had an interview with a person critical to your job search, send a written thank you note even if you have already sent an email.

Email Etiquette Much of what we said about composing letters applies to email messages as well. It is even more important to be brief and concise. Here are some additional tips: Spell check and double check grammar. Consider getting your own email address from a service such as "Hotmail" or "Yahoo" so you can access it from home.

Get a good anti-virus program and update it regularly with downloads from the manufacturer's web site.

Limit words with all upper case letters, their use is considered "shouting" and, therefore, rude.

Avoid common email abbreviations such as TTYL (talk to you later) unless they are also common in everyday English such as FYI.

Avoid email "cues" like unless your correspondent is a friend.

Samples of letters to use in networking follow.


GEORGE R. TUCKER 170 Raymond Avenue New York, New York 10017 (212) 555-9876 Date Mr. Robert A. Featherstone Armstrong Products, Inc. 4637 Irving Boulevard Houston, Texas Dear Mr. Featherstone: You may remember talking to me at Gloria Wright's wedding. I enjoyed the conversation we had about your buying trip in China. I am looking for career opportunities in Houston and will be relocating there within the next month. You may have many valuable contacts in retail businesses where my talents might be utilized. Obviously, I respect your thoughts and would welcome the opportunity to share my objectives with you. The enclosed resume gives my educational and work background. Although I do not expect that you would know of a suitable opening for me at this time, I would value any ideas or suggestions you may have which could be helpful in directing my job search. I will give you a call next week to determine an appropriate time to meet. Sincerely, George R. Tucker Enclosure


SAMPLE PRIMARY CONTACT GEORGE C. HUNTER 234 Elm Street Cleveland, Ohio 44127 (216) 237-8899 Date Dr. Evelyn A. Brown Director Department of Civil Engineering Duke University Durham, North Carolina 20000 Dear Dr. Brown: Last week I told Thomas Murphy of my interests in exploring career opportunities in the engineering field, and he suggested that I write you for advice. The enclosed resume provides some background on me. Your evaluation as to where and how my experience could best be used would be very helpful. Tom did not imply that you knew of any specific opportunities for me. Rather, he suggested that sharing my thoughts on my objectives and seeking your counsel could be of benefit. I will call you in the near future to determine when we can arrange a convenient time and place to meet. I look forward to our discussion. Sincerely, George C. Hunter Enclosure


SAMPLE SECONDARY CONTACT

Referrals In order to expand your network, you need to discover the identities of people who know information that will assist in your job search or who have the ability to hire you should a position become available in their companies. Ask everyone you talk to in your job search who else you should talk to. Explain what you are trying to do. Here is a sample script:

“Beverly, you probably know the heads of I. T. at other companies. What I'm trying to do is get my resume into the hands of as many as I can to acquaint them with my background and get their advice about my job search. Who else should I talk to? Of course, I won't say to anyone that you said they had an opening. I'll just say that we spoke and you suggested it could be beneficial for me to talk with them ... Perhaps you know of some vendors or customers who would know others in the I. T. field.”

Here are a few more ways to ask for contacts:

You mentioned a friend who had enrolled in an executive MBA program. Do you think it would be helpful if I talked to her?

Can you think of anyone else I might talk to who has team-building experience or who has done a lot of group facilitation work?

If your contact offers to give your resume to other people, ask if you could obtain their names so you can follow up.

Hint: Always get permission from contacts to use their name when calling people they refer to you.

Later, we will jog your memory for contacts by suggesting categories of people: co-workers, educators, etc. You should do the same with your contacts. Ways to extend your network for more referrals are:

Attending seminars, business/social gatherings, supplier meetings or trade shows

Being active in community affairs or service clubs

Volunteering, participating in local political campaigns or serving on a board


Hint: For primary contacts: A brief call, followed by: a short letter or email with your resume attached, followed by: another call, ,~ followed by: a meeting, followed by: a thank you note or email, should produce names of contacts For secondary contacts: A brief letter, perhaps with your resume attached, followed by: a phone call, followed by: a meeting, followed by: a phone call, followed by: a thank you letter or email, is a good procedure. Keep the door open to re-enter with statements such as: "If you think of anything which could be beneficial, please contact me" or "When would be a good time for me to follow-up with you?"

Contact List Employment contacts from full or part-time jobs (supervisors, owners, managers, co-workers): __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ Professional Services contacts (lawyers, accountants, dry-cleaners): __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________


__________________________________ ______________________________ __________________________________ ______________________________ People you know through activities and organizations: __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ __________________________________ ______________________________ Other Professionals (store owners, ministers, doctors, dentists, insurance agents, bankers, stockbrokers, state legislators or real estate agents): _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ People you know through community, charity, church organizations, social or sports clubs (Rotary, Youth Sports, YMCA, Big Brother/Sister, etc.): _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ Friends, relatives, neighbors:


_________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________ _________________________________ ____________________________

Job Listings Sources of Employment Ads Newspapers Sunday editions have the most ads. Most major cities have one paper with the majority of career ads. Most major papers also an internet site.

Trade Journals, Magazines and Newsletters Look at the ones in your function or industry. In insurance, for instance, many jobs are advertised in National Underwriter.

Sources of Job Listings Internet Sites There are many internet sites with job listings such as Monster.com, Career Builder, and Indeed.com.

Professional Associations See the Encyclopedia of Associations in your library for the names and locations of professional associations in your function or industry. Many associations publish job openings.


Local, State and Federal Government Jobs Local Workforce Development or Job Service Centers provide services to assist with your job search. Most states have their own website, such as Wisconsinjobs.com. You can also find openings by state on the American's Job Bank site - ajb.kni.us. Federal jobs can be found on federaliobs.net or usaiobs.opm.gov. The Book of U.S. Government Jobs can be ordered online at federal jobs.net.

Job or Industry Fairs Booths at job or industry fairs can be excellent channels for networking. This is a way for you to see several potential employers at one time and find out more about them and potential job openings. Some fairs require advance registration. They are usually advertised in local newspapers.

Techniques for Responding to Ads or Job Postings There are two types of advertisements and online postings: open and blind. When a company identifies itself in an advertisement or posting, it is called an open advertisement. Blind ads do not include the name of the company and make your task more difficult because you are unable to follow-up or use contacts, making it less likely your response will be acknowledged. If the name of the company is given in the ad, it allows the opportunity for follow up rather than sit and wait for a response. You may even be able to develop an inside contact to help you circumvent the screening process. Always send a cover letter with your resume. If you are responding by email, include your cover letter with your resume attachment or include the cover letter in the email. If an ad is very attractive and your resume is not an obvious match, highlight your strengths, experience and qualifications in your cover letter. Keep the cover letter concise and professional - the goal of the cover letter is to get your resume read. When a contact name is not listed, call the company and try to get the name of a specific person to whom the letter can be written. If you do not know the name of the person you are writing to, you can omit using a salutation rather than offending the reader. As is the case with any letter or email, if you can personalize your response, it will be better received. Show how your background matches the company's needs. Here are some additional tips for answering ads:

Use the job title and reference code in the subject line.


Follow the ad's directions for attachments.

Convert your resume to text format to apply online; use plain text and avoid fancy fonts, colors, lines or bullets.

Answer ads for which you are somewhat overqualified or under-qualified. Companies rarely find a perfect match and there may be room for negotiation.

Answer advertisements for companies you may have contacted before. Employers do not have infallible tracking systems.

Look for companies who run large advertisements and who do considerable hiring. Even if your qualifications do not exactly match those jobs featured, there might be other positions available.

Be aware of firms that are expanding or moving on to other areas. They might hire you at a later date.

The response forms for internet jobs vary. Follow the instructions listed for individual postings. Create a separate electronic version of your resume in ASCII or Plain Text file to ensure the appropriate formatting transfers into the text box on the internet. On the next page is a sample correspondence for responding to a job advertisement.


GEORGE C. HUNTER 780 Gaylord Avenue Arlington Hts., Illinois (847) 555-1234 Date Box 4781 Chicago Tribune Chicago, IL 60006 My background closely matches the requirements for your Marketing Specialist position advertised in the Chicago Tribune on December 3, 20_. For example: Your Requirements My Qualifications

College degree • B.A., from Marquette University

Exposure to automotive market research • Ford Motor Company in Market Research

IT experience desirable • Conversant with Windows and Excel

Applicant must be agreeable to relocate • Have resided in Chicago area for 18 years to Chicago Other aspects of my background are highlighted in the enclosed resume. I am extremely interested in this opportunity and look forward to hearing from you. Sincerely, George C. Hunter Enclosure


SAMPLE RESPONSE TO ADVERTISEMENT

Employment Agencies There are several types of organizations that seek to fill job openings on behalf of employers. Employment agencies, also called staffing and temporary employment services firms, solicit job openings from employers and refer job seekers to them for a fee. Agencies usually ask applicants to sign a short contract which is normally a part of the application. You should not sign any employment agency contract that might obligate you to pay a fee. Most good agencies clearly indicate that their listed positions are "fee paid" by the employer.

Techniques for Using Employment Agencies Begin with ones you or people you know have had good experience with in the past. Next, go to the "Employment Agency" section of the yellow pages and call those that look promising. Let the agency know what you are looking for and ask:

What types of jobs they fill

Which companies they deal with

What compensation level they work with

Whether their fees are employer paid Visit agencies and fill out their applications if they seem compatible with your needs. Read any application or contract carefully. Do not sign a contract with terms that are unacceptable to you. Some agencies will administer tests. Keep the agency informed of the outcome of any interview resulting from them, but do not tell them of openings you have heard about from other sources. They may refer other clients to those employers.

Targeted Letters This approach consists of contacting employers directly without a referral or a "name" of someone they may recognize.

Techniques for Targeted Letters The idea used to be that if you sent out enough letters to enough hiring managers, a small percentage would result in interviews. Some experts suggest that, on average, there is less than one interview granted for every 1,000 direct mail letters sent. Think about how you handle direct mail- also known as junk mail and spam! With the proliferation of databases and websites, employers have become inundated with mailings. You will always be more successful using your networking contacts to find jobs.


If your research indicates the existence of a number of prime employers into which you have been unable to network, you could try sending a targeted letter with subsequent follow up .

Choosing Targets

Your chances of positive replies are enhanced by "qualifying" your list; that is, by writing to the right employer and the right person. First, develop a priority list of possible employers by locale, type of industry, growth prospects and company size. You can prioritize the list by favorite products or services or companies you admire. Do not neglect companies with under 100 employees, as they are usually less concerned with direct industry experience. To identify target companies you can use several sources, including the Wisconsin Manufacturers Directory and the Wisconsin Business Services Directory in the library. The Book of Lists, company web sites, and Chamber of Commerce Directories are also excellent sources for your to use. Exhibitor directories at trade shows can provide lists of firms that may be hiring with names of contacts. To select target employers who may need managers or professionals, think about the events that lead to open positions. These events usually revolve around changes such as:

New products

Firms relocating

New leases

Higher sales or profits

New officers or managers

Reorganizations

Planned expansions

Promotions

Targeted Letter Content Direct your letter to a hiring manager (the person who would be your boss) if at all possible. If you cannot tell which manager in an organization you should send your letter to (Vice President-Sales and Marketing or COO, for instance) choose the higher one. One or even two levels higher than the job you want is appropriate. If you send it to someone who may see you as a competitor, guess what's going to happen to your resume? On the other hand, if someone higher up refers it to someone lower, perhaps with a note to "check it out," the lower level manager is likely to do so in case his or her boss follows up. The name and title of the person to whom you address your letter must be correct, properly spelled and current (people move quickly and even the newest web site or reference book can be out of date). Call the company and verify name, spelling and title. Receptionists or administrative assistants usually reveal this information with no problem. Do not send your letter to "Human Resources" unless that is the department of your target executive. They are trained at "screening


out" and are deluged with resumes. If you have a strong interest in a company, you may want to write to as many as five people within it. Your letter should be neat and printed on quality stationery. Make your letter interesting. Phrases like "hands on," "results oriented" or "analytical" have become job applicant clichés. Don't state the obvious like "references sent on request." As in the resume, avoid summarizing your personal characteristics such as "a creative, persistent achiever." Use specific accomplishments instead. Avoid the subject of salary - it limits your ability to negotiate later. It could eliminate you if your salary is different than what an employer has in mind. Too high a number could make you overqualified; too Iowa number could make you seem under qualified. You risk being screened out on the number alone, without consideration of your real qualifications. Demonstrate that you have done your homework on the company by referring to something you have learned about it in the letter. Concentrate on how your background could fit their needs, not what you are looking for. Suggest a time frame when you will call to discuss your qualifications and make the follow-up call! The first paragraph of a direct mail letter will always stand out when you use words or phrases that capture attention. Examples are:

I saw an article about your company in The Wall Street Journal (local paper or national business magazine).

I ran into a mutual friend the other day who said you were (on a month long assignment in Tokyo, just won $25,000 in the lottery or had a baby girl).

Congratulations on winning the Baldrige Award (Entrepreneurial Business of the Year or Corporate Citizen Award).

I was looking through my mutual fund's annual report and saw your company listed. I noticed that its stock is doing well on Wall Street (your IPO was very successful or there was a recent two for one stock split).

If possible, include any article referenced or mail only the article with a note saying "I saw this and thought you might like a copy." Be sure to sign your name. Here are some additional tips about targeted mail letters:

Keep paragraphs short-no more than six or so lines

Do not hard sell-the reader will wonder why you are trying so hard

Say you have some ideas or knowledge that can benefit the person or company

Persuasive letters are alive, warm and enthusiastic

Recognize their position in a complimentary way and be brief


Some job hunters summarize their key selling points, past jobs of importance and education in a letter and do not attach a resume. Whether or not this approach is right for you depends on the company and your background.

Follow Up As in nearly all job discovery techniques, follow up is essential. Keep exact records of all your correspondence and follow up with a telephone call a few days after mailing the letter. In another two weeks to a month, sending another letter may be appropriate. A sample targeted mail letter follows. GEORGE C. HUNTER 170 Raymond Avenue New York, New York 10017 (212) 658-2275 email:[email protected] Date Mr. Donald Ingram Chief Executive Officer Grey Food Products Billingsgate, NJ 02165 Dear Mr. Ingram: Could Grey Food Products use an enthusiastic sales person? I have been following your campaigns, advertising and promotion and am impressed with your strategies to build a loyal consumer following and gain market share. The sales department I was part of at Sterling boosted food service grew sales from $75 to $100 million in two years. I would value the opportunity to meet with you and discuss ways in which I might contribute to your sales growth. I will call you next week to set up a time to meet at your convenience. Alternatively, I can be reached by email or the telephone number listed above. Sincerely, George C. Hunter Enclosure

mailto:[email protected]


SAMPLE FOCUSED LETTER

Planning and Controlling Your Job Discovery Strategy The ability to manage your time is crucial to success. We advocate a "balanced" approach to the market, using both open and hidden sources.'' Consider the following issues when arranging your time:

Amount of Time

You will want to devote more of your time to endeavors with higher probabilities of success. For instance, networking would take precedence over targeted mail letters.

Sequence

You must spend time conducting research before you begin to contact companies and employment agencies. Calling your references should be done regularly to keep them apprised of your job interviews. You will want to stay in touch with your networking contacts on a regular basis to thank them for information they provided and keep them up to date on your job search activities.

Set Daily Goals

This is especially important for networking. Survey results show a correlation between the number of networking contacts made per week and the length of the job search:

People making 2 or fewer contacts per week took an average of one year to find a new job. Those averaging 10 per week took 6 months to land.

Those making 20 or more per week found new jobs in 90 days or less.

Try to set a goal of 5-1 0 calls per day.

Here are some tips for networking calls:

Get used to making one phone call after another - a single success will boost your morale

Be prepared for rejection -just go to the next call

Have your resume beside each telephone

Practice your opening -leave yourself a voicemail to hear how you sound

Get to your key points quickly and directly Although controlling your search is important, remember to stay flexible enough to adjust quickly to unplanned events. Leads from unpredictable sources often lead to jobs.


Continue Networking It is far more effective to network with people with whom you share a common interest. People who know and care about you will be prepared to help you more than complete strangers. Define the common interest and use it to establish or reestablish your contact with that person. Common interests may include a shared business or professional, friends or family, college alumni networks, sports, and other non-work organizations and activities.

Work up to "power" contacts who may be very influential in your search after you are more practiced.

Follow up with key networking contacts at least every two months.

If you have an out-of-town interview, try to schedule networking meetings with other contacts while you are there.

A job discovery plan will keep you organized and on track. The sooner you prioritize your activities, the sooner you experience success in your job search. Scan the sample plan that follows:


Job Discovery Plan

For: George C. Hunter

Date: 2-1-

Area Action Sequence Date

Reference See former manager 1 2/5

List Call references 2 2/5

Mail resume to references 3 2/5

Research Set up job search tracking system 4 2/6

List of local target companies from internet 5 2/7

Go to library, read periodicals about target companies 14 2/13

Networking Look up phone numbers of primary contacts 10 2/12

Prioritize contact list 9 2/12

Call local contacts (8/day) 11 2/12on

Set up 4 contact interviews/week 12 2/12 on

Re-prioritize list as referrals expand 13 2/12 on

Send letters to out-of-town contacts 15 2/15

Ads and Check Chicago Tribune and Milwaukee Business 16 2/16 on

Listings Journal weekly 18 2/16 on

Check trade publications monthly 17 2/16 on

Look at internet sites weekly

Agencies Get a computer list of accounting employment agencies 7 2/8

Contact four hiring specialists I know 6 2/7

Prepare cover letter and send mailing 8 2/9

Targeted Generate list of target employers for letters 19 2/19

Mail Qualify list 20 2/20 on

Letters Have target letters prepared and begin mailing them 21 2/21 on

Follow up on letters 22 2/26 on


Job Discovery Plan - Practice Referring to the sample "Job Discovery Plan," start to develop your own plan.

For: Date:

Area Action Sequence Date

Reference

List

Research

Networking

Ads

Agencies

Targeted

Mail

Letters


Tracking Your Productivity As your activity increases, you will need ways to stay organized and track your activity. We suggest you use systems that fit your style and ensure you present yourself as a professional. Consider the following:

Voicemail It is important to have your and voicemail messages on your home and cell phone reflect a professional image. It is imperative that you inform your family, friends, and roommates that you will be receiving calls from prospective employers. You might want to practice the type of greeting you want them to use when they answer the telephone. Let those who are answering your phone know they should always use your proper name - not your nickname. Do not have music playing in the background or use any slang. For example, your message could be: “Hello. You have reached the voice mail of Thomas Towers. I am sorry that I missed your call. Please leave your name, phone number and message after the tone. 1 will return your message as soon as possible. Thank you!”

File/Calendar Combination An inexpensive and easy-to-use system for organizing your materials is a file/calendar combination. This allows you to track every call, letter and email sent in one system. The items needed are:

2" ring binder

A-Z tabbed dividers

1-31 tabbed dividers with lined sheets of paper between each tab to serve as your calendar/tickler system

5 blank tabbed dividers Create five dividers labeled as follows:

Resume/References

Sample Letters

Employment Agencies

Targeted Organizations

Miscellaneous


A-Z tabs The A-Z tabs are used to file copies of correspondence under each employer's name, not individuals. If you are responding to an ad, make a copy and attach it to the letter. Any correspondence or notes relating to this employer should be filed together.

1-31 tabs The 1-31 tabs are for the days of the month, one for each day. Use these sheets as you would a calendar. For example, if in a letter to ABC Company you say you will call around the 10th of the month, turn to the number 10 numerical tab and on the lined sheet of paper write "call ABC Company." You can also use the lined sheet to record notes from the telephone conversation with ABC Company for future reference.

Other Methods for Tracking Network Contacts The form that follows can be copied and used for each individual you contact as you network. This way you have a record of past conversations. These-can be filed in the AZ file by company name or by the person's name. After putting in the date for follow up, put an entry in your "calendar" dividers. Developing an Excel spreadsheet and/or files to track your job search activity can also be helpful. Regardless of the method you use, it will be very important to be able to find and refer to this information with ease. It will also help you manage your career after you find new employment.


Networking Contact Form

Name of Contact: ________________________________________________________________ Title: __________________________________________________________________________ Company Address: _______________________________________________________________ Business Phone/Fax: ( ) ____-_______ Personal/Cell Phone: ( ) ____-_______ Email: Introduced By: _______________________ Connection: ______________________________

Date Contact/Meeting Results/Referrals Date Date

Notes Thanked Follow up

Career Works Fox Valley, LLC 101 W. Edison Avenue Appleton, WI 54915 920.739.0940 [email protected] www.careerworksfoxvalley.com

mailto:[email protected]

http://www.careerworksfoxvalley.com/

fast track guide to effective networking

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