Put Your Best Email Forward

Email has become the most efficient way to communicate in the real world.  It’s instantaneous, available worldwide, and accessible on a computer, tablet, phone, and watch. However, just because it is efficient doesn’t mean it’s ok for it to look like it took two seconds to type.  There’s still important things to consider as you build professional relationships over email.

 

1. The Exclamation Point.  People want to be liked, and since it’s hard to interpret tone in email, it seems common sense to add an exclamation point so we seem friendly and outgoing- Hi Joe! So good to hear from you! On the other hand, it’s important to remember that you’re building a professional relationship, not a personal/friendly one, so hold back on the “!!!!!” whenever you can.
2. The “They Said WHAT?” Sometimes you will get an email that you don’t want to read. It’s mean, or demanding, or demeaning.  Before you respond, first take a deep breath. Remember from our point above that tone can’t be interpreted solely from words.  Then, respond back with a focus on “we.” “Let’s work together so we can provide the best plan possible for our clients.”
3. The Follow Up. No one ever wants to seem pushy. But sometimes you just have to send a reminder. Keep it short and friendly, and specific. “Hi Sam, I wanted to know if a date had been set for our fundraiser in the spring. Please let me know if there is anything I can do to help you. I’m looking forward to working with you on this.”

 

Career Contessa has other wonderful, helpful professional email tips.  You can read them here: http://www.careercontessa.com/conversations/quit-the-bad-emailing/  What other email suggestions do you have?

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Be Thankful… For The Interview!

Many students are concerned about what they should do BEFORE an interview. They go through mock interviews, pick out the perfect professional outfit, research the company and use Google Maps for directions.

Then there is a step in the interview process that some forget, and it is just as important as arriving early! AFTER the interview, not many candidates take the time to write a thank you note, and because this has become rare, it is a wonderful way for students to stand out. Be sure to collect business cards of everyone you meet throughout your interview.

So what should a thank you note say? First and foremost, thank the interviewer for taking the time to meet with you. Mention something you particularly enjoyed, for example, “I appreciate that you took me on a tour of the building and introduced me to the other members of the Graphic Design team; it’s so wonderful to be able to put faces with names!” Use another sentence or two to remind them of your skills and why you are a perfect fit for the position. Finally, emphasize that you are truly interested in the position and thank them again.

Make sure to send a thank you e-mail within 24 hours, to each individual with whom you interviewed. Also, send a handwritten thank you card to each individual. A thank you email is rare, but a handwritten thank you is even more rare! This will help you stand out as a polite, considerate candidate.

For more insight from Human Resources professionals regarding thank you notes, check out this link from our friends at Jobipedia: http://www.jobipedia.org/Questions/Conversation/What-should-I-say-in-a-thank-you-note-that-Im-sending-to-the-people-I-just-interviewed-with

Professionalism Starts with “You Guys”

One comment we frequently hear from employers is that recent graduates don’t seem as polished in the professionalism department as they could be. Texting instead of calling, using emojis in emails, and answering the phone with a “Hey, what’s up?” instead of a “hello” are all signs of a lack of professional communication skills. In some workplaces, this may be ok, but as the Culture and Manners Institute points out, it’s always better to “err on the side of formality.” Here’s some wonderful advice from their Tip of the Week:

“Hey guys! It’s time to talk about informal language.

That means not starting an email salutation with “Hey” or using “guys” to refer to everyone.

If someone says, “Thank you,” our response should be, “You’re (or You are) welcome” and not “No problem” or “No worries.”

Why should we care? Because other people care about this… a lot (or a great deal.) They tell me about it all the time.

Don’t freak out. That doesn’t mean they are old fashioned, uncaring, unfeeling stiffs. You might be surprised to learn they are people who are pulling for you, professionally and personally. (If you argue that you don’t want to be judged because of your informality, that train track runs both ways, Honey Bun.)

The whole idea of etiquette is to make the people around us more comfortable. Some think being informal makes people more comfortable. But sometimes, informality creates discomfort.

Err on the side of formality – in emails, snail mails and the spoken word, especially with people who are new to us. And even with people familiar to us with whom we have a businesslike relationship.

Instead of “Yeah” and “Nope,” kick it up a notch to “Yes” and “No.”

Not to say we should look unkindly upon the informals, if their intentions were honorable. Personally, it doesn’t bother me when people say, “No worries,” because I know they meant well. I have been known to let slip a “Yeah” or a “No problem” myself. Chillax! I’m working on it.

But I never say, “My bad” in place of “Excuse me,” or “I’m sorry.” That’s really irritating.

Err on the side of formality.

Glad we could have this talk. Love ya’ gobs.”

To find out more about professionalism, etiquette, and manners, we recommend checking out the Culture and Manners Institute at www.cultureandmanners.com.

Make Small Talk, Expand Your Network!

One of our biggest events every fall is So You Think You Can Network.  This gives current students an opportunity to network with professionals and recent alumni. It is a chance for students to practice dressing professionally, use their elevator speech, and establish connections both in and out of their anticipated field. While the majority of our students walk away from the event feeling more confident about themselves, it is usually a huge source of stress before the event kicks off.  One of the most common questions we get beforehand is simply “how do I network?” Students don’t realize that they network all the time with their friends, family, community members, and faculty, simply by communicating with them on a professional level.

Our friends at the Culture and Manners Institute (http://www.cultureandmanners.com/) recently shared a wonderful anecdote about what networking means, and how important conversational skills are while job searching.

“The Etiquette Tip of the Week is a little late this week, as I am just returning from a trip to Japan.  On the way home, on an airplane between Baltimore and Chicago, I sat next to a gentleman in commercial real estate. I asked him what he looked for in job candidates right out of college.’ The main thing I want to know,’ he said, ‘is can they carry on a conversation?’  This is important he explained, because they have to be able to communicate with clients. He said he looks for eye contact, whether they researched the company, if they showed an interest in the company by asking him questions and if they can do all of this without checking or answering their cell phone. Practice your conversation skills.  Strike up a conversation with people around you while you are waiting in line, riding an elevator, waiting for a train or bus, or flying on an airplane. Dive into business networking events offered by your local chamber of commerce or your college alumni organization. Being a good conversationalist is simple: ask questions of the other person.  My conversation with the gentleman on the airplane began with some small talk about air travel.  He said he travels a great deal for work.  So I asked, ‘What do you do for a living?’ Some people will be very easy to talk to, while others will be like talking to a brick wall.  Don’t be discouraged, because it is good experience and part of your process.  The other benefit is you meet some interesting people and sometimes make a good business connection.”

We urge you to take advantage of any opportunity you can to improve your communication skills and feel more confident in your ability to network.  Force yourself to go for an afternoon without even checking your cell phone.  Take time to ask your professors questions during office hours or after class. When you visit a friend’s house, ask their parents about their work and what advice they have for upcoming graduates.  These small gestures will go a long way in helping you present yourself better while networking!

A Lasting Last Impression

I know we often stress the importance of sending a thank you note after the interview, and I think it’s information that is always worth repeating.  Everyone knows that more often than not, your resume and cover letter are your first impression with an employer.  In turn, your thank you note after an interview is potentially your last impression- so shouldn’t it be a good one? Education Week makes some great points about how to make sure your thank you notes leave your last impression as a positive one!

http://blogs.edweek.org/topschooljobs/careers/2014/08/following_up_post-interview.html?utm_source=feedblitz&utm_medium=FeedBlitzRss&utm_campaign=careercorner

 

Face Your Fear- Alone!

Yes, we know, networking events can be super scary.  It may seem like a great idea to go with a friend- someone who can be nervous with you, and can help fill in the gaps in conversations.  However, our friends at the Culture and Manners Institute don’t agree. Here’s what they have to say:

“In a list of Top 10 Fears, somewhere after Public Speaking and before Death, falls the Fear of Walking Into a Room Full of Strangers.  None of us wants to spend the evening standing along the wall, feeling like we are at an eighth grade dance.

 But the challenge of networking is we have to go it alone.

 When you bring a friend, it’s like bringing a security blanket.  You may feel more comfortable, but you won’t meet anyone new, because you will have your friend to fall back on for conversation.  Being alone forces you to seek out others.  Bringing a friend also makes you look dependent on others.  You want to let others know you can hold your own.

 Ditto for “Helicopter Mom” at the Career Fair.  Or cradling your cell phone for the entire evening.

If you want to move forward in your career, it’s time to get uncomfortable.  Smile, introduce yourself and give a firm handshake.  It might feel awkward at first, but with each person you meet, your confidence will grow.  And who knows, you might meet the person who will make a difference in your career.  Or make a new friend to not bring the next time.”

Find out more at http://www.cultureandmanners.com/ 

The Cherry On Top: A Thank You Note

Whenever I know a student I’m working with has an interview coming up, I try to email them at least one of two prime times: right before their interview to boost their confidence, or right after their interview to see how it went.  Many students will take the time to tell me “oh, it went great! They gave me a tour, I felt good about my answers, etc.” Almost inevitably, there’s a follow up question.  “When do I send them a thank you note? What do I say?” To answer the first question, I say NOW.  Send them an email while you’re still fresh in their minds.  If you know you still have some time before they make a decision, take the time to send an addition thank you by snail mail.  It’ll make you stand out, and truly shows your appreciation.  For the second question, a lot of that depends on each individual interview and what you discussed.  I’d also like to highlight our friends at the Cultures and Manners Institute (http://www.cultureandmanners.com), because their email tip last week was especially timely! Check out what they have to say about what to include in a thank you note:

 

Etiquette is about being attentive to the people around us.  Whether writing a follow up thank you letter for an interview or a client meeting, personalize it.  Include details of what you talked about in the meeting. It’s a mistake to write a generic thank you that looks like it could have been cut and pasted with different names and companies: “Thank you for telling me more about the position at (fill in the organization).  I feel like my skills would make me a valuable member of your team.”

 Make the person feel like you are talking to him/her and not just anyone:

“I was inspired by your story about how you started out in manufacturing…”
“You are interested in a greater online presence for your athletic clothing line, and I have proven experience in growing several student organizations through social media.”
“Attached is the online advertising information we talked about.  Thank you for taking time out of your busy schedule to meet with me.”
“I enjoyed meeting you and Manny Products, your Vice President of Consumer Research.”
“I will follow up with you on the week of June 8th.  Congratulations on your first grandchild and enjoy your time off.”

The most valuable part of personalizing a business letter?  It says to the person, “I was listening.”

 

Taking the time to highlight a specific moment within the interview will go a long way, and shows you were truly engaged in the interview! Who wouldn’t enjoy reading a thank you note like that?

Salad and Bread Crumbs and Etiquette, Oh My!

Every week, our good friends at the Culture and Manners Institute send us an email with an etiquette tip.  This week, it was especially appropriate since we’re launching our promotions for Bring Your Own Briefcase, an event for seniors to network, get tips on professional clothing, and take part in an etiquette dinner.  Lo and behold, the etiquette tip revolved around food falling off the plate at dinner!  Read their insight, below, to feel better prepared for your next meal with an employer or at a networking event. If you’d like more tips from the Culture and Manners Institute, check them out at http://www.cultureandmanners.com/. 

 

“When I give a dining tutorial, a frequent question is, “What if something falls off my plate?” This is usually asked during a salad course.  Because salads are tricky.  They are made up of items of wacky shapes and textures that don’t fit together like Legos.  Cherry tomatoes roll.  Croutons bounce.  Leaf lettuce flaps this way and that. Dressing just greases the skids. Of course, it’s piled high onto a tiny plate.

If a piece of lettuce lands on the table, leave it (no pun intended.)  When you are finished with your salad, put the leaf back on the plate before the plate is removed.

Do you ever feel self-conscious about bread crumbs left behind?  It’s probably because you are imagining everyone else at the table looking at your crumbs on the dark table cloth and thinking, “Did any of the bread make it into his/her mouth?”  Don’t sweat the bread crumbs. Into all our lives a few crumbs must fall.  In some fine dining venues, a wait person will come to your rescue by scooping up the crumbs with a magic wand called a crumber.”

 

Albright Seniors, don’t forget to pre-register for Bring Your Own Briefcase by April 20- the event is April 30^th at 6pm in the South Lounge.

Are You A “People Person?”

The season of On Campus Recruiting is upon us, and one of the questions we see so many student struggle to answer is “Are You A People Person?”  Or, they’ll confidently put “People Person” on their resume, but then are unsure of how to convey that in their interview.  Don’t worry, the Culture and Manners Institute at http://www.cultureandmanners.com/  is here to save the day!

 

“I’m a people person.”

What does that even mean?  It makes me think of people who say, “I’m a dog person” or “a cat person.”

The idea is to show potential employers (or potential clients) you get along with people without saying, “My etiquette skills rock.”  Because in a me-focused world, employers want to know if you will get along with others or be a human volcano of bickering, fighting, gossiping, whining, blaming… and leaving a splash of coffee on the bottom of the coffee pot to burn, instead of refilling it after you take the last cup.  Nobody wants that in their workplace.

There’s a better way to show you get along with others and that’s to say it on your resume (or sales materials) by starting each bullet point with what I call, “I-work-well-with-others action words.”

•  Collaborated with…
• Teamed with
• Involved with team
• Negotiated
• Contributed
• Joined
• Joined forces with
• Worked together with
• Supported
• Cooperated
• Co-authored
• Resolved
• Assembled group of

Mix these words with bullet points of individual initiative and leadership action words: (Managed, Specialized in, Supervised, Initiated, Delivered, Designed, Motivated, Selected, Directed, Drove, Created, Trained, Coached, Counseled, Researched, Edited, Produced, Fostered, Enhanced…) and you have a winning resume.  All of these action words work well in your cover letters and the actual interview, too.

Avoid That Awkward Initial Email!

Avoid That Awkward Initial Email!

    It’s not uncommon for students today to prefer reaching out via email. After growing up in a technology-based world, it’s so much easier to email their professors or family instead of calling them.   Therefore, it makes sense that, when making an initial contact to make their network bigger, a student would use email. If that is your preferred method of outreach, there are a few things to keep in mind.

    First, it will be a lot less awkward for you if you know you are emailing the right person.  It’s easier to feel comfortable reaching out to someone if you have a connection with them, such as being an alum.  You can use the company website or LinkedIn to do your research. This will yield better results than just sending an email to companyname@company.com.

   Second, don’t be afraid to be tactfully forward in your subject line. Don’t be too abrupt, like “Need advice ASAP!” or ”need  an internship” ) in the subject line. Be specific. “College junior looking for advice for the Fashion field” is perfect.

  Third, be formal. Use their title, and of course their last name, such as “Mr. Feeney” or “Ms. Matthews.”  This will show the recipient your level of maturity and tact.

  Fourth, give a little background information. Let them know about yourself professionally.  Explain to them what your goals are. Ask, kindly, for specific advice. For example, “could you tell me more about what you were looking for when selecting a graduate school,” this is precise and not overwhelming for them to answer.

   And fifth, tell the person you are emailing why you like them!  This shows that you’ve done your research AND that there is something in particular they can offer you.

   To learn more about these suggestions, check out USA Today College at : http://www.usatodayeducate.com/staging/index.php/career/5-tips-for-writing-a-great-networking-e-mail