Etiquette for Job Hunters

The Advantages of Manners

The Opportunity

You may be entering your first job out of college, you may have been downsized or your company may have been acquired by another, or you may be comfortably employed but looking for your next challenge at your present company or another one. People who have always felt secure in their positions and have never considered themselves "job seekers" are now brushing up on these skills "just in case." An executive I know makes it a point to go to at least one interview every six months or so, to keep up to date on the industry, keep his interviewing skills sharp, and to "test the waters" to be sure that his current position is the most ideal.

We are all self-employed these days. We can't count on our current employer for a lifetime of income, or for a satisfying career path. Even if you're comfortably employed, it's good to keep up on many of these skills, and to always be looking for your "next job," whether it's at your current company or another one. In a highly competitive job market, you'll be judged not only on your technical abilities, education and skills, but you'll also be judged on your manners. How well do you handle the little details and protocols of social interaction? It might make the difference between you and a number of other qualified applicants.

The Solution

There is a lot of great advice out there about etiquette, and about job hunting, but very few that are specific to both topics. We'll start with "Tools of the Trade," necessary equipment to practice good manners in your job search, and then cover the basics of etiquette in situations you're likely to encounter, including networking, telephone, e-mail, job fairs, dining, formal interviews and following up. Undoubtedly, you'll encounter some situations we haven't covered here, but if you have the basic information and equipment and approach the situation with common sense, intelligence and sensitivity, you'll not only handle anything you come across, but handle it with impeccable manners as well.

Tools of the Trade

Although the last thing you want to do when you're job hunting is to incur more expenses, there are a few necessities that will make your job hunt much more effective. Most breaches of etiquette occur not because people intend to be disrespectful or discourteous, but either 1) they didn't know the appropriate etiquette, or 2) they weren't properly equipped. Being late with a thank-you note because you're out of stationery, or showing up dressed inappropriately for a lunch or interview because all of your suits are at the cleaners may be unintentional, but is still usually perceived by a perspective employer as a lack of regard for the company or for the position you're applying for.

Here are some things you will probably need:

A computer with e-mail capability. You might also want office software to make your correspondence look professional, scheduling software to keep track of your interviews and appointments, and a database or spreadsheet to keep track of your contacts, etc. If you don't have a computer, see if you can use one at a school or library.
Good Paper. Get a ream of high-quality "20 pound" bond paper with high cotton content. The look and feel of your correspondence will set you apart from other job seekers. In a highly competitive job market, any little advantage counts. You can usually get a ream (about 250 sheets) from a good stationery store, along with matching envelopes, much less expensively than you can buy "résumé paper" from a specialty store. (It's basically the same thing.) You can use the full sized sheets and #10 envelopes for résumés, cover letters and other formal correspondence, and cut some sheets in half with card-sized envelopes for thank-you notes after the interview, or to other people for passing along possible leads or other information.
Business Cards. Design a business card with your name, contact information and a sentence describing your specialty or field on the front of the card, and a few key facts about yourself on the back. Think of this as a "mini-resume." You can hand these out at job fairs and other places where a résumé may be inappropriate, but it's much more professional than scribbling your name and number on a cocktail napkin. Have them printed professionally, if you can afford it. If not, there are inexpensive business card forms you can print from your computer. Just make sure they are neatly printed and cut apart.
Thank You Cards For social networking and interviews
A Great Résumé. There has been so much written on this topic in other venues (see Recommended Reading) that I won't go into detail here.
3 Great Outfits. These should be good quality, conservative, clean, and in good repair. Of course, you'll also need:
- Clean and polished dress shoes
- A well-groomed hairstyle
- Cleaned and trimmed fingernails
- And of course, you should be clean and well-groomed yourself

For men:

Conservative dark navy or gray two-piece business suit. (If you only have one or two suits, make sure you make some differences with your tie or shirt in subsequent interviews.)
A white long-sleeved button-down dress shirt.
A conservative silk tie.
Clean, well-polished dress shoes.
If the company you're interviewing with is less formal, (or for social networking) nicely pressed dress slacks and a conservative sport jacket may be more appropriate than a suit.

For women:

Many employers still think that a skirted suit is still the most conservative choice for a female candidate, although suits with pants are becoming more popular and might be a good choice for the less-conservative and traditional industries. Pick a conservative color such as dark blue, dark gray, or brown; and a rich fabric such as wool. Skirt length should be a little below the knee.

Blouses should be white or light colored.
Shoes should be clean, well-polished and in good repair, with closed toes and low heels.
Flawless pantyhose.
Carry a briefcase rather than a purse.

Now that you're all geared up, you're ready for most of the things that can (and probably will) happen in your job hunt.

Networking

It's okay to ask for help from your family, friends, former co-workers, etc. Even if they're not in your field, they may know of an opportunity.
Always be appreciative of any tips you receive, whether or not they pan out.
Be sure to return the favor and if you run across leads that others in your "network" may be interested in, be sure to pass them on.
Keep in contact with people you meet, and be as friendly and helpful as you can.
Be positive about yourself and your job search with the people you meet. No whining about the miseries of being between jobs!
Engage in activities where you will meet more people. Get involved in sports, community events, and other activities where you are likely to meet people. When people ask the dreaded question, "What do you do?" talk about the type of position you're looking for. "Oh, I'm currently looking for something in the health industry. I'd been working as a ________ for _______ company, I've also had some training and interest in _________ and I'm looking for a new opportunity." This brief explanation gives the other person an idea of what you do and what you're looking for, it sounds positive and promising, and it's a good conversation-opener.
It's bad manners to contact people ONLY when you need something, and forget about them at any other time. Be sure to return phone calls and letters from friends and family. Send holiday cards, birthday greetings, congratulations for weddings, new babies, or promotions, or articles or clippings you know they may have an interest in.

Telephone

Many of the contacts that you make will be on the phone. One project manager I know was hired solely on the basis of phone interviews for a job in a distant city.

When you are looking for a job, the phone number you use on your contact information should always be used in a professional way, since you never know whether the person ringing is a hiring manager or HR representative.
Make sure your answering machine, if you use one, is in good order. Make your greeting conservative and professional. Don't use humor, music, or cute greetings from your kids.
Ask everyone answering the phone to understand that the importance of phone etiquette. Keep younger children off the phone until they are old enough to answer the phone politely and take a message appropriately.
If you have call waiting, ignore the beep while you're on the phone with a contact or prospective employer. The second caller can always call back later or leave a message, give your first caller your full attention.
Turn off cell phones while in business lunches, interviews or job fairs- or at least switch it to a silent mode.
Return calls from a land-line in a quiet room (rather than a cell phone, which might not sound as clear) if at all possible.
Treat a phone interview with the same formality as you would an in-person interview. Be prepared (see the section on formal interviews.)
Make sure there are no distractions. (Even though the other person can't see what's going on, they will know if they don't have your full attention while you catch a bus or surf the web while talking with them.)

E-Mail

E-mail has also become de-rigueur for job hunting. Positions open and close at such a pace that without e-mail, you might find yourself outpaced by other candidates.

Get an e-mail account. You can use a free service if you'd like, but it's better to have a conservative e-mail name that's not too cute of provocative. You wouldn't want to have "twinkie@yourinternetservice.com" on your résumé.
Learn to use your e-mail software well- be sure you can competently attach a document, or open an attachment, or access a web page from a URL.
If you receive a job lead by e-mail, make sure you follow the instructions exactly for responding to it. Many times these go to an automated system, so be sure you format your responses correctly.
Answer all e-mails promptly. Recruiters and companies using automated means to find candidates often judge a candidate's responsiveness as a qualifying factor for a job.
Fill out online forms in the format the company asks for.
Ensure that you have anti-virus software installed and working properly. Sending an infected e-mail or document to a prospective employer is not a great way to make a good impression.

Job Fairs

Job fairs at colleges and industry gatherings often have booths where perspective employers conduct informal discussions and generate leads for later follow-up. Dress as if for an interview, carry a few résumés in a briefcase, but don't give them out unless asked. This is a more appropriate place for informal conversation and a good place to use your business cards.

Have a 20-second "sound byte" that explains the basics of what your qualifications are and the type of position you're looking for. Practice this until it rolls off your tongue. Use this "sound byte," or a version of it, when you're introduced or when you introduce yourself.
Don't launch into 10-minute monologues about your history or accomplishments. Remember that the purpose of a job fair is just to generate leads. The person you're speaking with is probably not the final hiring decision point.
When someone hands you a business card, don't just shove it into your pocket. Take some interest in it. Memorize the person's name, ask them a question about their company or position, and then put it away carefully. Treating a business card with respect communicates respect and appreciation of the person who gave it to you.
Give them YOUR business card. (See Tools of the Trade, above.)
Don't interrupt employer representatives who are conversing with others. Make a note of the booth and come back later.
When approaching a group of people conversing, make eye contact with the person currently speaking, and wait for them to finish before coming up and introducing yourself.

Dining

Many "getting to know you" encounters take place over a meal. Sharing a meal is a time-honored tradition of hospitality, and a great way to get to know a person. Whether this is your first encounter with the prospective employer, recruiter, or other contact, having good table manners is imperative.

Remember that eating is your secondary objective. Making a good impression on your dining partners is your primary objective. Concentrate more on the conversation than the food.
Your water/beverages are on the right, bread is on your left
Don't "reach" - ask for items to be passed.
Don't smoke or drink alcohol, unless EVERYONE else at the table is doing so. Even then, practice extreme moderation.
Utensils, once used, should never again touch the table. Rest them on a saucer or plate.

Formal Interviews

The formal interview is still used by most employers, and chances are you may encounter one.

These can be one-on-one or meeting a panel of the employers' representatives. You may meet someone for the first time in an formal interview (previous contact having been made through the Human Resources department or administrative staff) or it may come after a considerable amount of contact by phone, e-mail, or informal meetings.

Be informed about any current events about the company and industry before you arrive.
Talk with a receptionist or other person making arrangements so that you know the basics of directions to the office, where to park, the estimated length of the interview, the basics of who you will be meeting with and what you might be expected to bring, etc.
Find out as much as you can about your interviewers. (Look them up on Google, LinkedIn, and other online resources at a minimum)
Arrive not late, but also not more than ten minutes early.
Be pleasant to the parking attendants, receptionists, or other people you meet at that company, regardless of their position.
Stand when someone enters the room (either gender.)
Stand to be introduced.
Shake hands firmly with your right hand.
Smile.
Make eye contact when appropriate and comfortable.
Carry a briefcase with extra copies of résumés, references, portfolios, work samples, and any other information they may be interested in. Offer them if they seem appropriate.
Do more listening than talking, but ask questions.
Be ready with short (1 or 2 minute) polished answers to common questions about items on your resume, but don't give a "rehearsed" interview. Don't launch into 10-minute monologues about your history or skills. Concentrate on subjects or skills that they seem the most interested in.
Ask questions about the position, its opportunities and challenges. Leave questions about pay, benefits, etc. until a second meeting, or let the employer bring up the topic.
Make sure the next steps are well-defined. "When shall I check back with you?" is a good opener, because it leaves the control with YOU to call THEM back, without being pushy.

Following Up

Send a thank-you note or card immediately following an interview. (Telephone or in person.) Your ulterior motive is for the thank-you note to get to them while their impressions from the interview are still fresh. Also send thank you notes for job leads. Let him or her know that you're still interested in the position, if you are. If you discover during the interview that the job is not a good fit for you, thank the interviewer for his time. Express interest in other positions at that company, if appropriate. Thank you notes should always be done the traditional way- as a card or letter that arrives by post. An e-mail thank-you is usually fine for a job lead or other kinds of help.
Telephone at the time you arranged in the interview. If you are put off by a receptionist, find out another good time to call.
Don't call (or e-mail) more than twice a week, unless they ask you to "keep checking back." There is a fine line between persistance (which is good) and annoyance (which is bad.) Always be polite with whoever answers the phone.
If you're still interested in the company, you may want to stay in contact with the person you met. Send them the occasional holiday card or article about their industry (or a particular interest that person expressed.)

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