Odds are, most of us have been in a situation where we have, anxiously, made an overture, submitted an idea, or popped a question in hopes of evoking a positive reaction. As reasonable human beings, we've expected a response. And, odds are, we have also found ourselves in the awkward position of not hearing back from the person we contacted. Our reactions can run the gambit from, "I guess he didn't like my idea," to "I can't believe how rude people are," to "I'm just not important enough to be noticed."
Don't take it personally
In fact, the reason you haven't received a response could have nothing to do with the idea or the person presenting the idea. Most likely, the reason is the recipient is just too busy to respond to every person who contacts him.
Nowhere is this more apparent than in the world of job hunting. With most resumes and cover letters capturing a maximum of thirty seconds of the employer's attention, the chances of the applicant hearing back are minimal. What's more, if you submit information to a corporate website or job search site, the chances of hearing back are even more remote. It's no wonder one of the most common comments we hear from our clients is, "I've sent out over 100 resumes and no one has called me back."
Why is this lament so common? First, because most applicants abdicate control of their search the moment their resume is sent into the great abyss of job search sites. Secondly, because many websites don't give a contact name, so it's difficult to determine whom to call. And third, because let's face it, most people are uncomfortable calling someone they don't know to determine their interest level.
Take control
So what's the answer? To take control of your job search -- through follow-up. Follow-up, no matter how hard you may think it is, is one of the most important aspects of conducting a successful job search. Without proper follow-up, your efforts to reach out to people may as well be written off.
One of the key ways to take control is to establish the criteria for follow-up early on in the process. At the end of every cover letter you send, change the line from, "I look forward to hearing from you" to "I'll call you in a few days to follow up, in hopes of arranging a meeting." By making this simple change, you have taken the burden of follow-up responsibility from the employer and have given yourself a legitimate reason to call. You have established your own personal control of the process. And, you've ended the awful waiting game.
If there is no contact name provided on the corporate website, call the company and find out who is receiving resumes from the company's site. Usually someone in human resources can answer this question for you. And if HR won't provide you with a name in their department, dig a little deeper to follow up. For example, if the position is in sales, ask for the sales department, talk to a sales assistant, and send a copy of your cover letter and resume to the sales manager. If the job is in finance, find out the name of the director of finance and send your information to him. That way, you have an actual name of an actual human being to follow up with, as opposed to trying to reach an unknown entity through a corporate website.
How much is too much?
So what do you do if you leave a voice-mail or message for the person you want to meet and you don't hear back? How often can you keep calling without being a noodge? No one can answer these questions in a finite sense, and the best bet is for you to use your own best judgment when establishing a follow-up plan. You know you'd be irritated if someone who was trying to reach you called four times in one day. So, don't do the same thing to a potential employer. You also know hearing from someone on a three- or five-day interim is probably going to catch your attention. So, do the same when contacting an employer or networking contact.
Don't forget to use e-mail, either, in your follow-up plan. It's perfectly acceptable to phone someone and then send an e-mail to remind them of your call.
Watch your follow-up tone
Be sure your follow-up phone calls and e-mails are upbeat and cheerful. Never let the recipient think you are angry, frustrated or desperate. Think about the difference between a pleasant message -- "I hope this email finds you well. I'm writing to follow-up on …" -- and an anxious message: "I called your office yesterday and can't figure out why you haven't called me back."
As well, when you are speaking with an assistant, be upbeat and solicitous. Let the assistant know you understand how busy the boss is, but be persistent enough that he or she is willing to make an appointment for you. And don't forget your manners. Please and thank you go a long way in making someone comfortable enough to evoke a positive response.
The bottom line
Remember these two points when you formulate your follow-up plan and you'll have a better chance of success:
1) If you say you are going to follow-up with someone, then do it -- Take control of the process and don't let a day slip by without following up appropriately.
2.) Treat your follow-up contacts like you would treat a first date -- Mind your manners, do what you say you'll do, and try to make the recipient of your follow-up communication happy to hear from you again.
D.A. Hayden and Michael Wilder are founding partners of Hayden-Wilder, a one-on-one counseling firm specializing in preparing recent college graduates for the real world job market. For more information about Hayden-Wilder, visit www.haydenwilder.com.
