Some job seekers get so wrapped up in research that they almost forget why they're doing it. Are you:
- Feeling so comfortable in your library cocoon that you just keep amassing information?
- Stuffing your pockets with scraps of paper, scribbled with unintelligible names?
You will be gathering information about potential employers-anyone who could hire you. Some of these companies are, of course, much closer to your ideal than others. Keeping your goal in mind, prioritize the companies on your list into A (your ideal customer/employer), B, and C companies. Then you can organize what you have.
Getting Organized
You'll need a few simple things, like an appointments book (which lists hours of the day). Some appointments books contain a To Do list. If yours doesn't, create a central To Do list and prioritize the items (A, B, and C priorities) on your list each day. Some people are almost religious about keeping their appointments book with them at all times. Others find that too cumbersome and use an electronic message taker. One way or another, develop a systematic way to keep notes and keep your To Do list current.
You'll also need an index card file (the 4" x 6" size holds a lot of information) or PC. Each card or PC file should have the essentials: the company's name, address, phone number, type of product/service, and names of key people and their titles. If there is more than one hiring authority, make a note of that. Verify the names, spellings, pronunciation, etc., as you go along. Extra care with these details can make the difference between getting an offer and coming in second.
Each time you call, write the date and keep notes on your conversation, including such "non essentials" as hobbies, interests, their speech patterns (impatient or slow), etc. Be sure to note anything of mutual interest. Shared enthusiasm for bass fishing, rug collecting, or your high school could be the reason you're hired. Here's an example of a file.
Set up for follow up. How can you keep track of all the people you contact and promise to call back? Use a simple reminder system. Tickler file-day by day. You'll need a pack of index cards and 2 sets of index card dividers. One set has the 12 months of the year; the other set has the 31 days of the month.
Let's organize the file for today: September 14. You have the month of September in front, and October, November, December, and the early months of next year following that. You'll have divider 14 in front, with 15, 16, etc., behind that. Behind your October card, you'll have days 1 through 13. Let's say you're talking with the VP for finance at the Happy Troll Toy Co. and promise to call back the first of October. You simply make a note of your conversation on the Happy Troll card and place it in the October 1 space. At the end of the day, after you've made all the calls for September 14, you'll move card 14 to the back. With 15 facing you, you'll be ready to start your calls tomorrow.
Tickler file-hour by hour. You can also set up a tickler file for the hours of the day. That will remind you to call Jerry Waters at 2:20; Veronica Rivers at 3:00; Tracy Trickle down at 3:45; and Gary Glacier at 4:30. By making specific telephone appointments, and calling exactly when you say you will, you'll be making the most of your telephone time.
Plan to Meet Enough Hiring Authorities- It Won't Happen Unless You Do
''How many appointments with decision makers have you had? "It's a question I routinely ask groups of job seekers. One or two usually volunteer: "I've had 3 appointments in 2 months." "I've had 2 appointments this month." The others are mute. Typical job seekers like the thousands we have worked with and the respondents in our research. They hesitate, procrastinate, and wring their hands. Some blame the economy. Or Washington.
And stew some more. They simply do not meet enough people who could hire them! Numbers are the major barrier! And like all job-finding barriers, they're internal. You know that finding a job is a numbers game. The more meetings you have with hiring authorities, the greater your chances of getting a job offer. It's that simple! You can watch Pete Sampras on TV, buy the latest racket, and join a tennis club. But unless you're out on the court hitting the ball, you're not in the game. You can't win unless you're a player! How many meetings with hiring authorities do you need? That de pends on many factors: your experience, field, geographical area, etc. After you have been searching for a while, you may be able to develop a kind of ratio between the number of meetings with hiring authorities and job offer(s). If it took meetings with 8 hiring authorities to produce one job offer, your ratio would be 8:1.
You should also keep track of other ratios. For example, how many contacts does it take, on the average, to set up a meeting with a potential employer? That may depend on whether you're calling "cold" or using referrals. By doing both, you'll significantly speed up your job search. Let's say it takes 10 cold calls to set up a meeting with a hiring authority. Going the referral route, you find that it takes 10 calls to get 3 referrals to decision makers and that 2 of those result in appointments. Now you have a basis for planning. You know that it will take, on the average, 10-12 calls to get a meeting with a hiring authority. And it could take meetings with 8 hiring authorities to get a job offer. Now you can set your schedule. Will you make 20 calls every day? Each week? Each month? You can estimate how long it will take to find employment. Once you develop these statistics, you can begin to predict probable outcomes.
That can make a huge difference in your approach to finding employment-and in the results! How many NOs do you need before you hear KE? The ratio may be 8:1 or 12:1. Don't get discouraged-focus on the one! That's an accomplishment! The person who hears the most NOs can expect to hear the most YESs. It's like fishing. You know that you won't catch something each time you throw in your line. But you know nothing will happen if you don t throw it in! Set up a chart to track your daily activities. (See the next page.) Each time you call or contact a relevant person, you have accomplished something, even if the response is NO.
If you have just started your job search, you probably have no idea what these ratios are. How do you begin?
Over plan. More is better. Over plan your day because inevitably, there'll be last minute changes and cancellations. If you've over planned, you'll have constructive things to do and won't waste your precious time?
Manage to Meet Enough Hiring Authorities- Value Your Time
Your time is every bit as precious as when you were employed. But using it wisely is more difficult. "Unstructured time, the lack of a schedule" is one of the most unsettling aspects of unemployment, our survey respondents indicated.
Finding a job is a full-time job, 40 hours a week. It means getting up each morning, dressing for work, and going to work in your office. Whether it's at home or an outplacement office, the important thing is that you are working. Your DO NOT DISTURB sign is on the door. Treat your time exactly as if you were employed. You must be even more disciplined! Reward Yourself!
Check off each call as you go through your list and set up appointments. Then reward yourself! Celebrate each achievement each day! Treat yourself to something nice-something you will enjoy. Whether it is a cup of tea, a walk in the park, a call to a friend-it's important to give yourself the recognition that you have accomplished something valuable that day. Having something to celebrate each day will help you maintain a positive attitude-your essential partner.
Don't Get Overwhelmed!
Professional recruiters can make 50 calls in a 2 1/2-hour period, but we know that few job seekers can do even half that many. One Sale to Success graduate developed what he called "A Shy Person's Guide to Finding Employment."
By adding one meeting with a hiring authority each week, you'll shorten your job search significantly.
Our Shy Persons' Guide to Employment
Make a commitment to:
- Contact at least 10 relevant persons each day, preferably by phone
- Meet at least one relevant person each day, and
- Meet at least one hiring authority each week
Circulate. Moving around is not only good for your heart, it's good for your spirits. Make it your business to get out of the house. Do things with your family, friends, and other people-volunteer work, for example.
