Interview follow-up strategies
Ken Pelczarski | TLT Career Coach May 2015
A thank you note can make a big difference to an employer after an interview.
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HAVE YOU EVER BEEN REJECTED FOR A JOB AFTER AN OUTSTANDING INTERVIEW? It could have been in part because of absent or ineffective follow-up. When there are two equally qualified candidates, an employer usually gives the edge to the person who follows up regularly, provides new information and conveys interest in the position and company.
Follow-up is a continuation of the interview process during which both parties evaluate each other. Significant time has been invested in interview discussions, and both parties need to receive feedback to help determine if they should proceed further. I have seen many instances when an interview has gone well and then interest fades over time for one or both parties due to lack of communication.
THANK YOU LETTERS
Email a thank you note after each phone interview and each face-to-face interview to each individual who participated in the most recent discussion. It is ideal to find something different to say to each recipient, although it is acceptable to send a copy of the same letter to each person. Obtain missing email addresses directly from the employer or from the recruiter representing you.
The general rule is to send thank you notes within one to two days after your interview, although you may wait a few days longer under certain circumstances. It is critical to say the things you want to say in a thank you note rather than rushing and sending an ineffective note. It makes sense to delay your thank you note, for example, when you expect interview feedback shortly that could influence what you want to write. Obtain prompt interview feedback either directly from the employer or from the recruiter representing you so you know what to emphasize and what concerns need to be addressed.
One situation in which a thank you note can make a big difference is when an employer is on the fence about pursuing you further. In this case, craft a powerful thank you note that may convince the employer to advance you to the next step. When you believe the employer will be making a hiring decision in days following your interview, send a note without delay with the goal of closing the deal.
Below is a thank you letter in standard format covering (1.) a thank you, (2.) your continued interest, (3.) what you bring to the table and (4.) a closing statement. Keep the letter simple if everything is proceeding smoothly and you are expecting to advance to the next step.
Dear Employer,
I want to thank you and the entire management team for the face-to-face interview yesterday and for considering me for the laboratory manager position.
I am quite impressed with your company history and the business plan for future growth. My management style should fit in well into your culture and this opportunity would advance my career in the right direction. I believe that I would be a high achiever in this laboratory manager role because of my 10 years of experience and success in a similar role. I can envision myself being challenged and enjoying the job responsibilities on a daily basis.
I look forward to hearing from you about the next step in the interview process and will keep you informed of any changes on my end. I will follow up with you in one week if I have not heard anything further from you by then.
Thanks again.
20 REASONS TO FOLLOW UP AFTER INTERVIEWS
There is a big difference between effective follow-up and just calling to stay in touch. Avoid contacting the employer just to see if the position is still open. Instead make each contact a meaningful one in which you enhance your standing as a top candidate. Ideally maintain communication with the hiring manager and attempt to schedule time for focused follow-up discussions at pivotal points in the hiring process.
Follow-up is more effective if based on employer feedback or on inside information about the interview process or position status. If you have close contacts who work with this company, try to obtain information from them about the position for which you are interviewing. If a recruiter is representing you, this individual also can be an invaluable resource in obtaining useful feedback. This information will help you achieve the right timing and content for your follow-up.
Your follow-up phone calls and emails may seem routine at times, but they can greatly affect your chances of receiving another interview or a job offer. Since hiring processes can take several months, avoid letting many weeks go by without any communication with the employer.
Your follow-up phone calls and emails may seem routine at times, but they can greatly affect your chances of receiving another interview or a job offer.
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There are numerous strategies to employ along the way and many reasons to follow up regularly as listed below. The first five points, in particular, should be incorporated into your thank you letter.
1. Thank the employer for time and consideration. The main place for this common courtesy is in a thank you note after each on-site interview and phone interview. A sincere thank you is always appreciated, though, and can be expressed in each follow-up communication.
2. Summarize interview highlights. Include a sentence or two in your thank you note (or mention in later follow-up discussions) about high points from the interview that displayed your strong fit for the company and position.
3. Express continued interest. Initially in a thank you note, and also in later follow-up, stress your interest in the company and position as well as reasons for your interest. Let the employer know in weeks following the interview that you have thought a lot about previous discussions and looked closely at the job market and that this opportunity should meet your career goals as well as any position.
4. Emphasize relevant experience, accomplishments and strengths. This is an important component of a thank you note, where you should be emphasizing your strongest assets that will help you become a high achiever in this role.
5. Request advancement to the next step. Encouraging the employer to schedule another interview for you or to consider making you a job offer should help convince them of your interest and your closing ability. Include this request in your thank you note closing statement and also request moving to the next step during each communication with the employer.
6. Employer has requested you follow up in a specific time frame. Be sure to communicate in this time frame or the employer may assume lack of interest and/or an inability to follow through with commitments or follow directions.
7. Update your availability to be reached and/or interviewed. Keep the employer informed of your schedule, especially if another interview is being considered or a hiring decision is expected soon.
8. Employer has invited you to follow up with questions. Inevitably you will have questions to ask that were not covered in the interview. In addition, ask for elaboration in key areas such as company growth plans and primary objectives in the role. Do not pass up an invitation to ask further questions.
9. Employer has requested additional information. Take advantage of this opportunity to enhance your standing as a top candidate by providing new information in areas such as experience, education, accomplishments and references.
10. Volunteer additional information. Think hard about what information has not come out in the course of the interview process that could bolster your credentials as a leading candidate. Provide this information (e.g., publications, presentations, awards) in a timely fashion even if the employer has not requested it.
11. Keep on top of position status and your candidate standing. Ask the employer about (a.) timing in filling the position and (b.) any changes in job description or requirements. Inquire about (a.) where you stand as a candidate, (b.) any concerns about your qualifications and (c.) additional information you can provide.
12. Confront employer concerns. You often will learn of employer concerns either during or after an interview. These should be addressed promptly in a thank you note or other follow-up. Concerns may include you being underqualified, overqualified, not passionate about your work, being let go from your last job or having unrealistic salary expectations. Do not let these concerns fester. Confront them openly or subtly depending upon the situation.
13. Provide a list of references. If references have not yet been requested, provide a list and encourage the employer to check them, especially if (a.) the employer is on the fence about pursuing you further or (b.) a hiring decision is about to be made.
14. Inform employer of changes in employment status. Tell the employer of new developments such as you being (a.) downsized, (b.) asked to relocate or (c.) relegated to a consulting role. Emphasize if these changes increase your interest level in the opportunity.
15. Inform the employer of a time element due to another job offer. This information should be conveyed in a delicate, timely and straightforward manner. If you are truly more interested in this employer’s opportunity, stress why you prefer to go to work for them. It is fine to tell them the type of position you have been offered but leave out company name and salary.
16. Offer to work on a project, make a presentation or write a business plan. This is a way to display your skill set and depth of knowledge when an employer is unsure about your ability to be successful in the role.
17. Propose a consulting arrangement. If the position is being delayed or indefinitely tabled, offer to consult to help fill the employer’s original need. This will give you an inside track to possible long-term employment. You should be in a position to consult if you are not currently working for a competitor.
18. Distinguish yourself from competition. If you are running neck and neck with another candidate, figure out a way to raise yourself to the next level. Learn how the employer will be arriving at a decision and provide them with additional information on your experience, accomplishments and interest in their areas of focus.
19. Forward industry news and information. Send industry articles and information on events, innovations, people and companies in the same market. You will be seen as an individual who is thoughtful, connected and goes out of the way to help others.
20. Officially withdraw as a candidate. Employ a strategy for the future by leaving things in good standing if you need to withdraw from consideration. Explain reasons for withdrawal as well as your positive views of the company and that you would consider employment with them again.
Maximize the impact of a great job interview on an employer by following up consistently, enthusiastically and with additional information to round out your profile.
Ken Pelczarski is owner and founder of Pelichem Associates, a Chicago-based search firm established in 1985 and specializing in the lubricants industry. You can reach Ken at (630) 960-1940 or at pelichem@aol.com.