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Work Search
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You and the job market
Looking for employment is one of the most challenging jobs you will ever have. Finding
"your" job rather than "a" job is important because work significantly affects your
satisfaction in life. As you begin to look for your next position, think about how it fits into
your overall career plan. Is it work that will give you the experience you need to begin or
continue your progression toward your longer-term career goals? Is it work you will enjoy
doing? Will you feel passionate about it?
To begin, review your self assessment. A thorough understanding of your personality,
interests, values, skills, and knowledge will help you to direct your efforts. Only you know
what kind of work you want and what you are best qualified for. Be able to discuss your
accomplishments. Employers want to know why you selected their organization and what
you are prepared to do for them. Where are you heading in the future? Now is the time to
form the foundation for your career. What skills will you need to update? With a clear focus,
you will be able to prepare excellent résumés and letters, and to present your strengths in
interviews.
To help you to reflect on what is important to you in a potential work opportunity before you
embark on your search, consider the following:
1. Labour market needs/
demands
Is there a demand for your skills, experience, and qualifications?
What skills, education, and experience are employers seeking?
What trends might impact the future of this type of work? Is this
field likely to grow, decline, or shift? What and who is your
competition? Does demand vary by geographic location?
2. Environment
Do you want to work indoors or outdoors? What kind of
workplace do you prefer? Do you prefer a calm or busy
workplace?
3. Fulfillment
What kind of work satisfies you best? Is it crucial for you to
believe that your work is meaningful and important? What kind
of impact does your work need to make?
4. Work preferences
Is it important for you to work on a project from beginning to
end? Do you like to complete one project at a time or to work on
several projects at the same time? How important is it to see the
results of your work? How creative do you want to be? Do you
enjoy work with tasks and goals that are clearly outlined for
you? Do you like routine tasks or prefer more variety?
Copyright © 2005 Career Services, University of Waterloo
5. Competence &
responsibility level
Do you like to be involved in work that requires a high level of
education, skills, and knowledge? What kind of responsibilities
do you want as you advance? Do you want to take on a
leadership (formal or informal) or a supporting role?
6. Challenge
What challenges you? Will you have the opportunity to make
important decisions? Will you be called on to grow and to
develop new skills and areas of knowledge?
7. Work relationships
What kind of people do you work with most effectively? Is it
important to you to develop relationships? What percentage of
the time would you like to work independently or as a team
member? How often and how do you like to interact with
others?
8. Advancement potential
What opportunities may arise from this position? What factors
affect your ability to advance in this field?
9. Learning opportunities
Are professional, educational, and training opportunities
available to increase your skills and knowledge? Who is eligible,
and what policies govern these opportunities? Is financial
support available?
10. Salary/security
How important is salary? What remuneration do you need to
maintain or improve your lifestyle? How much financial security
do you need? How susceptible is this job to turn-over and layoffs?
11. Prestige/status
How important is a title or a position of influence/high regard?
12. Hours required
Do you prefer regular or flexible working hours? How many
hours during the week are you able to commit? How important
is having a balance between work and leisure? Is this
negotiable?
13. Geographic location
Where do you want to work? What country? Do you prefer a city
or a rural community? How long is the commute? Is public
transit available?
14. Travel/relocation
Is travel required and, if so, where, how long, and how often?
Will you need to relocate?
Developing a plan
Many job seekers have an unrealistic picture of how much time the job search takes. It is
never too early to begin looking for a job. Start in the fall term for a summer job. For co-op,
internship, contract, or on-going positions, monitor the job market year-round so that your
research is up-to-date. Securing a position may take several months to a year (and
sometimes longer).
Your search for work will be more effective if your goal is clear and you map out your
strategy in advance. Set daily and weekly objectives so that you can evaluate your
progress. Determine the amount of time you will allocate to identifying target organizations,
researching, making contacts, and following up. Schedule at least one activity away from
home each day to keep you connected to your field and energized. Organize your days of
searching for work just as you would a regular work day; record all of your appointments,
activities, and results. If you are still in school, or working full time but want to change
jobs, plan to spend at least eight hours each week. After graduation, or if you are
unemployed, your search should become full time.
If you have been searching for several weeks or months, an employer will want to know
how you have been spending your time. Be prepared to discuss your job-search activities.
Be able to show how you are staying current in your field.
Strive to use a variety of approaches. In addition to the usual job-search methods (such as
using online job banks), be prepared to spend a significant portion of your time and effort
on methods designed to uncover job openings that have not yet been (and may never be)
advertised. These jobs are part of what is referred to as "the hidden job market." The
hidden job market includes necessary work that no one has identified, work that has been
identified but for which candidate recruitment has not yet begun, or work for which informal
(word-of-mouth) recruitment has begun.
Approximately 75% to 80% of all jobs are never advertised. Accordingly, you
should concentrate up to 80% of your job search efforts on effective methods
(e.g., networking, direct marketing to hiring managers) that enable you to find out about
unadvertised opportunities. Accessing the hidden job market is critical because:
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Employers may receive hundreds of applications for each advertised position,
dramatically increasing your competition and decreasing your odds of success
It allows you to meet with a potential employer to create or uncover immediate or
future opportunities that traditional methods will never present
Employers will be more likely to remember a personal contact and thus consider you
for future job openings
It enables you to meet people in your field of interest, collect inside information, and
gain a competitive edge
To tap into potential opportunities and find a position more quickly, you will need to put on
your detective's hat and get ready to do some work! First, be an avid reader: become
knowledgeable about your industry by regularly reviewing trade publications, business
articles in newspapers and magazines, and annual reports. Look for information on new
financings and expansions, which suggest growth in an industry or organization, which, in
turn, means that more workers will likely be needed. Don't wait for a job posting: by
contacting the organization before positions are advertised, you will gain an advantage
over the competition.
Also peruse classified ads, both current and past. A series of ads for a company or industry
may reveal a growth trend you can tap into. Past ads (i.e., six months old or older) will help
you identify organizations with jobs in your field. Contact these organizations to learn if
there are any current opportunities for which you might be qualified. Promotion and
retirement announcements are indicators of an internal realignment in a company and
suggest a potential opening for an external candidate.
Don't overlook small companies (i.e., those with fewer than 100 employees) in your job
search. Collectively, these small companies account for approximately 50% of total
employment in Canada. Aside from a general growth in new jobs in such companies, small
companies are often more flexible, so they may be able to create a new position in response
to a convincing presentation of your skills and your potential to help them meet current
challenges and improve productivity. Managers are always looking for talent, even without
an immediate job opening.
Because looking for work is both time consuming and stressful, support is very important.
"No" will likely reach your ears more often than "yes." Surround yourself with people who
are most likely to boost your confidence.
And celebrate your achievements! Examples of successes could include finalizing
arrangements to meet a contact; completing two telephone call-backs by lunch-time;
getting company information that was difficult to locate; or speaking with a hiring manager.
Reward yourself with a pleasurable activity. Take some time out each week to participate in
social or recreational activities, or hobbies. You need the break to renew your level of
energy.
Creating a calling card
A calling card is an effective, inexpensive method of leaving information with anyone who
can lead you to job openings, and a calling card can be used no matter your level of
academic and work experience. A calling card is similar to a business card in size and should
be professionally created and printed before you begin your job search efforts. When you
hand out your card, you will often receive other people's calling or business cards in return;
following up with these individuals can significantly increase your network.
Your calling card can include your:
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Name, degree, speciality/career focus, telephone number, email, website
Skills, qualifications, experience/background, qualities as a worker, accomplishments
(on either the front or reverse of the card, including a summary of your qualifications
or skills)
Sample:
How to use your calling card:
1. As a networking card: A calling card can be useful when a business card may be too
brief but a résumé too lengthy. Give a card to each of your contacts to help them
remember what you are interested in and to remind them to alert you to any job
openings in your field. If you're employed, calling cards are better than business
cards when you're job searching because they allow you to represent yourself rather
than your company; if you're networking and passing out your business card, people
may think you're job searching on company time.
2. As an attachment to an application form: When given an application form, fill it out.
Never substitute your card for an application. Instead, attach your card to the upper
corner of your completed application. It will set your application apart from others.
Preparing your UW business card
All registered students (co-op, regular, undergraduate, graduate, and full- or part-time) can
order personalized University of Waterloo business cards through the Co-operative
Education & Career Services department. Your UW business cards include the UW crest and,
if in you're in co-op, the "Hire Co-op" slogan, the title "Co-op Student" under your name,
the CECS website address, and UW's toll-free number for Co-op. You can add your
name, program/education, and desired contact information.
Sample:
Self introduction
During your job search, you will encounter hiring managers, human resource staff, and
others in your network of contacts. At all times, you must be ready to clearly communicate
who you are and what you have to offer (i.e., your knowledge or training, skills, and
experience). To promote yourself effectively, develop and practise a self introduction that
you can deliver anywhere, any time. Practise your introduction until you are confident
that you can present it professionally without sounding over rehearsed. Prepare several
versions that you can adapt to different situations. This self introduction should take thirty
to sixty seconds and include:
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Your name
Your program and institution attended
Field/position of interest
Knowledge, skills, and experience that would be of value in this field/position
Your interest in his or her organization (if speaking to a representative from that
organization)
Example:
"Hello, my name is Judy Jones. I'm a second-year student at the University of Waterloo,
majoring in Computer Engineering with a specialization in Management Sciences.
In addition to my academics, I worked one summer in a manufacturing setting where I was
able to observe basic manufacturing processes and helped with the design of a number of
AutoCAD drawings.
I am currently looking for a position in which I can apply my knowledge and skills as an
Engineering Assistant. Your company is of particular interest to me because of your focus
on..."
Researching employers
Research is the key to effectively connect your skills, values, knowledge, and experience to
organization and industry needs. Research an organization thoroughly to:
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Assess if you are interested in devoting your time and knowledge to the organization
by determining if its mission, vision, and values align with yours
Find out if you are truly interested in the organization's services or products
Discover what types of positions or work you may be qualified for
Prepare for networking or an interview so you can demonstrate industry and
company knowledge as well as enthusiasm for the field, position, and organization
General information you will want to uncover should include but not be limited to:
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Number of employees
Location(s)
Products and services
Funding, clientele
Organizational structure, work atmosphere, workload
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History and potential growth of employer and industry
Values (e.g., teamwork, community involvement, continuous learning)
Training and professional development programs
Career path and promotion policies
Management style, corporate culture
Restructuring, downsizing, re-engineering activities
Annual sales for past year(s) compared to industry trends
Major competitors
Ownership and impact on advancement potential
Employee participation in decision-making
Use of technology, amount and type of equipment
For example, if you were seeking a job as a social worker, you would want to learn about
the organization's mandate, mission, philosophy; the organization's clients and funding
sources; its role within the community, etc.
Employers can always tell, and are very impressed, when job seekers have done detailed
research and are able to ask knowledgeable questions about the position and the
company. A few sources for research include Career Services; campus or public
libraries (review employer and association directories, trade publications and reports,
business articles in newspapers and magazines); websites; Chambers of Commerce; or the
company itself. If your network includes someone who works for or has knowledge of the
organization, that person will be an excellent source of information that would
not be available to the general public. If your network does not include someone with
relevant knowledge, ensure that you implement the networking strategies described in this
module.
Tracking your progress
To stay organized and motivated, create a work schedule: research to do, phone calls to
make, letters to write, and meetings to attend. If you can, prepare each night your list of
the next day’s activities. Then when you get up in the morning, you will be able to begin
work right away. Keep records of people you are trying to, and did, reach. Add the date on
which each activity happened. When you are speaking with prospects, note their interests,
their needs, and how you can be of service. Add to your record each person's name,
address, phone number, email address, and any other relevant information. Keep these
records with you at all times so that you will always know the status of each contact and
can follow up no matter where you are.
Add networking contacts to your Networking contact record (Appendix A) so you can quickly
refer to them when needed. Record specific details of meetings with potential
employers using a Hiring manager contact record (Appendix B). Or, if you prefer, manage
your contacts with an electronic address book.
Uncovering opportunities: networking
What is networking?
Networking is about making connections, developing leads, and building relationships with
individuals and groups of people.
Networking for your job search is a planned process of contacting people who can provide
information, advice, and referrals. Take advantage of opportunities to network whenever
they present themselves. Whether you are looking for work within an organization, as an
independent contractor, or as a consultant, networking contacts can help you locate job
opportunities in both the visible and hidden job markets. Networking means making many
contacts. It is simply an information gathering and sharing activity.
Look at the following example of a network. Immediately surrounding you are your own
networking contacts (i.e., individuals you know, people working in your field, managers who
hire). This diagram shows a number of referrals and the sequence that unfolded as
communication occurred, either in person, over the phone, or by letter. In this case, one
referral resulted in a job interview.
Why network?
Experts agree that most job leads are found through networking. You can't begin
networking, however, until you have defined the type of work you want. Interviews to help
you decide on potential occupations are called "information interviews" and should not be
confused with "networking interviews." Once you can articulate the type of work you're
seeking, you're ready to network.
Networking is beneficial to all parties. Individuals who find employment through networking
tend to be more satisfied with their work and earn higher incomes. Steering away from the
advertised market has other advantages, as well. First, this market often over represents
lowly paid/unskilled or highly paid/highly skilled positions. Most people find work
somewhere between these two extremes. Second, the advertised market can be deceiving
because many advertised jobs don't actually exist or are already filled when the jobs are
advertised. Finally, the required qualifications listed can be significantly greater than the
actual requirements of the job.
Being referred by others is advantageous. Managers trust people they know more than
people they don't. From an employer's viewpoint, it makes sense to hire a "known
quantity," someone who has been recommended by a person who is known and trusted.
Employers reduce their recruitment costs this way, so they encourage referrals from their
employees. An employee who is a part of your network can help you and advise you on
timing and the best way to approach the employer. Contacts inside an organization can also
keep your name in people’s minds.
Networking strategies
Your network
It is beneficial to compile and organize a list of people you know. Consider all those you
know personally and come into contact with regularly. The following list may help you to get
started:
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Friends
Relatives
Neighbours
Students
Acquaintances (sports, clubs, social activities, etc.)
Alumni
Professors/teachers
Co-workers
Former employers
Business contacts (hairdresser, insurance agent, financial planner, etc.)
Professionals (doctor, lawyer, dentist, etc.)
Church associates (clergy, members)
It is easiest to begin with individuals who you know well (e.g., friends or family members).
While you may wonder about the merit of networking with family, never assume that
you know everyone in someone else's network. Each of us knows between 200 and 700
people, and any of these individuals may be able to refer you to those in your chosen field.
And you can ask those you know well to help you by critiquing your networking approach.
Once you feel comfortable speaking with your closest contacts, move on to your
acquaintances (e.g., classmates, parents of friends). Alumni of the University of Waterloo
can be valuable contacts who are often very receptive to helping current students. Speak
with your professors to learn about potential contacts who have graduated in your discipline
and now work in the field in which you are seeking work.
Ensure everyone in your network knows what you can do and what you are looking for.
Even if they have no immediate leads for you, they will then be in a better position to act on
your behalf when potential opportunities do arise.
Expanding your network
Do not stop with people you know. Follow up on referrals that you receive from your
existing network, and finally on names of people you uncover through research. Use online
search engines or print directories located in university/college career centres, campus/local
libraries, or Chambers of Commerce to identify specific organizations to target as well as
potential contacts with whom to set up networking meetings (this may require calling the
organization directly to determine the appropriate person). Associations related to your field
may also be helpful in linking you with useful contacts working in a variety of organizations.
Joining such associations will increase the likelihood of their assisting you, and, as a
member, you will receive valuable industry information and have the opportunity to network
with other association members, some of whom may be in a position to hire. Being active in
an association (e.g., working on a committee) will give you the opportunity to demonstrate
your skills and thus develop more meaningful networking contacts.
It is advisable to initiate contact with your referrals and researched leads with a networking
letter, followed by a phone call. Your goal is to obtain a face-to-face meeting to gather
professional information, advice, and referrals regarding your field of interest, career plans,
and job search.
While having a plan for networking is best, do not underestimate the value of speaking with
people you meet everywhere (e.g., in the supermarket check-out line, during theatre
intermission, at a sports event, on the beach or ski hill, on an airplane) to add to your
contact list. When you are at a gathering, make a point of talking to at least two new
people. Start with someone standing alone. Perhaps that person too wishes to meet and
mingle with people.
Attend conferences, join campus clubs and professional associations, volunteer to work
with an organization in your field, join online listservs/discussion groups, and attend
job/career fairs to increase your number of contacts.
To keep track of people you meet, record their contact information and details using the
Networking contact record (Appendix A).
Overcoming reluctance to network
Some may find the idea of networking, initiating contacts, and speaking with strangers
daunting. However, you will find that people are quite receptive to someone who has a
genuine passion for the field. Most people will also enjoy talking about their
work/accomplishments.
Your goal is to establish and maintain mutually beneficial relationships in which you help
others achieve their goals as they help you achieve yours. Learn about their experiences,
interests, and goals, so they will want to learn about yours. Be a good listener, ask
questions, share your story, and reflect on the information you get.
If you see an article or hear about something that might interest one of your contacts, you
can pass it along, and in the process renew your association. If you give leads, you will get
leads, even though they may not come from the same people you have given them to. If
you manage your network well, you will know who can benefit from your business and
personal contacts. Your hope is that you will be remembered when something comes up in
your line of work.
By networking this way, you will uncover common interests and build real connections and
ongoing relationships. Although having to generate "small talk" with strangers may add to
your discomfort, your enthusiasm will help you conquer nervousness. Networking
communication should not be so rehearsed that it feels unnatural; let your passion,
curiosity, and genuine self guide your conversations. Making contacts can be fun and very
rewarding, both personally and professionally.
Some ways to help develop your confidence:
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Volunteer with people who share your passion in order to develop lasting
relationships. It is a great way for others to get to know you and your
talents, and ultimately to increase your existing network
Make a note of exactly what aspects of networking you dislike and develop an action
plan to network in ways that suit you
Engage in networking activities when your energy level is at its highest
Consider eNetworking (online networking) to practise
Sometimes it is necessary to do things you would rather not. Each step you take will help to
boost your confidence and your ability. In time you will come to believe that you can handle
whatever needs to be done, and you may even enjoy yourself! Remember to reward
yourself for a job well done.
Networking letter
To write a networking letter, follow the format outlined in the Letter Writing module. Ensure
that your letter does not exceed one page. Individuals often feel comfortable using a
networking letter because they are asking for advice rather than a job, and a résumé is
never attached. It typically consists of three parts:
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Introduction/first paragraph (build relationship with the recipient):
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Middle paragraph (request meeting):
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Identify who you are by mentioning your field of interest, university, and/or
faculty/program
Explain how you obtained the recipient's name, or who referred you, if applicable
Possible opening statement examples: "I was given your name by…”; " I understand
that your organization is a leader in and…”; "I am considering a career in…”; or "I
heard that you have been working in the area of…”
Acknowledge that the reader is busy but request an in-person meeting at a mutually
convenient time
Request twenty to thirty minutes of meeting time
Explain clearly what you would like to discuss during the meeting: information on the
industry/field, career related/job search questions, the appropriateness of your
résumé, etc.
Final paragraph (closing and follow up):
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State that you will be calling to arrange a meeting date/appointment on a specific
day and time (and ensure that you do!)
Include your contact information (phone/email)
Thank the reader for reading your letter and add that you look forward to meeting
him or her
Consider creating a general letter template that you can use when introducing yourself to a
potential contact. Keep it professional and to the point, perhaps including relevant
academic/work history and/or skills, your shared interests (e.g., both in same occupation,
etc.), and a request for advice and/or information (e.g., "What recruiting firms did you use
in Calgary?").
Example:
Dear (name with proper salutation):
I am in the midst of changing careers. I have a degree in Environmental Studies from
the University of Waterloo and have worked in the field of Waste Water Treatment for
three years. Even though my experiences in this field were very rewarding, I am now
pursuing my goal of working with people, in a human resources role. I am currently
finishing a human resources diploma program and am excited about starting a career in
this field. The Canadian Council of Human Resources provided me with your contact
information.
Since you have been in the field of human resource management for over five years,
your advice on how one enters the field upon graduation would be most valuable. I
realize that you are very busy, but I am hoping to meet with you for 20 to 30 minutes
to introduce myself formally. Your expert opinion would be greatly appreciated.
I will contact you next Tuesday afternoon to arrange a mutually convenient time to
meet. Should you wish to contact me, I can be reached at (519) 111-1111, or by email
at [email protected]. Thank you so much. I look forward to speaking with you.
Sincerely,
(name)
Telephone strategies
After sending your networking letter, follow up with a phone call to your contact within the
time period indicated in the letter. Some job seekers may choose to initiate contact by
telephone instead of sending a letter first. However, sending a letter first allows the contact
to think about how he or she might help you before you speak in person. When calling
networking contacts, you will at times have difficulty reaching the person whom you wish to
speak with. Information on how to deal with voicemail and gatekeepers, and sample scripts
of what to say are also included in "Contacting hiring managers".
So much of the meaning of your message is communicated by the way you speak over the
phone, rather than by the actual words you use. Ensure that you are clear, succinct,
confident, and enthusiastic; vary the tone and pitch of your voice. Also take note of habits
that will distract the listener, such as verbal fillers (e.g., ummm, ahhh, like, you know). Are
you using the fillers to give yourself time to think? Instead, be silent while you think. While
it may seem odd to dress up for and smile during a phone call, doing both is likely to help
you project a more positive attitude.
Initially you may find using the telephone intimidating, and the person you are
speaking with may sense your lack of confidence. Preparation is key. The words you say
(the script) will need to be well thought out. Clearly identify yourself and your reason for
calling, and refer to the letter you recently sent. Reiterate your desire to obtain assistance
with your job search, and ask for twenty to thirty minutes of your contact's time to meet
with you. Be prepared with your networking interview questions in the event that the
contact invites you to ask your questions over the phone rather than in person. If a contact
states that he or she does not have time to answer any questions, acknowledge how busy
the person is, and then ask if there might be another time to speak and/or if there are any
other people you might contact. Regardless of the outcome, be sure to say thank you for
the contact's time and information.
Meeting with your contact
When you are successful in arranging a meeting, treat the meeting as you would a formal
interview: in addition to obtaining valuable information for your job search, you also want to
make a favourable impression since this person may, at some point, be in a position to refer
you for a job opening. Dress and conduct yourself professionally. When you arrive,
introduce yourself and establish rapport. Explain the purpose and agenda honestly (i.e.,
looking for job search information, advice, and referrals). It is also a good idea to refresh
the contact's memory regarding your background and experience, and then to share
information and ask questions based on your research. Here are some sample questions:
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What is your advice about looking for work in this field?
What do you think of my résumé? Do you have any suggestions for improving it?
What could I do to better promote my skills and experience?
Do you know of any organizations that might be interested in someone with my
qualifications?
What other people might I speak to as I gather informaton? May I have permission
to use your name? (Note: it is very important to obtain permission before mentioning
a contact's name to a new referral)
What groups/associations would you recommend that I join?
Would it be alright to contact you again in the future? When?
Try to get referrals; you might get two or three from a contact who has no hesitation in
referring you. Listen carefully while your contacts speak. If they talk about a company or
organization that seems promising, ask if they can suggest whom you could speak with
there.
At the close of the meeting, thank your contact and mention how helpful the meeting has
been. Within forty-eight hours of the meeting, send a typed or handwritten thank-you
note, either via regular mail or email. Choosing the format will depend on your assessment
of the contact's preference (i.e., more or less formal). This letter should be brief and
sincere, expressing appreciation for the meeting. Also include what you have done or plan
to do as a result of the meeting. Doing so will reassure the contact that his or her time with
you was well spent.
eNetworking
eNetworking is the process of locating, communicating, and maintaining relationships with
virtual contacts using the power of the internet. It has many benefits. This method of
networking is growing in popularity because it enables you to contact a greater number and
diversity of people than you might normally meet through traditional networking.
Increasingly, people are getting online and joining or creating discussion groups, message
boards, business and social networks, listservs, and/or newsgroups.
This form of networking is an efficient and inexpensive means of communication and a fast
and easy way to discover industry/company information, labour market trends, and career
opportunities. Many job seekers find networking online far less intimidating than in-person
networking and enjoy the flexibility of being able to network at any time. Furthermore,
people who have joined an online networking group have done so voluntarily, so you know
they are receptive to networking. eNetworking is one way to build your network of contacts
when your schedule does not permit much time for in-person networking activities. Going
online may be a comfortable way to begin the process of introducing yourself and
generating new leads on an ongoing basis. However, eNetworking should never replace inperson networking, the most effective job search method; use eNetworking to augment
your current job search efforts.
Although there are many benefits to this type of networking, there are also some negative
aspects. Electronic communication is less intimate than telephone or face-to-face
communication: it is impossible to read subtle, non-verbal aspects of electronic
communications. What you write could also be read by people other than the intended
recipient(s). In addition, the contact with whom you are communicating may not
be honestly representing him or herself.
Online discussions enable people to enter conversations about agreed-upon topics.
Questions and comments may be sent to participants through regular email or posted onto
an online message board so you can browse through all the current and past threads of
discussion. There are also more complex technologies that use software that enable chats to
take place. Unlike email groups and message boards, chat lines are live, so you have to be
on your computer at the same time as everyone else. As in regular networking, the goal is
to build reciprocal relationships. Be sure to contribute to the discussion before you ask
for assistance from others.
Many professional associations host discussions on their websites. Some online groups will
also organize face-to-face networking meetings or professional development seminars. Take
advantage of the opportunity to meet in person those contacts with whom you already have
a strong virtual relationship and to make new contacts.
Follow up
Remember to follow up with anyone you network with. When you are given a referral, be
sure you follow up promptly, or you will disappoint two people: the person who gave the
name and the person who is waiting for your call. Thank-you letters/emails are very
important. Take the opportunity to thank everyone who helped you. Communication should
be brief and sincere. You may handwrite the note if you feel that you now know the person
fairly well. If you have received a contact name, industry information, and/or good tips on
changing your résumé, be sure to explain how this information is/will be of benefit. You may
wish to indicate in your note that you will forward your revised résumé soon. Try to
incorporate at least one of the contact's suggestions. Send your résumé as a follow up
rather than with the letter so that it does not detract from the sincerity of the thank you.
And, another mailing will serve to remind them of you!
Upon accepting a job, contact those in your network who assisted you and/or are referring
you to others. They need to know to stop searching on your behalf.
Pursuing opportunities
With so many approaches available to job seekers, you might have trouble deciding where
to start! In fact, many people delay their work search because they are simply overwhelmed
by all the information and cannot tell the difference between fact and fiction. To simplify the
process, review the recommended methods, listed below in priority sequence. The list is
organized from the most effective to the least effective so that you will know how best to
allocate your time and energy.
Contacting hiring managers
You can pursue leads uncovered through your research and networking in a number of
ways. Your goal is to meet hiring managers. Up to 85% of jobs are secured through face-toface meetings with individuals who have the authority to hire. If you are uncomfortable
speaking to managers, it is a good idea to begin with organizations lower on your priority
list so that you will be experienced and confident when you get to the organizations most
important to you. You may also want to try phoning early in the morning, over the lunch
hour, or later in the day, when the manager may answer his or her own phone. Be sure to
track your progress using the Hiring manager contact record (Appendix B).
Broadcast letter/résumé
A broadcast letter's content is similar to that of a cover letter (used when applying to an
advertised position), but a broadcast letter is used to broadcast your availability for work
and is accompanied by your résumé. You are initiating the contact.
To write an effective broadcast letter, refer to the Letter Writing module. Be sure to tailor
your letter and résumé to the employer’s needs: include your job objective or career goal
and relate your abilities, skills, and experience to a specific area within the organization.
The focus is on what you can contribute. Show the hiring manager that you will fill a need in
the organization and that you will add value to the organization. End your letter by
indicating that you will call and the timeframe for the call. It is advisable to mail or fax your
letter and résumé (followed up by mail) so a printed copy is delivered to a manager; email
is easily deleted or forwarded to human resources.
Address your broadcast letter to a person by name, preferrably the head of the department
you want to work in, and not to a title like "Program Manager." If you are unable to obtain
the person’s name from your network or your research (online or print resources), phone
the company's main number for the name and to verify the accuracy of your information.
You may encounter a gatekeeper (e.g., a receptionist) who is reluctant to provide you with
the information you want. Introduce yourself and make your request. Rather
than opening with a statement that you are job searching (as you may then be directed to a
website or human resources), indicate that you are sending some professional
correspondence (which you are) and want to ensure that the contact information is correct
(e.g., spelling of the person's name).
Initiating contact through the use of a broadcast letter rather than a phone call is
recommended because most managers are very busy and may not appreciate an
unexpected phone call. In addition, your advance letter will provide detailed information
about your qualifications, which the manager can consider before speaking with you. Your
broadcast letter allows you to focus the conversation more on making a strong connection
and getting a meeting, and less on selling your skills.
Allow adequate time for the hiring manager to receive and read your correspondence. Then
make a follow-up phone call; this is what makes a broadcast letter successful.
You will often get voicemail, so be prepared to leave a brief yet professional message to
indicate who you are (your self introduction may be helpful here), when you will call back,
and your contact information. If you call back and obtain voicemail again, leave a message
indicating that you appreciate that the person is very busy and that you will call back in a
couple of weeks to see if there are any openings. Reiterate your enthusiasm for the
company and in setting up a face-to-face meeting. Ensure that your message
exudes confidence. Do not appear pushy by leaving a series of unsolicited messages.
If you do reach the manager, anticipate a response of "We are not hiring right now" or a
referral to human resources or to postings on the organization's website. Getting the name
of an HR person may seem like a victory, but it is not! You want to meet with the person
who makes the hiring decision, and that person is typically not in HR.
In either case, take the conversation one step further by requesting a meeting (networking)
to get advice on finding work in the field, in or outside of the organization. Since you sent
your letter to a specific manager, at a particular organization, it is important to keep your
focus on that organization. Start and end the conversation by expressing your interest in
working for this organization: keep the door open to a possible future association. If the
manager still is not willing to meet with you, ask when you may check back about new
openings and take the opportunity to ask about other leads that he or she may know of.
Benefit from the written advice in Telephone strategies: turn a “no” into a “yes” (Appendix
C).
If the hiring manager agrees to meet with you to provide information and advice on your
job search rather than to discuss employment opportunities within the organization, prepare
for and conduct the meeting as you would a networking meeting (see Networking Strategies
section). If, on the other hand, the manager agrees to meet regarding potential
employment, treat that meeting as a job interview. Do further research on the company,
field, and position, and prepare questions that you would ask in a job interview to
demonstrate your knowledge of the company and field as well as to help you determine if
this company may be a good fit for you.
When you meet with the manager, create a good first impression through appropriate dress
and grooming, excellent interpersonal and communication skills, and sincere enthusiasm. Be
prepared to define in depth what contributions you can make, focusing on the organization's
needs.
Creative approach
Depending on the sector and type of work you are seeking, you may benefit from a more
creative approach to contacting a hiring manager. For example, if you are interested in
securing employment in the marketing field, a unique application package may help
to demonstrate your personal creativity, an essential requirement for marketing. On the
other hand, if you are applying to more conservative types of positions or organizations,
such an approach may not be appropriate.
Proposing work
Can you identify a problem you are qualified to solve? In your communications with various
employers, have you identified a need that you can fill? If so, you may wish to do further
research to prepare and submit a proposal to an employer. An interested employer might
request the full proposal and meet with you to discuss it. Many companies would be glad to
create a position for someone who could save them time and/or money. Think of yourself as
an entrepreneur or independent contractor.
Offering to work unpaid within your field of interest can be a very effective way to
demonstrate your skills because employers obtain a first-hand view of what you can do.
Many organizations will appreciate your offer and will be convinced of your dedication and
confidence in your qualifications. Benefits will come as you work and interact with people
because they may be able to give you information and advice about your job search
activities. In addition, you will receive valuable knowledge about your field, increase your
network, improve your skills, and add relevant experience to your résumé.
Dropping in
Although visiting an employer without an appointment can be an effective job search
method, it is becoming increasingly difficult to meet with people who hire because of their
heavier workloads and the large number of job seekers who would like to meet with them.
In addition, security measures may make it difficult to reach hiring managers. However,
getting face-to-face time with a hiring manager is still possible and desirable. Do your
research, prepare your résumé and letter, and deliver them in person. Ask if the head of the
department you would like to work in could speak with you. It is more difficult to dismiss a
person than a résumé. Human resources staff may learn of openings only when managers
have exhausted their own leads. If you are unable to speak with the manager, someone
else may be available to provide additional background information to help you in your
application.
Why attend a job fair?
A job fair is a great opportunity to identify immediate or future job openings and to
network. A fair may be geared toward one industry, or employers may come from a variety
of industries. You can obtain details about job fairs through newspaper advertisements,
professional associations, trade magazines, your network, and university career service
departments.
Whether you are a student or a graduate, a job fair offers many benefits. It is an
opportunity to gain first-hand information about careers, industry trends, and organizations.
You can meet many company representatives in one day and at one location, saving you
time and money. A job fair allows employers to promote their companies and recruit from
hundreds of potential employees. Some employers may conduct formal or impromptu
interviews at the job fair.
The University of Waterloo distinguishes between our Career Fair and Job Fair. At UW's
Career Fair (held in the fall), organizations may or may not be hiring but want to increase
awareness about their organizations. At the Job Fair (held in the winter), companies must
have job openings available immediately or within six months from the date of the fair. For
information on the Career and Job Fairs co-sponsored by the University of Waterloo, the
University of Guelph, Wilfrid Laurier University, and Conestoga College, please visit
careerservices.uwaterloo.ca. Students and alumni with valid ID cards from the four cosponsoring institutions can attend any fair. A fee is charged to students and alumni from
other post-secondary institutions.
How to prepare for a fair
To get the most from a fair, you will need to be well prepared. Although you want to focus
primarily on organizations in your field, do not limit yourself. Remember that non-technical
companies hire technical people, and vice versa. However, given the amount of preparation
necessary, be realistic about the number of companies you plan to target. Consider the
following steps:
•
•
•
•
•
•
•
•
•
Do a self assessment to determine your goals and the skills you want to market
Find out which companies and organizations will be represented, and research them
to determine if they are of interest to you
Think about how your skills, knowledge, and experience fit the organizations' needs
Prepare copies of your résumé, or résumés if you have several versions, tailored to a
variety of career choices
Create a calling/networking card that includes your contact information and a skills
summary
Consider taking supporting documents such as reference letters, your professional
portfolio (including examples of your work and accomplishments), copies of your
transcript, and completed job applications
Compose intelligent, well-informed questions that you want to ask employers
Practise your handshake and your thirty-to-sixty second self introduction
Plan what you will wear; dress professionally, as you would for a job interview
Presenting yourself effectively at the fair
When attending a job or career fair, consider the following:
•
•
•
•
Pick up a floor map, and plan which companies you want to visit. You may want
to speak to representatives from companies you are really interested in after you
have practised and warmed up with some other companies first
You should take copies of your résumé to leave with employers at their request, but,
ideally, you want to send (the next day) a letter or résumé that reflects the
information you gained from your discussion with the employer. If you do leave a
résumé on the day of the fair, follow up the next day with a letter
Do not arrive during the last half hour of the event because employers may be tired
after a long day or need to leave early
Do not take an employer's promotional materials without first talking to the company
representative and then being invited to do so
•
•
•
•
•
Visit booths by yourself. You will appear to be more confident and be better able to
focus and market yourself if you are on your own
Do not directly ask for a job. Present your self introduction and ask questions of the
company representative
Be mindful of the time you take with each employer. Do not spend more than ten
minutes with an employer unless the representative invites you to continue the
conversation. Other students will want to speak with the employer, so be careful not
to monopolize an employer's time
Collect the names of appropriate people to follow up with after the fair
Be organized: take a folder to collect handouts, a calendar in case an employer
wants to schedule an interview, and a pen and paper or electronic organizer to
record notes and required follow-up
When you interact with employers, try to communicate effectively. Incorporate positive
nonverbal communication such as eye contact, facial expressions (smile), and body
language (posture). Listen attentively: a fair is very large, noisy, and crowded, so you want
to let an employer know that he or she has your full attention.
Ask intelligent, informed, and well thought out questions. Avoid generic questions
and requests such as, “So, tell me about your company…” because recruiters do not want to
do all of the work. Posing such questions shows little initiative or interest on your part. If
asked what type of position you are seeking, responding with “I am willing to do anything at
your company” will suggest a lack of focus. Do not discuss salary expectations at this stage.
Tailor your questions to the person you are speaking with. If you encounter a human
resources representative, you could ask questions about corporate information, orientation,
and working conditions. Topics appropriate for line managers include how work is assigned
and evaluated, the day-to-day working conditions, and what specific training is needed. If
alumni from your home institution are representing a company, ask them questions about
their experiences with the organization, factors that contributed to their hire, and typical
career paths within the organization.
Prepare and practise a thirty-to-sixty second self introduction, highlighting your knowledge,
training, skills, and experience and what you can bring to the company. A self introduction
is sometimes called an elevator speech: it is just long enough to say to someone in an
elevator before the ride ends. Close your presentation with a focused question that will
engage the employer in conversation, such as, “I read online that you have a management
trainee program. Could you tell me more about it?”
Relate what you learn from the employer to what you have to offer the company. After the
employer has provided you with some information, you could respond with a more tailored
statement such as, “Thanks for sharing that information. I believe I would be a good fit
for your program because..." If you are genuinely interested in a company, say so. You
could say, “I’m quite excited about what your company has to offer, and I believe I have
the talent to help you achieve your goals.”
Be prepared for resistance from some types of employers because they may be attending
the fair with the express intent of hiring students with a certain academic background. If,
based on your research, you feel that your skills, education, and experience fit the
organization in some way, be prepared to sell your fit to the employer.
After you have given an employer your résumé, ask what the next step is in the hiring
process and ask the employer for a business card. Keep track of conversations by recording,
after you have left the booth, pertinent information or a detailed note on the back of the
business card. You may wish to use the Networking contact record (Appendix A) and/or the
Hiring manager contact record (Appendix B).
Fair follow-up
Twenty-four to forty-eight hours after attending a fair, you should send a thank-you letter
to the person whom you spoke with. Be sure to reiterate your relevant skills, your interest
in the company, and any other important information you may have forgotten to mention.
Also, send a tailored résumé to the person most likely responsible for hiring. This may or
may not be the person you spoke with at the fair. If the résumé is going to a hiring
manager whom you were referred to, be sure to indicate in your cover letter how you got
the manager's name (i.e., at the fair, and from whom).
Online fairs
In addition to regular fairs where employers meet candidates in person, virtual fairs are
becoming popular with employers as a means to recruit employees. However, a virtual
fair is simply a set of links to employer sites and profiles, or a listing of job
opportunities. Some virtual fairs allow you to chat with an employer online during a
designated time period. A fair can be organized by a company on its own behalf, or by a
company for several organizations.
Professional job search services
Recruiters/headhunters
Some companies hire recruiters, or headhunters, to successfully locate and screen qualified
candidates for particular job openings. Headhunters often gather a small number of
applicants to thoroughly interview, and they may even conduct skill, personality, and other
professional assessments. Recruiters most often specialize in senior positions within
particular fields such as information technology or business management and tend to offer
long-term opportunities, both permanant and contract. It is a good idea to get acquainted
and develop working relationships with a few reputable recruiters, but you should rely on
more effective strategies for the majority of your work search.
When considering recruiters, research their reputations thoroughly and discuss their
procedures so there will be no overlap between where you and they send résumés. It is
important to remember that a recruiter's primary client is the organization with an opening
to be filled. Recruiters receive fees from clients in the range of 15-30% of the candidate's
first-year salary. Your résumé will be considered only if your qualifications match those
required for positions on file. Do not assume that the recruiter will market your résumé to
other employers, remain in regular contact, or arrange interviews for positions that you are
not a perfect match for. To fill a job and thus receive their fee, some recruiters may try to
sell you on a position that may not necessarily be a good fit for you. Ensure you are
genuinely interested in any position you are referred to by researching the job and the
hiring company. If you do accept a job, remember that the hiring company is the client
and pays the recruiter's fee. Finally, keep in mind that the salary offered may not be as high
as it would have been if you had not been hired through a recruiter. While in the work
search process, follow up with the recruiter every three months so that he or she will
remember your skills and experience and consider you for future opportunities.
Employment agencies/temp services
Agencies often specialize in non-managerial positions within office administration,
manufacturing, trades, or hospitality and offer short- or long-term opportunities. A shortterm position may fit your needs (e.g., summer, co-op) and may lead to a long-term
association. Employment agencies may charge you a fee (usually a fixed rate upon
successful placement or a percentage of the hourly rate offered); investigate thoroughly
agencies that charge fees to ensure you will be getting value for your money. If asked to
sign a contract, read it carefully.
Outplacement firms
If you are employed by an organization that is facing major restructuring or downsizing, you
may have access to the services of a recruitment firm, hired and paid by the employer. This
service, however, is typically offered only to individuals in senior management positions.
Advertised positions
You should remember that relatively few people find jobs through the advertised market.
However, if you are going to apply to advertised openings, keep the following in mind:
When reviewing advertised openings, be aware that the employer is advertising for the ideal
candidate. Apply if you feel that you can do the job even if you do not think that you meet
all of the listed requirements. You may be the most qualified applicant. However, be
realistic; if you do not measure up on a critical qualification, you will waste the employer's
time and yours. Do not disregard a job because of the job title. Analyze the job description.
The text will also be a strong indicator as to the nature of the position. Words such as "selfstarter" and "challenging" will denote requirements for a different kind of person than words
such as "reliable" and "conscientious." Check the Career section of the newspaper (or
online) in addition to the Classified section. Also watch for companies with several
advertisements. You may have found a company in hiring mode, with additional jobs not yet
advertised. Larger newspapers also provide web pages that include the postings advertised
in the print versions of their newspapers.
Reading advertisements on a regular basis (even after you have found a job) is helpful even
if you do not intend to focus your job search on this venue. This practice allows you to
remain up-to-date on what qualifications are most often mentioned, where most jobs are,
and the industry language (i.e., key words) that you should include in your résumé and
cover letter.
Both profit and non-profit organizations use the internet as part of their recruitment
strategy because of the low cost compared to newspaper advertising. Many companies ask
that you send your résumé by email or complete an online application form. If you apply by
email, be sure to check what format of attachment the company accepts. If you are unsure,
send a plain-text version of your résumé in the body of your email because some companies
automatically delete email with unfamiliar attachments. Many companies also advertise job
openings on their web sites to decrease advertising costs. If you are targeting a particular
organization, check its web site regularly for vacancies.
You may find it helpful to review large, multi-purpose sites and to bookmark your
favourites. They offer any combination of job listings, résumé databases, discussion groups,
career planning information, industry updates, and links to other sites of interest. There
have been reports of harassment, data mining, and even identity theft, so be cautious.
Choose your level of confidentiality; you may wish to provide your consent to have your
résumé viewed only by particular employers. With so many résumé databases, you will
need to do some careful screening to get the level of service you want. Evaluate each site's
policies against the following criteria:
•
•
•
•
•
•
•
•
How large is the database, and what fields or disciplines are represented in the
greatest numbers?
How many jobs does the site typically receive that match your qualifications?
Does the site charge job applicants?
How often can job seekers update their files?
What information is given to an employer: your resume (paper or electronic copy), a
skills summary, etc.?
How do you know if your résumé has been forwarded to an employer?
How long is an applicant's résumé kept in the database?
What precautions are taken to avoid misuse of your data?
After applying to a position, make it a priority to follow up with a phone call to the hiring
manager. State your interest in and inquire about the hiring process, timelines, etc. If there
is no contact information, call the company's main number and try to get the appropriate
phone number so you can follow up. When the advertisement states "no phone calls," try to
honour the request. However, if you applied for a sales position, the company may expect
you to follow up as you would if you worked in this field. And try to think of other ways to
support your application beyond calling the organization. Your network may include
someone who works in the organization and may be able to speak to the hiring manager on
your behalf.
JobMine
University of Waterloo students and alumni can view part-time, co-op, summer, workplacement, volunteer, contract, and full-time positions online in JobMine.
Appendix A
Networking contact record
Name:
1.
2.
3.
4.
5.
6.
Contact
information:
Relationship to
you/source:
Organization
affiliation:
Your request
/contact date:
Referrals
received:
Next steps/
additional
information:
Appendix B
Hiring manager contact record
Organization
contact
information:
1.
2.
3.
4.
5.
6.
Hiring manager
contact
information:
Contact
date/followup:
Meeting/
interview date,
location:
Meeting/
interview
details:
Referrals
received:
Next steps/
additional
information:
Appendix C
Telephone strategies: turn a "no" into a "yes"
Introduction to hiring
manager:
Manager states:
Response to manager (depending on objection and you may use more
than one):
Option 1: “Hello (insert name
and proper salutation). My
name is (insert name). (Insert
referral source) recommended
that I speak with you. I hope
you received my résumé
seeking (type of position) and
had a chance to review it. I
would be very interested in
meeting with you to discuss
how my (education, skills
and/or work experience that
would be relevant to the
employer) could be an asset to
your organization.
A. “Thank you for your
résumé but our
company is not hiring
at this time.”
Initial response to A or B: “I’m sorry to hear that you are not hiring right
now. Even though you don’t have an opening I’d still like to learn more about
the types of career possibilities in your department and organization. Would it
be possible for us to meet? I would only take 20-30 minutes of your time.”
If response still negative: “Job search aside, I would appreciate the
opportunity to talk with you to get your advice about finding work in this field.
I realize how hectic your schedule must be but would it be possible to grant
me a few minutes of your time?”
If response still negative: “Thanks anyway. I’d really appreciate it if you
could keep me in mind for future openings within your organization. Can I
check back with you in a few weeks to see if anything has changed?” (If it
seems appropriate you might also ask for referrals to managers in other
organizations who may have openings.)
Option 2: “Hello (insert name
and proper salutation). My
name is (insert name). I hope
you had a chance to review the
résumé I sent to you recently. I
am interested in (insert type of
position) and I understand that
your organization is (insert
knowledge about company). I
would be very interested in
meeting with you to outline
what benefits I can bring to
your organization. Could you
grant me a few minutes of your
time to discuss this in person?
What would be a good time to
meet?
OR
B. “Thank you for your
résumé but I’m not
hiring. However, I
would be happy to
forward your
application to human
resources to be kept on
file. You can also apply
to any jobs advertised
on our web site.”
Response tip 1: If the response is negative, make a second attempt to obtain
a meeting to discuss potential job openings. If they still express reluctance, try
to re-direct the conversation to setting up a networking meeting to discuss the
field, information gathering, etc. as this contact may still have valuable
information and referrals to share.
Response tip 2: Be sure to say something about yourself that shows your
genuine interest in the organization and field (e.g., “I graduated from Applied
Mathematics from the University of Waterloo and have experience in statistical
analysis within the computer industry, gained from my various co-op
experiences. I was hoping that we could discuss how my work experience and
academic background could be an asset to your team.") OR (e.g., “As a fourth
year student in computer science, I would appreciate advice from someone
like yourself who is successfully working in the field. I am moving to Toronto
from Waterloo in the next couple of months and will be beginning my job
search. I would like to hear your opinion on the local labour market for the IT
sector.")