The Importance of Thank You Notes
Our client had told us that the candidate had hit it out of the park during her interview – she checked off all the boxes, save one. Unfortunately, they did not receive a post-interview thank-you note (via email), so they went with another candidate. The other candidate had similar qualifications, although slightly less stellar in the interview. However, he had taken the time to send a thank-you email to express his interest in the position, the projects they were working on going forward, and how he could contribute. Our client was direct and to the point – “No thank you note – no offer.” A missed opportunity. In 2019, Jessica Liebman, the Executive Managing Editor of Insider Inc., stated in a Business Insider article that she has a simple rule when she is hiring. “We shouldn’t move a candidate to the next stage in the interview process unless they send a thank-you email.” Liebman went on to state that bringing someone into your company is always risky. However, a thank you email (not snail mail – too slow) signals a candidate’s motivation and desire for the position and generally means they’re a “good egg.” There are only so many data points one can collect in an interview, she reasoned, that sometimes the thank-you note will make the difference in the selection of candidates. Our client obviously agrees. She further clarified and stated, “To be clear, a thank-you note does not ensure someone will be a successful hire. But using the thank-you email as a barrier to entry has proved beneficial, at least at my company.” So, it makes sense, right? Not necessarily. Unfortunately, back in 2019, and it continues today, social media went into hyperdrive to cancel her and her statements. Other hiring managers, reputable organizations (SHRM and LinkedIn), and publications joined the fray, with several siding in large part with those who disagreed. Liebman followed up with another article humorously titled, “Thank you for reading my story about thank-you notes!” to clarify what she meant a few days later. Many people were seemingly offended that anyone would actually “require” sending a thank-you note after an interview. She went on to explain she was trying to be helpful and shed some light and that, “The biggest factors we consider are a candidate’s talent and fit for the role.” It was a “rule of thumb” and not official company policy. What are the disagreements with Liebman’s piece on sending thank you notes that continue today? Any online search regarding the necessity of thank you notes after the interview will bring up a lot of articles and pundits that say they are not necessary. For example, thank you notes are antiquated and pointless [apparently not to her and the many hiring managers and business leaders we talk to regularly at BEST]. Thank-you notes are to stroke the ego of the interviewer. Seriously? A thank-you note? The application and job description said nothing about sending a thank you. Liebman’s response was priceless on this point, “Neither is being on time to the interview.” Our favorite? Expecting a thank-you note is elitist and shows discrimination and bias because many people have never been taught this skill. Diversity, Equity, and Inclusion (DEI) are critical to any organization today. Different perspectives can lead to increased creativity, innovation, productivity, better decision-making, and a better work environment and culture, among many other benefits. Since 2019, we have been through a pandemic and social justice movement that has brought DEI to the forefront in hiring. However, we have never seen it be used as an excuse not to be courteous and to send a thank you. Laziness would be a better excuse. After all, especially in a customer-facing role, would you want anyone on your team that doesn’t know how to say thank you? But it’s a candidate’s market – you see the news – there are more jobs than people to fill them. So they [the interviewer] should be sending the candidate a thank you. We can concede this point to a degree in that all companies need to do a better job notifying candidates and letting them know why they did not get the position. Point well taken, and it is also something we strive for at BEST. A lot of the consternation on this could be the culturally questioning and upending times we live in – where being contrary on social media is expected and merely aiming for “likes” and that all-important re-share. However, at BEST, we can only speak to our own experience working with clients and candidates and heartily thank those who disagree (because it is indeed helpful). As business leaders, hiring managers, and recruiters, it is often about overcoming buyer’s remorse. When a hiring manager or company leader is getting ready to make a hiring decision, they are looking for those elements, however small, that can put a candidate over the edge and calm their fears about making a bad hire. For example, our client mentioned that they liked the candidate, but she had not sent a thank you. To the client, it was a reasonable expectation – another box to check. By sending a thank you note, the other candidate checked that box and received the offer instead. For the candidates we work with, our resources stress the importance of the thank-you email. A candidate should always ask for the interviewer’s email address during the interview (whether on the phone or in person). Rarely, if ever, has it been questioned. After all, it is another opportunity to sell yourself to the prospective company. It doesn’t have to be a long note – say thank you, say that you want the position, and use it also to state why you are the best fit for the role (one or two reasons you are the best candidate for the job or maybe there was something you missed during the interview) and that you would welcome further discussion. Then, send it within 24-hours while you are still fresh in the interviewer’s mind. Is that so hard? As the “Great Resignation” continues, there
Succeeding in a Virtual Interview for Candidates
Tips you can use when being interviewed virtually. Thanks to the modern workforce enjoying the freedom of choosing their work hours and office settings and also the increased availability of telecommunication mediums, many organizations and individuals are relying on virtual meetings and interviews when exploring new candidates to join their company. Doing so can limit feelings of connection and develop uneasy feelings during an interview. However, when done correctly, virtual interviewing can establish solid rapport, increase the speed of the hiring schedule, and improve the onboarding experience. The following is a tutorial to make sure that you get the most out of your upcoming virtual interview. 1. Are you a procrastinator? No? Now is not the time to start. Get familiar with the software you will be utilizing. Test your speaker, microphone, and video. Make sure to close out of other applications to enhance the speed of your operating systems. Conduct a run-through with a peer to learn the program’s capabilities and gain feedback. If you do encounter issues where a glitch occurs and you can’t hear the response, be direct and honest. There could be a connection issue, so wait for the audio to resume and ask them to repeat what they said. It is essential to be upfront and obtain the answers necessary to make a thoughtful employment decision. 2. People like pretty Is it a coincidence that the Home & Garden Channel (HGTV) generates over $1B annually and is the fourth most-watched network behind three news outlets? Nope! People enjoy settings that make them feel a sense of comfort and organization. Refrain from overly distracting artwork, display items, and TV screens. If video conferencing from an office, that is great. If not, feel free to move things around to allow for a well-lit, neutral area. While preparing your environment, take note of where your fidget items are. Leave the stress ball in the drawer. Put the metronome in the closet. Make sure you silence notifications on your phone and the device that you are using for your interview. Your focus should be on the interviewer. As such, you should have notes and questions on the device you are using. Tip: This will allow you to maintain eye contact rather than looking down and reading from a notepad. 3. Look in the mirror When interviewing virtually, there is no checking in with the receptionist or lounging in the waiting room with other candidates. Before the call, take some time to remind yourself why you are interviewing for this role and organization. Look yourself in the mirror and get motivated. While doing so, make sure that you are well-groomed and well dressed— FROM HEAD TO TOE. Wearing a business appropriate top and sweatpants bottom is a dangerous game to play. Not only will you not be mentally stimulated wearing sweatpants, but it will also promote poor posture, and what if they ask you to stand up and show them the picture of you and your friends at the Grand Canyon up on the top shelf behind you? Nobody wants to see a half-dressed person in an interview. Enjoy the time you have with your interviewer and get to know them – they could be virtually interviewing many candidates that day. Separate yourself by following these tips and appropriately sending a thank you note of some kind promptly after the interview. Putting this tutorial into action may not have you walking out of the building in a blaze of glory, but it will bring a big smile to your face when you walk away from your camera. Ben Molenda is a Human Capital Advisor at BEST Human Capital Advisory Group. A graduate of Indiana University with a degree in Human Resource Management, Ben has excelled in executive recruiting, business advisory, and has become an excellent resource for both clients and candidates. He has also written and co-written several articles for major industry publications and The BEST Blog. Click here for our Candidate Resource Center for more information and tips on resume writing, interview preparation, and more to help candidates on the next step of their career journey.
Conducting an Effective Virtual Interview
Tips you can use when interviewing candidates remotely. As today’s workforce moves from traditional offices to remote work, many businesses are adopting a new way of conducting interviews, and in some cases, even onboarding. While this trend is due in large part to the COVID-19 crisis, there are many positives to moving more of your interview process into a virtual format. Virtual interviews are a great way to work around scheduling conflicts or limit face to face interaction due to social distancing. Did you also know: Five minutes of live video interviewing is considered equal to a 200-question written assessment. Data is suggesting that video interviewing is six times faster and more productive than a phone interview. 93% of communication is non-verbal. 57% of candidates prefer live video interviews. (SOURCE: LinkedIn) We have compiled a few useful tips to help you navigate the process of conducting a virtual interview. 1. Test Your Tech Get familiar with the software you will be utilizing. Test your speaker, microphone, and video. Make sure to close out of other applications to enhance the speed of your operating systems. Conduct a run through with a peer to learn the program capabilities and gain feedback. If you do encounter issues where a glitch occurs and you can’t hear the response, be direct and honest. There could be a connection issue, so wait for the audio to resume and ask them to repeat what they said. It is essential to be upfront and obtain the answers necessary to make a thoughtful employment decision. 2. Create a Neutral Space For a professional atmosphere during the interview, it is vital to find a quiet place, free from distractions. Make sure you choose somewhere that people will not be wandering around in the background. Turn off or mute your phone and silence all notifications to give your full attention. An appropriate background should be neutral but not dull. You can still show some personality outside of a plain white wall by showcasing plants, bookshelves, or diplomas and awards behind you. Depending on the software, you can also choose or create a virtual background that is not distracting. 3. Lighting and Angles For a clear video, it is best to utilize natural lighting— facing you as much as possible. If the natural lighting is not possible, considering adding a lamp to your desk or a ring light to the top of your laptop. A well-lit subject exudes trust and friendliness. Have your computer placed above eye level and tilted slightly down. A quick fix is to use books to elevate your surface. This placement prevents the camera from being directed at your neck and nose and appears more natural like it would in a face to face conversation. As in a regular interview, sit up straight and make eye contact with the camera. Body language still matters to emanate a professional demeanor. 4. Keep Your Candidate Informed Notify your candidate ahead of time that the interview will be virtual. Send a calendar invite with a link to the software you will be using and instructions so they can practice ahead of time and test their tech. In the email, be sure to include who will be involved with the interview, their title, and the role they play so they can research ahead of time to prepare. This will allow candidates to become comfortable with the platform and ensure a smooth interview for both parties. 5. Showcase Your Culture During a virtual interview, candidates are not always able to view the office space and coworkers that they could be working with in the future. Consequently, it may be more difficult for a candidate to get a feel for the company culture. To showcase this, spend more time preparing a presentation to express the company’s mission and vision. You can also send the candidate employee testimonials and links to social media posts that capture the essence and spirit of your company. There are software and video options available for you to provide virtual tours of office and production facilities. This investment usually offers a healthy ROI and help you complete a hiring initiative from start to finish in a virtual format. 6. Remain Positive Virtual interviewing can be a first-time experience for you as well as the candidate, and there may be a few fumbles with the transition from in-person interviews to virtual. You are both working through this together and making the best out of the situation. Remain positive and express appreciation to the candidate. After this experience, you may find you enjoy virtual interviews more than other forms. Whether you use Teams, Zoom, Google Meet, FaceTime, or one of the many other video platforms, find the one that works best for your company and allows you to assess body language and professionalism. Virtual interviews also allow for more flexibility in scheduling across locations and time zones, which can help attract more qualified candidates from a broader region. Along with making the right employment decision in this new era of social distancing and stay in place, virtual meetings also have the benefit of lowering travel and venue costs, all of which are beneficial for your bottom line.
Interview Preparation: It’s Pronounced “Du-Moss”
A hilarious A&W Root Beer commercial from the early 90’s is also a cautionary tale. The commercial begins with a smiling, confident young man being interviewed for a job saying, “Mr. Dumbass, I can bring a lot to Dumbass and Dumbass. I’m a go getter. Dumbass material all the way. So, am I your man Mr. Dumbass?” The look on his face is priceless as the interviewer states, “The name is Dumass [pronounced Du-Moss].” The commercial ends with the candidate leaving the office quickly past an admin with Mr. Dumass stating in disgust, “What a dumb ass!” Underscoring the humor of the commercial is the simple fact that the candidate didn’t properly prepare for the interview. There was an admin right there he could have easily asked before the interview, “How do you pronounce Mr. Dumass’ last name?” A missed opportunity but how many of us have interview stories in which we were not properly prepared? We either stumbled on questions about ourselves or didn’t have proper knowledge about the role or the company, and/or at the end of the interview we said we had no questions, which is always a big red flag to the interviewer. There are 3 “Knows” that every candidate should have prepared prior to the interview: know yourself, know the company, and know what to ask. The A&W commercial was originally filmed in 1990 before the advent of the internet. Today, with the wealth of information available to candidates, there are simply no excuses. Know Yourself “By failing to prepare, you are preparing to fail.” ~ Benjamin Franklin The dreaded self-awareness questions. There are a few obligatory questions that are a part of nearly every interview. They may be phrased differently, or are asked in relation to company values, and often inserted and repeated in some way shape or form throughout the interview, but these are the ones you can usually expect (and are often used as ice breakers)… Tell me about yourself? This usually means “Why are you qualified for this job?” Prepare 1-2 minutes of your qualifications and also discuss some of your passions to keep it real. Keep your answers concise and avoid any negativity about previous work experiences. What are your strengths? Modesty or humility is a great quality in a person but generally has no place on a resume or in an interview. Think of abstract qualities that define you. For example, willing to work hard, loyal, and strong technical skills to name a few. What are your weaknesses? This question can often be intimidating but be transparent (and don’t say you are a perfectionist, or you care too much— both are overused). Present your weaknesses in terms of professional strengths, for example, “Often I will work too hard and get too deep into a project to make sure it is done correctly and on time.” Evaluate yourself in terms of the position that is available? A good way to prepare for this type of question is to answer it by asking yourself the question: “Why should they offer me the job?” Can you see yourself resigning from your current job? It is a candidate’s market and counter offers are also increasing since companies are desperately trying to retain their people and limit turnover. Interviewers know this and will probe deeper to find out your intentions and to make sure you are not using it as a negotiating tool with your current employer. Be clear, concise and do not hesitate when asked the question, “Why do you wish to leave your current position?” What do you do during your non-work time? Use this as an opportunity to present yourself as a well-rounded person. If your answer is “work-work-work,” that could be a negative since workaholics are not always the best employees. Name hobbies, passions and those things you like to do in your spare time. We have seen even successful sales and marketing professionals, with years of product and service sales experience, stumble on these very questions because they are the product. Thus, be prepared and know the answers to these questions before they are asked. Write them out to further craft and remember your responses. Know the Company There is nothing more irritating to an interviewer than a candidate who has not done advance research on their company. It is flat out lazy and usually disqualifying. The days of interviewers taking time to explain their business and history to the candidate in the interview are long gone or severely limited because everything can now be found online. The interviewer, interview team and recruiter will be doing due diligence on you, so you need to do your due diligence in researching the company. Company web sites, annual reports, trade magazines, newspaper articles, Google, LinkedIn, Glassdoor (which can also provide insight into the company’s interview process) and more all offer a wealth of company information and industry statistics. Reach out to current employees (and connect with them on LinkedIn), talk to customers and, if appropriate, competitors. Sometimes you will find pieces of information and intelligence that can go a long way in the interview. Know What to Ask We sometimes forget that interviews should be two-way conversations. It is important for the candidate to take an active role in the interview. Asking questions demonstrates your depth of experience in the field, your concern for the company, your desire for the position and can lead to a more positive overall interview experience. We have seen people nail the interview itself but when it comes time for the interviewer to ask them if they have any questions, they simply say “Nope. I’m good.” Big mistake. Many questions you can ask could be from the research you have done on the company in preparing for the interview. Questions could be on the future of the company (growth plans, vision, 5-year plan and goals); the position in relation to the company (why was the position created, why is it now empty, is this role
