FIONA: I read the section on informational interviewing on your Web site and found it very helpful, but I just have one question. What if the person you want to interview is in another state or city and you can’t meet them in person? What if they are usually very busy? Would it be all right to interview them for information using e-mail ... say have a questionnaire for them to answer? Or would they just read it and chuck it out because it is too impersonal? Help.

Informational interviews are a great way to learn more about a career field and build your network of contacts.

The preferred method – the method where you get the best information and the strongest possible connection with the person you are interviewing – is through face-to-face interviews. However, that should not stop any job seeker who is relocating and wants to build a new network of contacts in a distant location. As you mention, job seekers can also conduct informational interviews by phone or e-mail.

The best strategy for you is to contact the person and ask his/her preferred method of contact. A phone conversation will be more dynamic (and expensive), but you might actually get more detail by e-mail. Sending a list of questions – only after the person agrees to the informational interview – is acceptable, but remember to keep the list fairly short. Most people are willing to take the time to help out job seekers, but not if it looks like it will take a huge chunk of their time.

Finally, always remember to thank each person you interview.

JEFFREY: I had an interview Jan. 9. Then, I sent a thank-you letter Jan. 10. The hiring manager gave me a reply as follows: “Thanks for coming and talking with us. I think the entire interviewing team was impressed with your enthusiasm and that quality will certainly play a factor in our decision ... As I mentioned to you, we will likely be able to provide you more information about your status soon.” But so far I have not received any more information from him. When can I do a “second-time” follow-up? I hope he doesn’t think I am desperate.

I think the new mantra for job seekers – until (or if) we see a vastly different job market – needs to be “patience, patience, patience.” Many employers are taking their time filling job slots, perhaps saving some money in the budget by not replacing someone so quickly, perhaps to really take the time to find the ideal candidate for the open position. Regardless of the reasons, for job seekers, it means a prolonged interview process, with longer waiting periods and greater anxiety.

What’s your next step? Call the hiring manager – starting today. Since you were given no definite timetable as to when the employer is going to fill the position, you should take the initiative and keep in contact. You will not sound desperate – you will sound interested – if you do it correctly. In your follow-up phone call, do not whine about how long its taking to fill the position or that it is inconvenient to you or that you really, really want the job. Instead, simply restate your interest in the position, talk about your fit with the position and stress how you are ready to make a contribution.

GARY: I had two interviews with a company I am very interested in. The first interview was with the hiring manager and the second was with his peers and superiors. The second interview went extremely well and the hiring manager even told me I did great! I followed-up with an e-mail two weeks after the second interview with the hiring manager and did not receive any response. I also followed up with him via telephone and got his secretary who informed me the company was still interviewing for the position. How do I find out where I stand and how can I get to speak directly with the hiring manager without appearing to anxious/desperate. I am employed and actively interviewing with other companies.

Kudos to you for realizing the value of following up with prospective employers. All job seekers please take note: your job is not done once the job interview is over; first, you must send thank you notes to all the people you interview with, and second, you need to follow up with the hiring manager and continue showing your interest in the organization.

Employers have had the luxury in the last couple of years to really stretch the length of the hiring process, some to many months beyond the initial interviews. I think we’ll soon be seeing a change, once the employment environment improves for job-seekers. In the meantime, how does a job-seeker follow up without sounding desperate or becoming a nuisance?

If the hiring manager is avoiding your calls, it could be a bad sign – but not necessarily. If you cannot reach him because his secretary is screening his calls, consider calling during lunchtime or after business hours – where you may be lucky enough to catch him, or at least leave a voicemail message. And since you have his e-mail address, send him an e-mail follow-up.

So how do you not sound desperate? Well, first, don’t act like it. I actually think following up about once a week is not unreasonable. Calling everyday is a warning sign to employers. But, here’s something more important than the frequency – the content of your conversation. Whenever you do call, have a topic of interest to discuss first – perhaps the employer was in the news (about a new product, sales growth, or something else positive) or perhaps you have news (such as completed more training or some accomplishment) ... and once you have discussed the news (and shown your continued interest), then you can casually ask about the status of the job opening.

ANONYMOUS: I am aware I should not say anything negative about a former employer. However, I quit my job because of procedural disagreements with my boss we had discussed several times. The questions I want to be very careful with are, “Why did you leave your former job?” and “Why did you leave before you found another one?”

Kudos to you for knowing some of the rules of interviewing.

If you are staying in the same field, my standard answer for why you left your last job is to focus on your accomplishments and make some sort of statement that you had reached your maximum contribution level to the company, and there was no room for you to move within the company so you were forced to seek opportunities elsewhere where you could make a significant contribution.

And if they ask why you left before you had a new job, there are any number of responses, but the bigger issue may be the gap in time from the end of your last job to now – and you need to be prepared to discuss what you have been doing, and a good answer does not involve any comments about the need for an extended vacation. Always put a spin on the positive; you needed time to research the next best career step – and the best employers.

If you are switching careers, then your answer to why you left your previous job becomes moot because you can simply state you left it to pursue a career change into your new career field. And as for the gap, you have hopefully been consulting, volunteering, or otherwise getting your foot in the door of your new career field and perhaps gotten more training or education.

Never lie in an interview, but always remember the interview is a sales call. You are selling the prospective employer on why you should be hired.

NADINE: My resume is selling me to employers, but when it comes to the interview I seem to be “shooting myself in the foot.” I research the company beforehand, and after the interview, I send the thank you card – but I never get the job offer. What I am doing wrong?

If you make it to the interview, you have passed the first test, but there’s still a lot you need to do to show the employer you are the best candidate for the position. You have to go into the interview and sell your unique mix of skills, accomplishments, and education to the employer. You have to convince the employer you are better than all the other candidates. And you have to do all that with a positive and upbeat personality.

What’s wrong with your interviewing style? Perhaps nothing. Perhaps you are just having a dry spell. But I suggest you contact one of the people you recently interviewed with – with whom you felt you had good rapport – and ask that person to critique your interview style so you can learn and become better at interviewing. Most people, when asked, will give you an honest appraisal.

Remember most employers say the most important elements of a job interview are: a firm handshake, strong eye contact, a confident attitude, and a warm smile. You also need to dress properly, and, of course, have strong answers to all the interview questions.

ANONYMOUS: I believe the career portfolio is an important job search tool; however, many of my co-workers are not convinced. I want to know some statistics that will reveal that many employers are actually interested in interviewing candidates who come to the interview with a career portfolio. Can you help me, help my students and other educators at the secondary level?

Unfortunately, I cannot give you the statistics on the number of employers who require or are interested in career portfolios. I can, however, state that I am a big proponent of career portfolios because they are just another selling tool in the job-seeker’s career toolbox. A resume states what someone has accomplished, but a portfolio can actually show it! There is nothing more powerful, in my mind, than pulling out a hefty portfolio of your work and placing it on the interviewer’s desk with a resounding “thump.”

All businesses ideally want job-seekers with experience, and a portfolio is the tool to document that experience. Things that can be included in a career portfolio include:

1. Resume

2. Career Goals/Objectives/Summary

3. List of accomplishments

4. Samples of work and reports

5. Awards and honors

6. Professional development activities

7. Reference list

Just one final note: Do not send portfolios to employers unsolicited; job-seekers should bring portfolios with them to the interview.

LORNA: I interviewed with a prospective employer recently for a customer representative job. During the interview, I felt really confident and thought I made a good impression with the interviewer. Today, I received a letter from the employer stating the position I interviewed for was not the best for my qualifications. I would like to ask you if it is appropriate for me to call them and ask the “particular” reason why I did not get the job.

First, I am amazed you heard back from the employer so quickly. Should you follow-up? Sure! You have nothing to lose and everything to gain. Call the person you interviewed with and ask both for a critique of the interview as well as why you are not a good fit for the job. If nothing else, you may gain some insights about how you portray yourself or your skills – and perhaps, just perhaps, the employer will reconsider and ask you back because of your initiative.

But remember, also take the feedback with a grain of salt – this is just one person’s opinion about you ... so be careful of putting too much stock into his/her words. If he/she identifies some potential flaws, ask a close friend or colleague to conduct a mock interview with you and give you more feedback.

One final comment. You have been very lucky that all your previous job interviews resulted in a job offer; I know very few job seekers who could claim such a record – so even having just one rejection is still a pretty remarkable track record.

MARLENA: I work at a large retail company. I have been doing clerical work, but I am now interviewing to be in their executive training program to be an assistant buyer. I passed the first interview with the head of the program, and now I have interviews with three other people in one day. They call it career day where you meet with people all day and attend seminars and such. What advice can you give me?

The most important thing you can do is to continue to show interest and enthusiasm for the company and for the opportunity for advancement. You are going to need to be “on” all day long because you’ll need to make a positive impression with each person you interact with.

Here are the things I would work on for your big day:

First, have confidence in yourself and your abilities. If you made it past the first round with the head of the program, the company obviously sees your potential. Always remember that.

Second, if you have not done so already, prepare what some experts refer to as an elevator speech about yourself. Have about a 15- to 20-second speech about who you are and why you are a perfect candidate for the training program. It’s called an elevator speech because it’s about the amount of time you might have to impress someone you meet as you ride up an elevator together.

Third, be an expert on the company and the training program. Be prepared to demonstrate what you know about the company and the training program and why you want to do it. Information is power.

Fourth, plan what you’re going to wear on the career day. Dress as formally as possible – and know all the key rules of dressing for success.

Fifth, get a good sleep the night before the big day so you will be mentally fresh and ready to face all those interviews and seminars.

Here are some important do’s and don’ts for an interview:

1. Do your research and know the type of job interview you will be encountering. And do prepare and practice for the interview, but don’t memorize your answers.

2. Do bring extra resumes to the interview.

3. Do make good eye contact with your interviewer(s). And do smile.

4. Do show enthusiasm in the position and the company.

5. Don’t be soft-spoken. A forceful voice projects confidence.

6. Do have a high confidence and energy level, but don’t be overly aggressive.

7. Don’t answer questions with a simple “yes” or “no.” Explain whenever possible. Describe those things about yourself that showcase your talents, skills, and determination. Give examples.

8. Do close the interview by telling the interviewer you want the job and asking about the next step in the process.

Randall S. Hansen, Ph.D., is a career expert who has authored numerous publications on career development and job hunting. He is the owner of Quintessential Careers and an associate professor of marketing at Stetson University. Send career and job questions to careerdr@quintcareers.com.

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