| How do I make contact with volunteers? | ||
| Prepare to conduct yourself professionally and to respect the fact that the volunteer is offering a service and the geneousity of his/her time and advice. You not only represent yourself when you contact an alumnus; you represent Virginia Tech. If you make a positive impression on the alumnus/a, you encourage him/her to continue to offer assistance to other students and alumni. | ||
| Below are guidelines for what you should do: In advance Making contact Your meeting Thanks afterward |
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| In advance: | ||
| Clarify your purpose. Are you looking for information about a career field or a particular company? Are you looking for advice on how to find an entry-level job in a particular field? Do you want to know how someone's college major relates to her job? Be ready to state your reason for making contact to each alumnus/a you call or email. |
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| Do your homework so you make a good
impression. Learn basic information about the career field and the employer of the alumnus. For example, if the alumnus has provided the web site for his/her company, DO visit it to learn what the company does. Asking what someone's company does when that information is easily accessible to you creates the impression that you want someone else to do your work for you. If you're interested in a type of work or career field, read about it first (see resources in research majors and careers); you'll develop better questions and make a better impression as a result. |
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| Prepare questions to ask. | ||
If you are seeking a job —
whether an internship, co-op, or permanent position at graduation —
prepare your resume.
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| Making contact: | ||
| Each alumnus/a will specify his/her preferred means for you to make contact, whether by phone, e-mail or otherwise. | ||
| Draft your email or prepare your telephone introduction. Explain that you found his/her name in VT CareerLink, explain why you wanted to contact him/her, and what kind of information you are seeking. | ||
| If you are arranging to meet in person, ask about appropriate attire: business casual, or business / interview attire, or something else that is appropriate based on the career field and work setting. | ||
| Email approach: | ||
| Ask if you can schedule a phone or in-person appointment to interview the alumnus/a. | ||
| Phone approach: | ||
| When speaking directly, explain why you are calling and ask if the alumnus has a few minutes to chat about setting up a future phone or in-person appointment. When leaving a voice message, also explain the reason for your call, ask about setting up a future phone appointment, and state your name and phone number slowly and clearly, but indicate that you'll call back within a few days. The alumnus may call you, but don't ask him/her to do so. | ||
| Your meeting: | ||
| Whether by phone or in person, be on time and prepared. Stick to the time frame you agreed upon. Don't overstay your welcome. | ||
| Exhibit the most important communication skill:
LISTENING. If part of your agenda is to ask questions, don't become so absorbed in getting through your questions that you forget to listen. Sometimes just one question begins a conversation that yields everything you need to know. |
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| In-person meetings: | ||
| Show up with something, like a padfolio, to write on. When you meet with someone to seek information, it does not create a good impression if you seem unprepared to make notes. You can't remember everything you're told; not making notes sends the message you don't think the information you're getting is important. | ||
| THANKS afterward: | ||
| Whether the alumnus/a spoke to you by phone, responded to your email or met with you in person, send written thanks promptly, within a few days. The alumnus/a has shared his/her time with you. Time is an extremely valuable commodity for most people. Remember and respect that. | ||
| Close window and return to VT CareerLink info. | ||