How to handle hiring process hiccups

Robert Half International

The hiring process can be long and involved. So, after making it through a phone interview, multiple in-person interviews and employment tests, it's only natural to feel relief and excitement when a hiring manager expresses interest in bringing you aboard.

But don't pop the champagne cork just yet. Hurdles can emerge even when you're in the homestretch of the hiring process.

The following are several sticky late-stage situations that you may encounter and advice on how to handle them:

Q: The hiring manager told me the job was mine and that a formal offer was forthcoming. That was two weeks ago, and I've heard nothing. What's my next step?

A: The delay could be due to any number of reasons: The boss is on a business trip, an internal candidate expressed late interest, a hiring freeze was instituted or the company is rethinking the position.

Instead of continuing to wait, wonder and worry, contact the hiring manager for a status update. Politely reaffirm your desire to get started as soon as possible. (It's also a subtle way to let the employer know you're not going to wait around forever.)

Most companies will stay in touch when there's a holdup in their hiring process. If you get the runaround or receive no response to your inquiry, consider that a red flag. If you've stopped looking for a job, resume your search.

Q: I thought the reference check process was a mere formality. Much to my surprise, I received a message from the hiring manager saying she wants to ask me some follow-up questions because one of my references gave me a less-than-glowing review. I'm worried the job is now in jeopardy. How should I handle this?

A: You gain nothing from being defensive or disparaging the reference. After all, you provided the person's name. While you might express some surprise, you don't want to get mired in a "he said, she said" debate.

The good news is the hiring manager is giving you an opportunity to alleviate concerns. Calmly correct any misinformation and offer assurances that you have the necessary skills and traits to succeed in the role. Counter the negative comments with positive anecdotes. If your people skills were questioned, for example, highlight a situation when you used your interpersonal abilities to successfully collaborate and build consensus in a team setting.

You might also offer up an additional reference or two -- assuming, of course, that you're certain those people will sing your praises.

Q: The details of the written job offer don't match the verbal one. The salary is a bit lower, and the vacation time isn't as plentiful. What's the best way to address the discrepancy?       

A: Seek clarification before assuming the worst. Maybe there was a misunderstanding. For instance, the hiring manager might have given you a ballpark estimate, not a firm, final number, or you incorrectly assumed you were at the high end of the salary range presented. Perhaps the amount of paid time-off mentioned included both vacation and sick time. The "discrepancy" could even be a simple typo.

Details can easily (and honestly) get confused, so you don't want to come across as accusatory or demanding. That said, pay close attention to the employer's response and trust your instincts. Did the hiring manager seem genuinely sorry for the mix-up? Did the person try to adjust the offer -- or at least explain why she couldn't?

If you get the sense it's a bait-and-switch scenario, proceed with caution. When a company plays games right off the bat, it's safe to assume you'll encounter similar headaches throughout your tenure.

Q: I was set to accept a job offer, but a member of my professional network shared some unsettling details about the company's demanding culture that's making me reconsider. I'm conflicted because I was so excited about the opportunity. What steps can I take to help me make the right decision?

A: You owe it to yourself to look into the claim, but keep in mind that it's just one person's opinion. If you do some research, and it seems like a legitimate concern or confirms a sneaking suspicion you already held, tactfully ask more questions of the employer. Be upfront and specific ("I've heard that many employees put in 60-hour weeks. Will this be expected of me?").

Remember: Just as you've presented your best side, the company has done the same. You can't make an informed decision unless you get some additional insights from your boss-to-be.

In most cases, the final stages of the hiring process are straightforward and uneventful. But because unexpected roadblocks can arise -- whether it's a renegade reference or a major miscommunication -- you can't afford to count your chickens before they've hatched. Keep your guard up and your job search active until you're sitting at your new desk.

Your 2013 job-search guide: July through September

Susan Ricker, 

It's already the second half of 2013, and if your goals for the year included finding a new job, consider this a call to action. At the beginning of the year, we created a 2013 job-search guide with a quarter-by-quarter plan to keep you focused in your search. Here's an overview of the timeline:

• Q1 (January through March): Devote the first few months of the year to getting organized: Organize your thoughts, organize your application materials and organize your contacts.
• Q2 (April through June): A few months in, you should be going full steam ahead with your job search. Your days should be filled with applying, following up, networking and (hopefully) going to interviews. If you're a college student, get a head start in your professional job search by tapping alumni, using your school's career resources and making initial contact with companies of interest.
• Q3 (July through September): At around the midyear mark, take a step back to review what's working and what's not in your job search. It's not too late to course-correct to ensure that you reach your goals during the back half of the year.
• Q4 (October through December): During the last few months of the year, take advantage of the season. Network at holiday parties, consider seasonal job opportunities and take the time to thank those who have helped you professionally throughout the year.

Q3: Conduct a self-review and make adjustments
At this point, you've gotten your application materials into good shape and you've been busy searching for and applying to jobs. Your next step is to review your progress and determine what's aided your search and what's held you back. Also review whether your career goals are the same or if you'd be willing to cast a wider net. Here's a closer look at what you should be doing in Q3:

• Change what's not working: By the midyear mark, you most likely know whether you're making progress or you're stuck in the same spot. The first item up for review is your résumé. Does it need a makeover? By changing its design or format, you may find new strengths to play up that you hadn't previously considered. Have your networking efforts fallen flat? Review the basics and make sure you're ready to mingle. Also assess your social-media strategy: Do you have one, and is it helping or hurting you? Finally, ask yourself if relocation is an option. Would you be willing to move for a job?
• Consider temporary or seasonal work to gain experience and contacts: They say it's easier to get a job when you already have one, but that really means employers want to see that you have industry experience. Temporary work is a way to get your foot in the door at a company, and seasonal work can add experience to your résumé. Focus on finding opportunities that boost your résumé's experience and skills section.
• Use advice and resources specific to your background and needs: You customize your résumé to each job you apply for, so you should also customize your search to fit your individual needs. Consider using niche sites to target specific industries or experience levels. If you have trouble fitting a job search into your busy schedule, mobile applications and resources may help you get to relevant opportunities more quickly.

Use July through September to apply strategies that are right for your job-search needs and you'll be in good shape heading into the end of the year.

3 reasons why every job seeker needs a portfolio

Nicki Krawczyk,

Job interviews used to be about showing up, answering questions and being polite and professional. Now, with how competitive it is to get a job, successful candidates need to also focus on proving their usefulness to the company and their uniqueness as professionals.

How?

Portfolios -- visual representation of previous work -- have been go-to job search tools for copywriters, graphic designers and artists for years. But the benefits of a portfolio can be reaped by any serious job applicant, regardless of the industry. While they shouldn't replace résumés, portfolios can help bring your experience to life.

Here are some benefits:

1. People like pictures. It's simple but true: Instagram and Pinterest wouldn't be successful if it weren't. You can draw people in by showing an interesting visual representation of your previous work experience and volunteer activities.

Did you volunteer for Habitat for Humanity? Use a picture of you helping to build a house. Did you do work on a social media campaign? Use a picture of some of your tweets and posts. Did you work the front desk for a pharmaceutical firm? Use some of the firm's pictures of people its drugs have helped (Always give photo credit and be sure that the photo is available for public use.)

The purpose of the photo is to catch someone's eye and draw him in to learn more. The more interesting the picture, the better -- just be sure it's relevant.

2. People like stories. Once you've drawn someone in with a picture, use a paragraph to tell a story about what you did at a company or in a volunteer position. Make sure you focus on how you benefited the company and made a difference. Use this story to answer the questions, "How did I help this company/organization meet its mission?" and "What did I do differently or better than others have done?" Keep it to just a few sentences, but keep it interesting. Remember, you've always got your résumé to fall back on for bullet-point details.

3. Portfolios let you feature your strengths. When you put together a portfolio, you're guiding a hiring manager through the story you want to tell. Instead of having to give all of your job duties equal weight (like on a résumé), you can feature the elements of your background that make you most interesting and most useful to the company with which you're interviewing.

The interviewer is in the position to decide whether you get the job, but it's up to you to guide the discussion toward the things about you that make you the best candidate.

So, how do you build a portfolio? You'll want both an online and a print one. Sending a link to an online portfolio with an application or cover letter lets you show off your skills before an interviewer meets you. A print portfolio lets you show off your skills in person.

For your print portfolio, you can go to an art store and simply pick up a presentation case with clear archival pages (kind of like old photo book pages) in which to put samples. In a pinch, you could even use a good-looking binder.

For your online portfolio, sites such as wix.com, imcreator.com, virb.com and squarespace.com let you create your own site with a gallery/portfolio section and a place for a bio about yourself. Some offer free services, while others cost a small fee.

Portfolios are an effective way to help you direct the conversation about yourself as a job candidate. But, right now, not that many people outside of the creative industries are doing it, which means that creating your portfolio is just another opportunity to stand out and prove what an insightful, strategic and unique professional you are.

5 ways poor manners can sink your job search

• By Guest Contributor 

By Robert Half International

Manners aren’t just for weddings, fancy restaurants and older relatives. Proper etiquette is essential in every professional interaction, and it’s indispensable when looking for a job.

Even if you think you have good manners, a small slipup or two could be enough to derail your job hunt. Here are five ways poor manners could sink your job search and easy strategies for coming across with class.

1. Only being nice to ‘important’ people. You’re on your best behavior for the hiring manager, but what about everyone else? In a survey by OfficeTeam, 61 percent of executives described their assistant’s opinion as important when evaluating job candidates.

In fact, it’s crucial to be friendly and polite to everyone you encounter during the hiring process. That includes the security guard at the building’s front desk, the HR assistant who called to schedule the meeting and the restaurant staff at a lunchtime interview.

It’s smart to even consider other drivers you encounter on your way to the interview. You never know if the person you cut off in traffic might follow you into the company’s parking lot — and hold those aggressive driving habits against you.

2. Never saying thanks. You probably know to send the interviewer a thank-you note after meeting with him. But what about the other people who have helped in your job search? It’s crucial to thank references (even if they’re never called), as well as anyone who shares a contact, reviews your résumé or offers job-hunting advice.

Make a habit of sending a sincere thank-you note — email is fine — whenever someone lends a hand. If you asked a colleague out for coffee or lunch to talk jobs, picking up the tab is another way to say thanks. Of course, sometimes the best way to show gratitude is by asking a simple question: How can I return the favor?

3. Failing to be timely. It’s crucial to return all job-hunting related correspondence within 24 hours — 48 hours at the very most. This rule-of-thumb applies to emails, voice mails, social media messages and the like, whether from a potential employer or someone within your network. Dragging your feet could mean a hiring manager bypasses you for another candidate or that someone who went out on a limb to help you will be less willing to do so again.

Keep in mind, though, that, in some cases, you can be too fast. Case in point: thank-you notes. A text sent from the parking lot five minutes after the meeting concludes will come across as insincere and perfunctory. Wait at least a few hours, if not until the next day, to offer a thoughtful thank-you. In a poll of HR managers, more than 80 percent said phone and email were acceptable channels for post-interview follow-up. Only 10 percent deemed texts OK.

4. Committing a digital faux pas. Smartphones are only as smart as their owners. And hiring managers have said that a shocking number of job candidates not only leave their phones on during interviews but even answer incoming calls.

Picking up your phone and saying, “I’m in an interview” isn’t a solution. Even nonchalantly ignoring the buzz from your pocket or purse is not ideal. The best course of action is to simply leave your phone in the car.

5. Ignoring social cues. Learning to read body language gives you a big advantage on the job hunt. At networking events and interviews, be alert to signs you’re losing the other person’s interest. She might break eye contact, cross her arms, check the time or start gazing around the room.

At events, graciously offer the other person an easy out with a handshake and “It was so nice to meet you.” When you’re interviewing, kick things into high gear. Raise your energy level and focus on telling stories about your past jobs that really show off your skills.

Social cues also come into play when you ask a colleague for an introduction or reference. Following up once is fine, but if you don’t hear back, assume the other person isn’t comfortable granting the favor and let the matter drop.

By avoiding these five manners traps, you’ll make an impression so good even Miss Manners would approve. Plus, these habits will serve you well long after you’ve accepted a job offer.