Professional Communication

Professional Communication

Communication is clearly and effectively exchanging information, ideas, facts, and perspectives with persons inside and outside of an organization. The National Association of Colleges and Employers (NACE) has identified Communication as one of eight Career Readiness Competencies that are important to employers. Professional communication is a crucial skill that can significantly impact your success in the workplace and various other aspects of life.

Some indicators of strong professional communication include active listening, awareness of non-verbal cues and body language, proactive approach, timeliness/promptness of responses, and the ability to frame communication with respect to diversity of learning styles, varied individual communication abilities, and cultural differences. Below are different aspects of professional communication and under each theme, you will find relevant sub-topics to help you deepen your understanding of communication within each context.

• Career Conversations 
• Employer Follow-Up
• Thank You Emails
• In-Person Professional Communication
• Virtual Professional Communication
  
  

Career conversations (informational interviews)

• What is a Career Conversation (Informational Interview)?
• Benefits of Carer Conversations
• Who Can I Contact for a Career Conversation?
• How to Ask for a Career Conversation
• LinkedIn Message Example
• Email Example
• How to Prepare for the Interview
• How to Act During the Career Conversation
• Suggested Questions
• Maintain a Professional Relationship
• Professional Communication Main Menu

A career conversation, or an informational interview, is an informal conversation, usually lasting 15-30 minutes, with someone working in a field or at a company that you would like to learn more about. It is NOT a job interview, and its purpose is not to find job openings. It IS a way to explore a company, job, or industry that can give you insight into a possible future career or workplace.

You may feel awkward reaching out to people you don’t know. However, most people actually enjoy taking a bit of time out of their day to reflect on their professional life and give advice to someone interested in their field.

• Learn firsthand about what it is like to do a particular kind of work in a particular organization.
• Gather information about what the opportunities are in a given field or organization.
• Find out about jobs and career paths you didn't know existed.
• Promote your skills and abilities in a low-threat, open-ended situation.
• Begin to build or expand your network of professional contacts; meet people who may share job leads with you in the future.
• Get insider tips about how to prepare for and land your first/next job.
• Possibility of mentorship.

People doing work that interests you, who are working at an organization that you would like to know more about, or who might know someone in your field of interest. Consider asking the following:

• Friends, acquaintances, relatives, coworkers of yours or your friends, guest speakers, and others who might be part of your day-to-day interactions (e.g. athletic trainers, primary care doctor, etc.)
• LinkedIn
• SCU alumni using the Alumni Tool on LinkedIn
• How to use Alumni Tool video
• Joining groups, like the Santa Clara University and Alumni Association (Official) LinkedIn group, will give you access to members and the ability to write a free and longer message without asking to Connect on LinkedIn.
• Alumni, staff, and faculty on BroncoExchange

It can be scary to reach out to someone that you don’t know well to ask to talk. By keeping these tips in mind, it doesn’t need to be hard or overwhelming. 

1) Include your photo

LinkedIn profiles with images are more frequently responded to. Your picture does not have to be a professional headshot! Just an image of you with a non-distracting background. We recommend taking a shot somewhere around campus. Email signatures can also include a picture, along with your name, field of study, graduation year, and LinkedIn. 

2) Keep it brief

Be to the point with the message. Someone who receives a short, tailored message is more likely to respond. Remember, if you are adding a note on a LinkedIn invitation, there is a 300-character limit!

3) State connection first

By mentioning your connection first, it gives the recipient a reason to care. It will maximize your chances of getting your message read. Examples of connections may be interest in a similar role or company, alumni, or maybe a professor or mentor introduced you.

4) Tell them why you’d like to connect

Focus on learning about them, not on asking for a job. You may be interested in the person’s career journey, a company they currently work for or have worked for in the past, or their advice. The bottom line is to enter the conversation with an attitude of curiosity and humility.

5) Follow-up

Be sure to indicate your follow-up steps. You may want to end by stating that you understand they may have a busy schedule and if they do not reply to your email, you will follow up in a week; this provides the opportunity to contact them again. Make sure you do what you say you are going to do!

(300 Character Limit)

Hi Angel, I am a senior, sociology major at SCU, and I’m interested in careers in nonprofits. I found you through the alumni search. Would you be available to chat for 15 min about your career path? I know you may be busy, so I will try again next week if we are unable to connect this week. Thanks!

Dear Mr. Simon,

I am an undergraduate business student at Santa Clara University, interested in entering the financial services industry when I graduate in the Spring of 20XX. I came across your LinkedIn profile in the SF Bay Area Financial Services Professionals group we are both members of and wanted to reach out to introduce myself.

I notice that you’ve had a variety of positions in the finance industry, and I thought you would be an excellent person to ask questions about XYZ Firm and the industry in general.

Having interned at ABC Firm as an analyst, I now want to take my career in a different direction, and work on the business end within the biotech industry.

Would you possibly have 15-20 minutes for a chat either virtually or in person so I could learn more from you?

Thank you for your time,

Name

Prior to the interview, do some research on the industry, organization and person you are meeting. The information you obtain from your research will form the basis for the questions you ask during the interview, and the person you are interviewing will be invaluable for providing a real world perspective.

• You are not asking this person for a job. You are gathering information on which to base some decisions. 
• Always be respectful of the person’s time. If you agreed to a 15-minute call, be sure to be ready at the appointed time and not to let the conversation carry on longer than 15 minutes.
• Do not bring your resume to the conversation unless your contact has agreed in adva
• nce to give you feedback on it. A resume can make a career conversation suddenly feel like a job interview, which is not what you want. If you want your contact to have a copy of your resume, ask if you can send one after the meeting. This will give you the opportunity to make any appropriate changes in the document based on what you learned during the session.
• Be prepared to take the lead in the conversation. Remember, you are doing the interviewing. Know what you want to ask. The person being interviewed will feel it was worthwhile if you ask thoughtful questions, but not if you ask only superficial ones (e.g information that can easily be researched on the internet). Having notes with you is fine and can be very helpful.
• Toward the end of the conversation, always ask for additional contacts. "Do you have anyone in your network that you recommend I connect with? This is key to tapping into networks that were not initially accessible to you. This will help you develop more contacts and expand your network.This is the key to developing more contacts and building your network.
• Always write a thank you note or email after the interview. Mention what you talked about, what you learned, or who you are going to see at the person's suggestion. If you are interested in pursuing a job with their organization, try to keep the door open to get back in touch.

• Remember to circle back every other month or when you complete something that was recommended. People love to hear if their advice worked! 
• You may want to keep a spreadsheet to track who you’ve reached out to, when, and any action items to follow up on. 
• Don’t forget to set reminders on your calendar or phone to reach back out.

Employer follow up

• Follow Up on a Job Application
• Sample LinkedIn Follow Up
• Sample Email Follow Up
• Professional Communication Main Menu

Follow Up on a Job Application 

• Following up on a job application demonstrates your interest and commitment to the position and can help you stand out from the competition.
• As a general rule, wait about one week after submitting your application before reaching out to the employer. This gives the hiring manager time to review your application and shows that you are genuinely interested in the position.
• You may follow up by email (typically the preferred method), phone, Handshake, and LinkedIn.
• Email: In an email, craft a professional and concise message that clearly states your interest in the position. Include your name and the position you applied for in the subject line or in your outreach. 
• Phone Call: A phone call may be perceived as intrusive. If you do call, practice beforehand and leave a polite and concise voicemail. 
• Handshake: If you follow up via Handshake, you may have more success with companies that have active accounts. On Handshake, you should check the Employer Page and the Public Staff List. They may have contacts you can reach out to there. 
• LinkedIn: On LinkedIn, you may have more success with companies that have active accounts. You can send a personalized connection request, and include a brief message expressing your interest in the position.
• What to include:
• Thank the hiring manager for considering your application.
• Mention specific aspects of the job or company that appeal to you.
• Briefly reiterate your qualifications and explain why you would be a good fit for the role.
• Offer to provide additional information or references if needed.
• Close by stating that you look forward to the possibility of discussing the position further.
• Check out more tips on Handshake’s Blog 

Sample LinkedIn Follow up

(300 character limit)

Hi Cathy, I am Bucky Bronco, a junior Communications major at Santa Clara University. I submitted an application for X role on 2/20/23, and I’m eager to hear back as this internship is my top choice. Could you please update me on my application status or direct me to the right person? Thank you!

Sample Email Follow up 

Dear [Hiring Manager’s Name],

I hope this email finds you well. I wanted to follow up on my application for the [Job Title] position at [Company Name], which I submitted on [date]. I am very excited about the opportunity to contribute my skills and expertise to [specific aspect of the job or company].

Having reviewed your company’s recent accomplishments, I am particularly impressed by [mention a specific project or initiative that resonates with you]. My background in [relevant skills or experience] would allow me to add value to your team and help drive similar successes in the future.

Please let me know if there is any additional information I can provide or if you require references to support my application. I would appreciate the opportunity to discuss my qualifications further in an interview and learn more about how I can contribute to the success of [Company Name].

Thank you for considering my application, and I look forward to hearing from you soon.

Best regards,

[Your Full Name] [Your Email Address] [Your Phone Number]

Thank you emails

• Professional Communication Main Menu

Overview

• You should send a thank you email after any professional contact has been made. Whether you are writing to express your appreciation for being given a job interview or a career conversation, a thank you email is essential in your job search.
• A thank you email is the preferred method to ensure your message is received quickly while hiring decisions are being made. Emails should be brief and personalized. Employers tell us they not only appreciate a well-crafted and sincere thank you; they often expect one. Should you wish to stand out with a handwritten note, you can also mail one to your interviewer after sending your thank you email.
• A good thank you email sets you apart from the other candidates and can influence a hiring decision in your favor.
• Employers appreciate and consider it best practice when a candidate sends a thank you email after an interview; however, do not expect a response from your interviewer(s) after.
• For more information: Check out Handshake’s Blog on Thank you emails
  
  

Sample Thank You Email

Professional greeting: [Dear Mr./Mrs./Ms. Last name,]

Thank you for taking the time to meet with me yesterday about the [job title] role at [company name]. I enjoyed discussing [include something you talked about] with you.

Our conversation confirmed my interest in [this role, the employer, etc.]. I especially enjoyed learning about [what you like most about the job or the employer].

I am confident that my [call out specific experience or skills] would help me be successful in this role. Please feel free to contact me if you have any additional questions or I can provide any more information. I look forward to speaking with you soon. Thank you again for your time.

Professional closing: [Sincerely,]

Your email signature

In-person professional communication

• At a Career Fair
• In an Interview
• At a More Casual Career Event (Meet-Up/Coffee Chat)
• Professional Communication Main Menu

At a Career Fair

• Be prepared to share an Elevator Pitch, a short (less than a minute) speech introducing yourself, your major, and what you’re looking for
• Practice speaking clearly and loudly since Career Fairs tend to be louder 
• Dress professionally and in clothes that make you feel confident
• You may want printed resumes and/or your utilize your LinkedIn QR code to share
• Follow up with employers you meet by applying to their open positions and/or sending thank you emails
• Check out Handshake’s tips for attending an in-person Career Fair
  

In an Interview

• Check out our Practice for Interview page. 
• Follow up with who you met with by sending a thank you emails. 

At a more casual career event like a Meet-Up or Coffee Chat

• Come as you are! Unless otherwise specified, you do not need to dress up or bring your resume to these events
• Ask questions that help you better understand the position, the company, and if this is the right fit for you
• Be yourself
• Follow up with employers you meet by applying to their open positions and/or sending thank you note. 

Virtual professional communication

• At a Career Fair
• In an Interview
• At a More Casual Career Event (Meet-Up/Coffee Chat)
• Professional Communication Main Menu

At a Career Fair

• Be prepared to share an Elevator Pitch, a short (less than a minute) speech introducing yourself, your major, and what you’re looking for
• Research the employers you’ll meet. This will help you think of relevant questions.
• Dress professionally [need a link or canva image] and in clothes that make you feel confident, even if employers aren’t seeing you full-length.
• Find a neutral, non-distracting background
• Have an updated Handshake account profile and/or virtual resume to share
• Be on time to meetings
• Follow up with employers you meet by applying to their open positions and/or sending thank you notes
• Check out Handshake’s tips for attending a Virtual Career Fair

In an Interview

• Check out our Practice for Interview page. 
• Follow up with who you met with by sending a thank you note. 

At a more casual career event like a Meet-Up or Coffee Chat

• Be prepared to share an Elevator Pitch - a short (less than a minute) speech introducing yourself, your major, and what you’re looking for
• Research the employers you’ll meet. This will help you think of relevant questions.
• Dress professionally [need a link or canva image] and in clothes that make you feel confident, even if employers aren’t seeing you full-length.
• Find a neutral, non-distracting background
• Be on time to meetings
• Follow up with employers you meet by applying to their open positions and/or sending thank you note.