How to successfully conduct an informational interview: making contact via telephone or email

There are a variety of different ways that you can communicate with the individual with whom you want to conduct and informational interview. The key is to find out which method of communication is the most effective for that specific individual and to which he will most likely respond.

You must choose from the four most common means of initial communication with your contacts: email, telephone, formal letter, and formal introduction. The best way to communicate the person with whom you wish to conduct an informational interview is usually through a formal introduction from an individual close to the person— but that does not always happen. As far as using a formal letter, it is rather uncommon for individuals to respond to "snail mail" letters these days, so it's best that you stick to email and telephoning your contacts.

For individuals who are close to you, the best means of communication is the one you use most often with them (probably telephone or email). But as you move away from those individuals in your network who are close to you, the more appropriate means of initial communication are through a formal email and a personal introduction (at an event to which you have been invited— don’t be a party crasher).

Remember that most people are really busy, so it is very helpful to them if they have an idea about who you are before they meet with you for the informational interview. When you email someone to ask if they would be willing to grant you an informational interview, you should always include a copy of your resume, but make it clear that you are doing so to provide the individual with a clearer understanding of your background and experience (not because you want a job from them). Click here for a sample letter and email that I have actually used ...

The best type of informational interview you can get is a face to face interview, because people are much more likely to recommend you and keep their eyes open for opportunities for you if they meet you face to face. But that is not always going to be the case, so in addition to becoming a master writer of introductory emails and letters, you are going to have to learn how to effectively use the telephone as you contact individuals for informational interviews.

Using the telephone effectively can be the most important skill that you will use as you seek out individuals for informational interviews. You should be using the telephone on a daily basis as you contact individuals for informational interviews because it is one of the best marketing tools you can use. The problem is that most job seekers don’t use the phone well because they fear rejection, are uncomfortable selling themselves or asking for help, or they fear that the individual they are calling will think they are a nuisance. But all these concerns can be overcome with proper planning and preparation.

To become effective on the phone, you must plan your calls carefully. Prepare questions and possible answers to questions in case the person you are seeking the informational interview with wants to do it right when you first call. You can do this by preparing a script that includes the key things you want to say about yourself, the goal of your call, and the questions and you want to ask the specific individual (they may be different for people in different companies/industries).

Once you’ve done that it is time to practice. Practice with your friends, family, in front of a mirror, etc. The more you practice the easier calling people (even cold calling people) will become. Try to anticipate objections that the individual or his gatekeeper (read: secretary/assistant) may have and write down ways that you can deal with them, like suggesting another time to call, letting them know that you are available at their convenience, etc.

Most importantly, practice getting rejected. Though most people will be more than willing to speak with you, some just can’t— usually because it’s just a bad time, but there are those who just don’t want to do it. Learn how to keep your confidence and your enthusiasm high even when you are rejected. Everyone likes upbeat people, and by being upbeat you may even overcome a contact's initial objections to your call.

Keep notes when you call someone so that you won’t make any mistakes as you move on to the next step. When you are finished with an initial contact call/ phone informational interview that went well, immediately make another one, because your momentum will help you become more effective with each new call. If a call doesn’t go so well, take a short break to recharge, but be sure to come back and start making calls again. Click here for a sample informational interview phone call scripts.

Up Next: Conducting the Face-to-Face Informational Interview