Mastering the First Impression

Why is a first impression so important? Mainly because it could also be your last, and only, impression on someone. Oftentimes, job seekers can fail at conveying a positive first impression, and they will unfortunately never get another chance to show who they truly are. This is an area that I feel is too often overlooked and not taken seriously enough during the interview process. Or, is it just simply not taught or encouraged? It is not just in interviews and business meetings where impressions matter, but in all areas of our lives and encounters, professional and personal. We are always being judged and assessed, whether we realize it or not.

To illustrate the point, I would like to share a recent encounter that I had with a job seeker. We had a phone call scheduled for a set time to discuss potential opportunities. Keep in mind that this job seeker made it clear that she was very eager to find a new position and had proactively reached out to me to ask for my help. When I called her at the time of our pre-scheduled interview, she answered the phone with “Hello?” in a faint and almost confused voice, as if the call was coming as a complete surprise to her. My first impression was that she either forgot that we had scheduled the call for that allotted time, or I had woken her up.

It turned out that neither scenario was the case – that faint greeting was just how she answered the phone for our interview. The call continued and eventually became a more productive conversation. However, I had a hard time getting past the odd and disappointing greeting. I just kept thinking to myself, “What if I had scheduled that call for her with a client and that was an important, make-or-break interview?” It was not a good initial impression of her and her communication skills, and I tactfully made her aware so that she does not do it in the future during an interview or live meeting with a prospective employer.

As so often is the case in life, attention to detail makes all the difference. When it comes to mastering the first impression, it is no different. Let’s take a closer look at the details that make a big difference

Phone Interactions

How you answer the phone, especially with someone you have never spoken to before, is a great chance to make the right initial impression. To be safe, use your name in the greeting, such as, “Hello, this is Tom,” or “Hello, Tom Caravela.” Also, the important thing is not just what you say, but how you choose to say it. Be aware of the inflection and excitement level in your voice. Let the caller know you are eager to speak with them just by the tone, volume, and inflection of your voice. For the duration of the call, make them feel like they are the most important person in the room by showing enthusiasm, attention, and engagement. Of course, be genuine and don’t overdo it, but never underestimate the first 30 seconds of a conversation.

In-Person Interactions

How you greet someone for a scheduled or chance encounter is always a vital part of that person’s impression of you. Traditionally, we are taught to greet people with a smile, a firm handshake, and good eye contact. But it is also important to let the person know you are truly grateful and excited about the meeting or interview. Put effort into making the initial interaction meaningful and positive. Again, try to make the person feel like they are the most important person in the room during the course of your conversation.

Your E-Mail Address

It may sound silly, but quirky and unprofessional e-mail addresses are a huge turn-off for many Hiring Managers and industry leaders. It is best to stick with [email protected] or something along similar lines. Avoid [email protected], or anything that might cause you to be taken less seriously by a professional audience.

Your Resume or CV

Your resume or CV is the ultimate first impression and can make or break your chances of landing the job that you want. A few key questions to ask yourself before sharing or submitting it include:

·        What does it look like, and how is it formatted?

·        How long is it?

·        Is it well written, and free of spelling errors and typos?

·        What is the title of the document? It should be First Name Last Name.docx, not “Toms resume Version 67.docx,” or “Caravela CV Oct 2019.docx.” Definitely do not use a date in the title – once you do, it sets the clock and shows people how long you may have been on the market.

Job Applications

Where and how you apply to jobs is also important. It is key to focus on jobs that you are actually interested in and qualified for. Are you applying to 3-4 jobs at once? Are you applying to an Oncology position when you have an extremely strong background in Diabetes? Or are you applying for a position that requires 5-7 years of management experience, despite a lack of management experience?

Spell Check

One of the easiest ways to derail a first impression is to have spelling and grammatical errors in written communication such as e-mail and of course your resume. Spell check is an easy and automatic fix. Set your e-mail preference to automatically spell check before sending or, just be sure to double check before clicking the send button. Same with your resume, use spell check after each and every update.

Filler Words

Be mindful of using filler words, such as um, you know, like, etc. Most people use these words without even realizing it, but others will pick up on it and view it as a negative if it happens very frequently. According to a recent article from Johns Hopkins Medicine, “filler words can be a sign of Fluency Disorder; the inability to speak in a fluid or flowing way.” I have a Human Resources client who counts the number of filler words on phone interviews. She recently spoke to a candidate that said “you know” 110 times in a 21-minute phone screen.

LinkedIn Profile

Your LinkedIn profile is a strong representation of your digital brand and career image. You should expect recruiters, Hiring Managers, and business colleagues to view your profile to learn more about you. This is often a first impression that you may never be aware of, since many recruiters use LinkedIn Recruiter to scout talent. Take the time to add a professional and recent photo. A casual, recreational, or significantly outdated photo is never perceived well; a lack of picture is not appropriate either. Also, be sure to update the content in your profile so that it is a mirror image of your resume and ensures you are maintaining a consistent message, especially if you are actively applying and interviewing for positions.

Have a Purpose

Know your elevator speech. Practice and preparation is one of the best ways to gain confidence in your professional presence and to further hone your communication skills. Through preparation and thoughtfulness, it is less likely for you to be caught off-guard and to stumble on the first impression.

Final thoughts….

Lasting Impressions

Once you have made a positive first impression, it is equally as important to maintain a lasting impression. Here are some important tips to help maintain and build relationships with business contacts:

·        Remember and use names – people are more likely to remember you, if you remember them!

o  That means always address people by name in e-mail. Do not start an e-mail with “Hi” and fail to add the person’s name.

o  Use the person’s name frequently but be careful not to overdo it.

·        Personal Touch-Show people that you remembered the details of your prior conversation. “When we last spoke, you were helping your daughter apply for colleges, how did that work out?” Or, “We had discussed your preference to start your job search in July so I made a note to follow up then so would now be the right time for you to consider a move”.

·        Enthusiasm-Always greet people with professional enthusiasm. A genuine smile, firm handshake and eye contact goes a long way.

·        Gratitude- Be sure to thank people during or after each interaction. A very quick, “Hey, thank you Tom, for your time today. I really appreciate you taking my call”. Of course, ALWAYS send Thank You notes after interviews and important meetings.

 About the Author:

Tom Caravela has 27 years of pharmaceutical industry experience and is the Founder and Managing Partner of The Carolan Group, LLC, based in Northern New Jersey. Founded in 2002, The Carolan Group is a leading pharmaceutical and biotech search firm specializing in Medical Affairs and Medical Science Liaison recruitment. Tom is responsible for leading a team of expert recruiters and account managers in client expansions for various levels of field-based and in house Medical Affairs professionals including Medical Science Liaisons, MSL Leaders, Managed Care/HEOR Liaisons, Medical Directors as well as various other medical and clinical affairs roles. With almost 3 decades of pharmaceutical industry experience, Tom is a frequent speaker and Medical Affairs Consultant for clients, advisory boards and industry meetings. His strategic interests focus on hiring, retention and career development for the field based MSL role.