rap·port
\ra-ˈpȯr, rə-\ noun : a friendly, harmonious relationship
especially : a relationship characterized by agreement, mutual understanding, or empathy that makes communication possible or easy
"rapport." Merriam-Webster.com. Merriam-Webster, 2011. Web. 12 January 2018.
Before we get started, let's first make a list of all of the event companies you work with. Then select the event companies that you like working for and then make a list of the event companies that you want to work more with. Now that you have your lists, now figure out who are the primary staffer that you interact with "the most." Write down their email address and if you don't have it, find a way to get it.
Now we can start!
Ok, now that you know what rapport is. Let's talk about how to build rapport with a staffer. In the attempts to build rapport, you must understand that rapport is a marathon and not a race. Rapport happens over the course of mini interactions. Rapport can help you have conversations that would prove a bit challenging without it. Such as asking for a rate increase, for instance. Rapport generates trust and that can make all the difference.
TIP ONE ... Find A Common Ground And Gage Your Position
Find a legit reason to open a conversation. Luckily for you, that's easy. What you have in common with the staffer is the fact that both of you want to fill the event. Below I talk about sending emails, but some staffers don't mind inbox messages on social media. Nonetheless, you have to gage it before you decide which opportunity to reach out. Everyone's point of view is different so there isn't a one way of building rapport.
TIP TWO ... Say Hello
Now that you have your list of staffers that you have decided to build rapport with, try not to let your first contact be you asking for something UNLESS you are submitting for an event for obvious reasons. You want to greet, small talk, inform them a little about yourself and conclude. Over time you will get better at this, however, speed up the process by looking up email examples online and take the time craft your own email. Make sure what you are saying doesn't come off generic. Don't let you email sound like a mass email even though you may using this email to send to everyone. NOTE TO SELF: You're trying to be personable. You're not broadcasting yourself.
TIP THREE ... Don't Ask For Anything
Yes, the staffer knows that you are not just reaching out to be reaching out. Yes, they know you have intentions. The difference is that you are a Rockstar and so you do rockstar-things, like build rapport because it's good for business. The business of yourself. So don't ask for anything. Don't come with your hands out UNLESS you are submitting for an event (again for obvious reasons). The idea is to create a certain respect of familiarity with one another. Understanding that you building rapport is an on-going thing. You find if you do this correctly, you won't have to ask ... they'll be asking you.
TIP FOUR ... Don't Be Annoying
Keep in mind, that when you start building rapport, YOU ARE THE ONLY ONE THAT KNOWS THAT'S WHAT YOU'RE DOING. The staffer hasn't caught on to the fact that you are trying to build rapport with them yet. So if they don't respond to your "EMAIL ONE," don't take it personal. It is possible that they didn't see it, was sick that day of work, their inbox is flooded, etc.. So be patient. If they don't answer back that week, make a note of it and follow up the next week. In the beginning for some of you, it may feel like a stick-shift trying to build rapport. This may have been something that you hadn't thought about doing with a staffer. Staffers are people too believe it or not. When a staffer does respond, respond accordingly. Maintain the positive energy!
TIP FIVE ... Spell Check
Spell check and have someone else proofread the email. Remember, that once you have created your own template of emails, you won't to keep re-writing it, you'll just be tweaking it to fit the person you are reaching out to.
I wrote a blog about how to submit to events in it contains the first contact you generally will have with a staffer. I have copied and pasted that email below, but still check out that blog. Here I will list all the emails and then go back and explain the purpose of each. Keep in mind, you don't have to use the emails below word for word. These are just templates that you can use.
EMAIL ONE EXAMPLE VERSION A
Hi,
My name is __, I saw your post on {list the source} for the __ event. I am available for the following days and shifts as a {position/role} on your team:
(the list the times and days you want to be booked for)
I can be reached at {your best contact number} and I hope to hear from you soon, as I am very eager to join this team! I've represented brands such as {first list the brands that are similar to the brand being represented at the event you are submitting for, then start name other brands you've represented. OR re-write this sentence to list the events you have done that are similar to the event you are currently submitting to} and others as you can see on my resume. {Add a sentence that up-sells yourself ... for example: I feel that I believe I’m the perfect candidate for this position because I am a social butterfly with high energy, extensive knowledge and generate leads for the brands I represent}
Thank You,
{your name}
{your telephone number AGAIN}
((Attach your promo resume and your photos))
EMAIL ONE EXAMPLE VERSION B
Hello _,
My name is _ and I wanted to reach out and introduce myself. I hope today is a two coffee type day instead of a four coffee type day. In either way, I'm keep this brief. I'm a _ and I heard about your company through {insert the source or method, for example: social media, a friend, google search, etc}. I have been in the industry since {list the year you started}, currently I work in the industry {part-time/full-time} and I would love to added to your roster so I can submit to for future events.
Here are a few of my most recent events I've worked:
((List an event and it's information))
((List an event and it's information))
((List an event and it's information))
((List an event and it's information))
((List an event and it's information))
Please keep me in mind for any future events you may have. I would love to join the team. Attached are my photo and my resume. Please let me know what else I need to do to be on your company's roster.
Shine Bright Today,
{your name}
{your telephone number}
((Attach your promo resume and your photos))
EMAIL TWO EXAMPLE
Hello _,
Thank you so much for booking me for the {list the event here}. The best part about the event was when _. I hope to book future events with your company. If ever you need a {list the role here}, feel free to reach out to me. {Insert your promo resume's summary here but reword it though. (If you have done the Promo Resume Help Workshop with me, then you know what I am referring to as your resume summary that we created for your resume)}. I've worked a variety of events such as {list your favorite events here}.
{This second email you list things to support the path you are moving down in the industry. For those who took notes during the Promo Resume Help Workshop, I'm referring to what you wrote in blank 3}. I have an extensive background in customer service and staff management. As you can see on my resume I've {fill in the blank}.
If anything come available, I can be reached by email or by phone, {provide your best contact number}. Attached is my resume and photos.
Thank You,
{your name}
{your telephone number AGAIN}
((Attach your promo resume and your photos))
EMAIL THREE EXAMPLE
Hi _,
I hope your day is going good. I know you're busy so I'll keep my email short. At my last event booked with you guys, I got the chance to talk to _ who was working as a _ with us. And s/he really help me decide the next move I would like to make with {list the company name here}. Can you tell me what is the best way I train to be a {list the ONE role you want to move up to next} with your company. I currently have experience with {list something relevant to the role you are trying to move up to}.
If you could help me, this would be great.
Good Day,
{your name}
{your telephone number AGAIN}
((Attach your promo resume and your photos))
EMAIL ONE VERSION A...
This email is your initial email. Your first contact. When you understand that you intend on building a rapport, you shouldn't feel that you gotta load your email with so much communication. However, with this email, you may have to use each event as a new start if you don't get booked the from this email. Keep in mind that you won't win every booking, but the mission of this email is to get your foot in the door. If you do get booked, make sure that if there is someone that you could connect to due to their position, try and connect. There may not be someone like this for you at every event you book, but keep an eye out for opportunities to have these conversations. It will come in handy in your third email.
EMAIL ONE VERSION B...
This email is when you want to reach out without the segway of submitting for an event. When you do this, make sure that you are reaching out to the right person. Notice how I added a personality to this email. It has a 'hey, how ya doing' tone of voice to it. It's still short and it still follows TIP THREE: Don't Ask For Anything. Instead you gave an passive instruction or request. See the difference. In doing this, you opened up a door for conversation if the staffer responds.
EMAIL TWO...
This is after you worked an event that you have been booked. You may think it's unnecessary to send a thank you email. But when very few people think to do it, you sending a thank you email adds to you standing out. Sending this email gives you another opportunity to highlight your value. Keep in mind that you may or may not get a response from this email. But when you get that staffer that does respond back. Put this staffer closer to the top of your list. Rapport is a 2 way street. If the staffer responds, be courteous. Be kind.
EMAIL THREE...
Here the email where you are expecting a response back. Reason being is because you are inquiring on how to be booked in a different role than the event you were booked from before. This is what you were building up to. Whoever responds back to this email, move them closer up your list. When you get a response, make sure to be courteous and thank the staffer for helping you. Now in this email you've mention a conversation that you had with someone else at the event, but if in reality, you didn't make a connection with someone, no worries. Just jump to you expressing that you are interested in you getting trained for another position in the company.
Now you may see other opportunities to engage in rapport building with staffers and I say gage it and take it if you feel it will benefit your goal of building rapport.
Here are some cool links I found that can help you make my email examples your own:
26 'Hope All Is Well' Alternatives
https://blog.hubspot.com/sales/alternatives-to-hope-youre-well
Surprise! The Best Time Of Day To Send Emails (That Get Responses) Is Not What You Think
https://www.forbes.com/sites/dailymuse/2015/08/03/surprise-the-best-time-of-day-to-send-emails-that-get-responses-is-not-what-you-think/#69a26db65b10
How to write an excellent email subject line
https://www.businessinsider.com/how-to-write-an-email-subject-line-2015-1#8-use-logical-keywords-for-search-and-filtering-8
What Your Sign-off is Really Saying
https://www.entrepreneur.com/article/180872
How To Write A Damn Good Email Signature
https://www.yesware.com/blog/email-signature/
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