The time to build a relationship with a search firm is long before you need assistance.

Gail H. Vergara

Imagine that your organization is cutting 100 management positions, and you may be on the list. Your first thought might be to call an executive search firm, but don’t bother. It’s probably too late.

The time to build a relationship with a search firm is long before you need assistance. Although you shouldn’t work in fear that your job could be lost at a moment’s notice, planning ahead is wise. Consider the following rules of thumb when working with an executive recruiter.

1. Be proactive.
Since finding an appropriate recruiter may be akin to finding the proverbial needle in a haystack, take the time to discover (a) which executive search firms cover your domain, (b) where their offices are located, (c) whether consultants within those firms have functional specialties or assigned geographic areas, and (d) who can make introductions for you.

Also, make an effort to attend national meetings and conferences. Recruiters are often there to -work the crowd’ and will welcome the opportunity to meet you. Introduce yourself and offer to serve as a resource when they are recruiting in your field.

2. Make it Easy.
If you make the first contact, remember to send a resume and cover letter ahead of time so the recruiter has an opportunity to become familiar with your background and experience. By providing both your home and office phone numbers you will make yourself easily accessible. Before you pick up the phone to arrange a meeting, have a specific strategy or defined goal in mind. This will increase your chance of being selected from among the many who request a recruiter’s time.

When a recruiter leaves a message, return the call promptly and take the time to listen even if you hadn’t been considering a change. If your background meets their needs, regardless of whether you are hesitant, go to the interview. You have nothing to lose, plus you never know when the opportunity of a lifetime will materialize.

3. Be Helpful.
If you are not interested in a position, try to recommend other candidates who may be suitable. Reviewing the job description may help trigger some ideas about others who are qualified and looking for a new career opportunity. Before you end the conversation, ask that you be kept in mind for other appropriate positions that may develop in the future.

4. Be prepared.
Recruiters are looking for candidates who meet their client’s specifications, not simply those candidates who are in the job market. With this in mind, always have an updated resume on hand, and if you say you are going to send a resume, do so immediately. Often individuals promise to put a resume in the mail right away, yet several weeks may pass before they make good on their promise. By that time, the search firm has likely moved on to other prospects.

5. Use your connections.
Prominent executive search firms and their recruiters receive approximately 300-400 resumes a week. With such competition, the best way to meet a search consultant is through one of his or her current clients. If this is not possible, get a proper introduction from an individual who has worked with the search firm in the past. Due to the overwhelming number of phone calls that recruiters receive, preference is typically given to those individuals they know either directly or indirectly.

6. Be Honest.
Be candid with the recruiter concerning your background, education, and salary level since credentials will be verified at a later stage. Also, clearly express your level of interest.

Recruiters recognize that making a move to a new position is a weighty decision, and they understand that you may be ambivalent during the early stages of the recruitment process. Nevertheless, you should be straightforward about your feelings. If you are working with another recruiter, be sure to share that information as well. Understandably, if you have been let go from your last position, you may be wary about making such a disclosure. Rest assured, however. With the number of organizations that are restructuring, downsizing, or reengineering, being dismissed from a job does not carry the stigma it once did.

7. Go the Extra Mile.
After you meet with a recruiter, send a thank you note. It is also a good idea to drop a note to recruiters when you learn that they have been promoted or filled a position. If an opportunity arises when you could serve as a reference or refer business, follow through and let them know that you made the referral. The few minutes it takes to sit down with paper and pen can payoff in the long run. After all, such quick notes help refresh a recruiter’s memory and will remind him or her to think of you for a suitable opening.

To ensure long-term career success, make a commitment to follow these seven suggestions, regardless of whether you are currently in the job market. After all, the connections you make and maintain and the time you take today may be critically important tomorrow.

Gail H. Vergara is a managing director at SpencerStuart in Chicago.

This article is reprinted from Healthcare Executive.