"How to communicate on a remote team: tools and templates for engineers"
Below is an article originally written by Hannah Henderson, Engineering Manager at PowerToFly Partner CircleCI, and published on March 31, 2020. Go to CircleCI's page on PowerToFly to see their open positions and learn more.
Communication is hard, communication on a remote team is harder. Fortunately, it can be as effective on a distributed team as it is on a colocated one, if not more so. This post delves into ways our team has learned to counter the two biggest challenges of remote communication: understanding tone and upholding a collaboration framework.
Although this post is written from my point of view of as an Engineering Manager, the practices described and templates linked are valuable for anyone on a remote team: they are the result of collaboration, ideas, and retrospective takeaways from people throughout our Engineering organization.
Getting to know a distributed team
Hyper-communication goes a long way towards ensuring that folks understand their peers' intent. This is especially true early in a groups' formation when trust, the hallmark of an effective team, is first getting built. To lay that foundation of mutual understanding, spend time getting to know the individuals on your team, and helping them get to know each other.
Do this by:
- Conducting asynchronous introductions to collect information and set expectations.
- Implementing these agreed-upon standards in synchronous sessions.
- Adjusting guidelines as-necessary based on input from the team.
Keep in mind that on a highly-distributed team, it can be difficult to find overlapping working hours on everyone's calendar. This overlap is synchronous time. Synchronous time is valuable, and should be treated as such. Know what you're hoping to achieve before entering synchronous interactions. Use your asynchronous time for focused individual work and to prepare for synchronous interactions.
When your team is forming, use asynchronous time to collect information, set expectations, and allow folks to define their own boundaries.
- Make sure you're familiar with the company's existing communication expectations. Stomping all over folks' toes is not a great way to build relationships. If you're new to a team, consider sending out a short message explaining that you'll be asking lots of questions while learning the ropes. If you use Slack, update your status to say something similar.
- Send out a detailed questionnaire to learn what the team needs (or, at the very least, what the members of the team think they need). If you're a manager stepping into a new team, I recommend sending out some variation of this form to solicit as much input as possible and to suss out the lay of the land.
- Define a team manifesto. Write this as soon as is reasonably possible. Broadly, this document should roll-up your understanding of what processes exist in order to codify healthy practices and value-signal. In the past, I've boiled this down to two sections:
- People (please make sure you're familiar with everyone's write-up) - I expect teammates to get to know each other as people with rich lives, curious interests, and priorities outside of work. I signal that I really care about this bit by populating my own profile first, and listing everyone's name as its own section.
- Team Process (you can skim this, it's good as a reference) - The frameworks defined in our team entente are important, and I sincerely hope we follow them. That said, process for the sake of process doesn't add value; I'm happy when we achieve our guidelines 80 percent of the time.
- Prepare for synchronous time. The logistics of organizing face-time on a distributed team can be difficult (especially during the month plus of global daylight savings misalignment). Ask folks to fill out a Team Schedule and remind them to populate their personal profile in the team manifesto.
Synchronous relationship building
Synchronous time is critical to the storming, norming, and performing phases of team development. Use this time to get to know your direct reports and to create space for folks on the team to get to know each other.
Note that asynchronous communication doesn't go away, it, along with synchronous communication, is further-established in your Communication Framework (below).
- Maximize your one-on-ones. Get to know your reports and drive alignment with this Getting to Know Each Other exercise. Consider grabbing some questions from this extensive set to round out subsequent 1:1s.
- Build in time for water cooler chit chat. Remote teams don't cross paths at lunch or in the hallway. Create space and synchronous time to connect. This may mean padding meetings with time for banter; it definitely means creating chat groups for shared interests (which are also async-friendly). We have #random, #wordnerds, #keyboards, #babies, and #bread, to name a few.
- Set up scheduled pairing. Randomly assign a pairing partner, and rotate partners once a week until everyone has paired with everyone else at least once. At the beginning of each matchup, the members of each pair should set up (best effort) three hour pairing blocks every day for the week. Sometimes, "best effort" only equates to an hour of pairing. Particularly on teams with a wide timezone spread, actually scheduling sessions ensures that folks are able to connect during their working hours.
For us, after a few rotations through the whole team, folks were comfortable reaching out and ad-hoc pairing. During one of our retrospective meetings, we decided to stop scheduled pairing.
- Make a team channel and share status updates. (This is also async-friendly.) We have a private team channel where folks post all manner of status updates: their good mornings when they hop online, notes about what they're picking up, lunch breaks, hot takes and random observations (debates about the plural form of "octopus" and whether or not an Xbox qualifies as an essential shelter-in-place item spring to mind).
We use JIRA and Namely, and have integrated Kanban board updates with the channel, as well as weekly updates from Namely about folks' PTO and birthdays.
Setting up a communication framework
On a remote team, it is especially easy for information to fall between the cracks. It is important to set up process that acts as a communication forcing function. There's no need to run around after folks trying to extract information and context, let your process be the heavy. Our team takes an Agile-inspired approach with a recurring two-week cycle of meetings.
Pro-tip: use the availability collected during asynchronous introductions to pick meeting times.
Meetings for knowledge transfer
Scrum-flavored methodologies are popular because they tend to work. That said, on a remote team the focus of each of these classic meetings is a bit different: they're all much more geared towards teasing out information disconnects and misalignment in advance.
Our standup is at the end of the day for our European teammates and in the morning for our West Coasters. These engineers won't overlap again for 20+ hours.
- Standup (30 minutes, daily). This daily check-in is our only guaranteed synchronous time on any given day. Instead of a 5-15 minute session, we block off 30 minutes so there's time to properly exchange context and also to chat. We review a Kanban board, and, importantly, the standup leader shares their screen and takes update notes on every card as an alignment forcing function. These notes often come in handy during cross-team collaboration and even during incidents (rather like a well-written git log that actually includes the "why".) Schedule standup back-to-back with other regular team meetings so that you can roll straight from one into another, and get out early if time allows.
- Planning (1 hour, weekly). We groom our backlog by Friday each week, and set up asynchronous points poker that everyone is expected to fill out by our Tuesday planning meeting. This allows us to spend the Planning meeting using estimates as indicators in deciding what treatment is appropriate for each card. Use this process to tease out context. Don't always ask the junior person to explain why they think something will be hard. DO ask a senior engineer that has given a high estimate to share what they know about the dragons in that space. Your goal is to expose information, not people. By the end of Planning, the cards in our Next Up column are ordered by priority and, we hope, are generally correct, and shovel-ready.
- Retrospective (1 hour, fortnightly). An excellent time to check in on team processes and to decide how they can be changed to better suit the needs of the team. We have a Slackbot reminder asking folks to add topics to the meeting agenda. As team-appropriate concerns are raised in 1:1s, I will often seed the retrospective document with them. These conversations have led to larger discussions on topics like when and how to give code review (at what point is asking for a complete overhaul OK? Not OK? How do we push back without escalating disagreement?) as well as pairing preferences and retrospectives of on-call escalations. As much as possible, the questions, concerns, and thoughts of the folks on the team should drive the content of this meeting.
- Big Picture (1 hour, fortnightly). This meeting reserves space for Product to keep Engineering in the loop about the grander vision of what we're doing and why. It should provide broader directional context for folks on the team so that:
- They understand the value of their work.
- They're better-equipped to make decisions that roll up into the company's goals.
For each of the above meetings, there's a more detailed breakdown in this Two weeks in the life of Foo Team meetings document, which is worth a skim. It includes recommendations on what to include in invite bodies (especially an agenda and a link to meeting notes stored in a single folder for improved discoverability), many examples of specific questions to ask, and several templates.
Calendar tips and tricks (because time zones are hard)
Configure your calendar to do some heavy lifting for you. I use Google Calendar, and have gotten tons of mileage from:
- Adding my working hours. This feature notifies folks that when they send invitations that fall outside of my office hours.
- Turning on world clock. Mine is configured to show the time in California, Japan, and Germany. When I click on a window in my calendar, the world clock displays local time for everyone at that window.
- Displaying secondary time zones. Mine are configured to show the time in Ireland and in California. My current team is spread across these time zones.
- Adding my Pagerduty rotation to my calendar. I do not want to be notified by Pagerduty unless I'm being paged. I live by my calendar, so this helps me see when I am on-call without the extra notifications.
- Adding the Zoom Scheduler to my calendar. Because 99.9% of my meetings are virtual, they all require a meeting room link. This annoying-to-configure extension puts a giant, handy "Make it a Zoom meeting" button on my draft calendar invites.
Effective remote communication requires intentionality. By adopting the practices in this guide, picking and choosing what works for your team, it's possible to establish the foundation of trust and communication framework that enable remote teams to flourish. The resulting communication will rival that of a collocated team, and will be inherently better for context-sharing and information discoverability.
Joseph Arquillo doesn’t work in Human Resources — he works in People Operations. And the distinction matters.
“It was named ‘human resources’ because it saw humans as resources, utilized for certain tasks or behaviors. But that’s not really what it’s about,” says Joseph, who is a Senior Manager of People Ops at Clyde.
“Calling it ‘people ops’ adds back what you lose with ‘HR.’ My philosophy is that I am there to support you. I am there to work with you, empower you, and enable you so you can be your best self.”
For Joseph, a key element of helping employees become their best selves is making sure that the workplace, whether in-person or virtual, is an inclusive space for all. That doesn’t happen by accident — it requires a dedicated DEIB strategy and leaders who are committed to asking hard questions of themselves and others.
We sat down with Joseph to hear more about his professional journey, and the practices of leaders who create environments where everyone feels included.
More Than Just a Number
As a college freshman, Joseph planned on sticking with liberal arts when it came to choosing a major. But then he took a class in Boston College’s School of Education, and loved its holistic approach to applied psychology.
This inspired him to switch his major to psychology and human development, and select minors in political science, and management and leadership, where he enjoyed learning about organizational psychology.
After graduation, he explored the consulting space to put theory into practice, but found out during an internship at a multinational consulting firm that finance or accounting weren’t the places he wanted to build his career.
“Since Big Four companies have 250,000 employees, you become just a number,” he says of the experience. “It wasn’t my cup of tea. Too corporatized.”
That kicked off Joseph’s interest in startups.
“It’s always fun to get in the weeds! One thing that’s very interesting to me is a challenge,” he says. “When you’re helping a company like Clyde grow and scale, joining when they’re at a Series B and helping them get to the next level, you really get to focus on the interaction between people, process, and product,” explains Joseph. “You need to hire the right people to work towards increasing efficiencies in all areas, but also make sure that we’re enabling them to create a strong product.”
6 Keys To Building Inclusive Spaces as a Leader
Across the different industries and companies that Joseph has worked in, he’s identified the behaviors that create truly inclusive environments — as well as those that discourage them.
Here’s what he’s seen:
- First, recognize your own privilege. “If you’re a man, you have privilege, even if you’re a gay male. If you are a white woman, you have racial privilege. It’s really important that you’re cognizant while you interact with somebody how they might interpret the interaction based on your identity.”
- Leaders should always speak last. This is important always, but especially in in-person spaces, where it might seem even more nerve-wracking to speak up in a crowd, says Joseph. “You want to make sure you’re creating that space for employees who aren’t as senior to feel comfortable voicing their thoughts.”
- And, leaders should use check-ins liberally. “You need to ask yourself how you’re supporting your employees. Are you checking in on them as people before you ask about certain tasks? You want to foster a workplace where employees from all walks of life can feel supported,” he says.
- DEIB isn’t just about adding new initiatives — sometimes it’s about removing barriers. “You need to remove unnecessary bias,” explains Joseph. “That can mean making sure you have appropriate policies and practices that don’t hinder people depending on who they are or where they live.”
- Maximizing participation requires planning with a diversity lens. Joseph has helped the Clyde team gather together and bond as a group. Along the way, he’s been careful to consider physical and psychological safety for everyone involved. “For instance, if you’re doing an event, do you have someone who’s not drinking? Have you set up the environment for people who might have a physical disability, or carefully planned the flow of activities for people who might be neurodivergent?”
- Saying you want to be better isn’t enough — articulate actions you will take. “Pride is a great example,” explains Joseph. “Yes, June is a time to celebrate. But it’s also a time to march. And beyond that, how do you show up and celebrate with the LGBTQIA+ community throughout the year?”
Embracing the Unknown
If you visit Joseph’s LinkedIn profile, you’ll see his personal motto: “Without challenge, change, and a bunch of unknowns, it’s no fun.”
That belief has led him to study what he’s passionate about, to take on new and exciting roles at growing startups, and now, at Clyde, to help formalize what world-class people operations looks like at a fast-growing company.
“I view myself as a connector that really empowers people, challenges teams, and helps drive us towards what I consider to be an improved future,” he says. “I feel like it’s my responsibility to be the chief advocate for each of our employees, and remove any barriers in the way of their growth.”
We all have our favorite websites– the ones we frequent, bookmark, and recommend to others. You might even enjoy some website features so much that you’ve found yourself wondering why they aren’t more popular. Or maybe you’ve experienced times where you were frustrated with a website and wished you could add features or even design your own!
If you’ve ever found yourself intrigued at the prospect of designing and developing your own websites, then a career as a web developer might be just for you!
As a web developer you would be responsible for coding, designing, optimizing, and maintaining websites. Today, there are over 1.7 billion websites in the world and, in turn, the demand for web developers is on the rise. In order to figure out what kind of web development work best suits you let’s start with an introduction to the three main roles in web development that you can choose from.
The Three Types of Web Development Jobs
Front-End Web Development: The Creative Side
In addition to programming skills, front-end developers need to be detail oriented, creative, willing to keep up with the latest trends in web development, cyber security conscious, and geared toward user-friendly designs. The median salary for a front-end developer can reach well into the $90,000 to $100,000 range.
Back-End Web Development: The Logical Counterpart
While a house can be beautifully decorated, it’s incomplete without a solid foundation and efficient infrastructure. Similarly, a well-designed website depends on logical and functional code to power the features of that website. Back-end web development is code-heavy and focused on the specifics of how a website works. If you enjoy the analytical challenge of creating the behind-the-scenes code that powers a website, then back-end development is for you.
Full-Stack Web Development: A Little Bit of Everything
A full-stack developer is essentially the Jack (or Jill)-of-all-trades in web development. Full-stack developers need to be knowledgeable about both front-end and back-end roles. This does not necessarily imply that you would need to be an expert in both roles, but you should fully understand the different applications and synergies they each imply. In order to work in this position, you will need to know the programming languages used by front-end and back-end developers. In addition to these languages, full-stack developers also specialize in databases, storage, HTTP, REST, and web architecture.
Full-stack developers are often required to act as liaisons between front-end and back-end developers. Full-stack developers need to be both problem solvers and great communicators. The end goal for a full-stack developer is to ensure that the user’s experience is seamless, both on the front-end and on the back-end. In return, you can expect to earn a median salary of $100,000 – $115,000 a year for this role.
Taking the Next Step
Web development is both in-demand and lucrative! All three roles described above contribute to specific aspects of web development and the scope of each one can be customized to the industries and positions you feel best suit you. Regardless of which role you choose, all of them need a foundation in programming.
To gain the programming skills needed in each role, you can enroll in courses or learn independently. Coding bootcamps are a great way to boost your skillset quickly and efficiently.
Click here for some of our highly rated programming bootcamp options! Make sure to check out the discounts available to PowerToFly members.
Insight from SoftwareONE’s Jeff Cannon and Chris Lecosia
SoftwareONE’s Jeff Cannon Business Development Executive US) and Christopher Lecosia (Senior Consultant) share a similar adventurous and brave spirit, which has led to a long trajectory of creative experiences for both of them. From taking care of two new puppies to backpacking across Europe — neither of them back down from a challenge.
As members of the LGBTQIA+ community, Jeff and Chris spent a large portion of their careers fighting for inclusive workplaces where they feel a sense of belonging, and opportunities to use their experiences to serve people, no matter what career stage they’re in. And they’ve both recently found that in the global provider of end-to-end software and cloud technology solutions SoftwareONE.
We sat down with Jeff and Chris to hear their stories on how they navigated mid and late career changes and their journey to finding a company where they felt valued. Keep reading to the end for four major tips on how to successfully pivot careers.
The Journey to SoftwareONE
Jeff Cannon was born in Tacoma, Washington, but considers both Texas and Georgeia his home. After graduating from college with a bachelor's degree in English and History, “I wanted to go to graduate school for history,” he explains. But upon arrival, he realized graduate school was not the right path for him, so he packed his backpack and set out for a trip through Europe instead.
This adventurous spirit led him back home to pursue exciting challenges, such as opening a hotel in Austin, working as a flight attendant in New York and Hawaii, and eventually pursuing a sales career at Dell. “I was an account executive for large university systems and large K-12 systems providing information technology to students to be able to further their education. It really fit in with my mantra around how important education is in society,” Jeff explains.”It's kind of my thing.” But after nearly 20 years at the company, he decided to look for new opportunities. “I was tired of doing the same thing all the time.” Enter SoftwareONE.
“This was an opportunity to do something completely different and take the information that I learned and use it to help build a practice that can accomplish some of the same things,” Jeff explains. He joined the company as a Business Development Executive Executive where he works to build the company’s education practice within the public sector in the United States.
SoftwareONE is a company where Jeff can thrive professionally and personally. He specifically cites the company to be people-first, which his coworker Christopher Lecosia agrees with. “SoftwareONE is a place where you can thrive as an employee, and where your creativity can flourish,” says Chris.
SoftwareONE is a leading global provider of end-to-end software and cloud technology solutions, with headquarters in Switzerland. The company itself prioritizes people as their “greatest asset” and advocates for life-work harmony. Their company’s core values are Employee Satisfaction, Customer Focused, Speed, Passionate, Integrity, Humble and Discipline, to name a few, and they ensure that they have “a welcoming – and constantly evolving – work environment for all”, no matter the racial, ethnic, religious, sexual or other preferences.
Christopher works as Senior Consultant for SoftwareONE. He entered the field of IT in 1974. “Back then it was called data processing,” he jokes. “But I kind of fell into IT consulting.” He enrolled in college as an accounting major, but quickly realized that was not the path for him. “I drove into the parking lot of this college for the first day and I got very scared,” explains Chris. “I turned around and went home and I found a job.” And he was able to pursue jobs that allowed him room to change and grow with the market. He began as a systems programer and, progressively, he scaled to managerial data processing roles at multiple software companies, including IBM. He played a key role in leading and growing software asset management programs, directing support for configuration and asset management, and serving as a senior project manager for multiple teams in his previous companies.
His successful 40+ year-long career led to the start of a well-deserved retirement. “I turned 65 last October, and I thought, ‘okay, I think I’ve had enough,’ and I decided to retire in full.” But his retirement was short-lived. “A few months before I retired, [my company] had put out an RFP to the street, which SoftwareONE responded to, and I'll never forget,” says Chris. “I was hearing them respond to me and I thought, ‘Wow, these people know what they're talking about. They're really sharp and I really believed in the value that they could bring.’” So when he was offered a position as a Senior Consultant, he didn’t think twice about coming out of retirement. “In November, a recruiter from SoftwareONE called, and I started in January of 2022.”
Changing jobs after working for a company long-term can be risky, especially later in your career. But both Jeff and Chris agree that the benefits of working at a company like SoftwareONE are well worth the risk. And for the first time, they’ve felt like they can show up as their full, authentic selves at work.
Jeff recalls past workplaces that, when push came to shove, “had an undercurrent of non-acceptance.” This undercurrent brought many challenges, but he credits them for his confidence today. “I have no issues whatsoever showing up originally as myself. And at SoftwareONE, everybody's been really lovely.” Even remotely, he finds ways to connect with his coworkers, and he feels like he can do so authentically.
Chris reiterates this in his own trajectory at SoftwareONE. “When I started, my Regional VP asked me for a bio. In my bio, I talked about my husband and my two dogs and how long we've been together. That got sent out to everybody in the organization. So when I onboarded, everybody already knew,” he explains. “It was the first time in 65 years that, right from the get go, there was no pretense at all as to being something different than I am. And that's how I came out at SoftwareONE. It was good to do that. I feel truly authentic.”
Advice for Mid-Career Pivoters
Both Jeff and Chris have successfully pivoted roles and companies later in their careers. They offer four tips to consider before making the jump to a new role or joining a new company.
1. Find a place that values service to the client. “Have the mindset of service,” says Chris. “ I'm a service oriented person and part of being of service is to share my experience, strengths, and hope with other people. Whether that's on a, social, spiritual, mental level, or on a professional technical level, this helps bring growth to you, and to the company you’ll work for.” Jeff shares that, “with this mindset, we see the challenges that customers face, so we're able to better articulate to customers what our value proposition is. We can help clients achieve their goals, and everything comes a lot more easily and naturally.”
2. Believe in what you have to offer. Chris and Jeff share that aligning with the company’s mission is another key aspect to consider before changing companies. “I never thought that anybody would want to hire me at 65 years old,” Chris shares. “I had been in my former job where I saw many opportunities that I thought I was perfect for, in terms of advancement, but I wasn't given those opportunities because of my age. I started to feel dried up a little bit. When I got the offer at SoftwareONE, I felt I really wanted to come back, be of service, keep my brain sharp, and do something. I do believe I have something to offer to many clients, as well as colleagues. And that's what made me make the move.”
3. Think of the experiences you bring to the table. Jeff shares how he transferred his knowledge to his new role. “I was able to take everything that I had learned about building an organization and bring it over to a company that needed that expertise specific to the United States. Being able to have the opportunity to do some of that background work and build on alliances has been, and continues to be, a great opportunity.”
4. Find a workplace that prioritizes diversity. “Each one of us brings a certain set of characteristics with us that sit well with our clients,” explains Chris. “The diversity we bring to the company — whether it be age, gender, color, educational background, intellectual capacity — all of that color makes us more relatable to our clients and our customers.” This leads to the company’s overall success.
SoftwareONE is constantly looking for dynamic employees like Chris and Jeff. Check out their company page to find out more about their roles!
So you’ve spent some time job searching, found the perfect role, aced the interview, and finally got your dream job.
But what happens if accepting a job offer means having to decline another one?
We’re living in a candidate’s market, and that means it’s becoming more and more common for job seekers to receive multiple offers. The good news is that this gives the candidate the opportunity to choose their perfect position. The bad news is that the candidate will probably have to turn down an offer or two when choosing the best role.
But how do you turn down an offer, without severing ties and keeping things cordial and polite?
Keep reading for our top tips on how to professionally decline a job offer — and keep your network strong for future career opportunities!
How to Professionally Decline a Job Offer
When turning down a job offer, it’s important to maintain a healthy relationship with the hiring manager and company you interviewed with. After all, you never know where your career may lead you next, and just because you decline one position with a company doesn’t mean they won’t have a place for you in the future!
Not prioritizing relationships in your job search can be detrimental, so here are some important points to keep in mind when you decline an offer.
1. Make your decision carefully.
This may seem obvious, but, before you give your final decision, make sure that it’s the move you truly want to make.
Ask yourself: Why do you want to decline it? Why isn’t it a good fit? Weigh out the pros and cons and examine how they could affect your career in the long run. Even though they’re important, don’t just focus on immediate benefits, like salary and flexibility. Consider how this career move could affect your mental health, whether or not it will help you advance professionally in the long run, and if you would be a good fit with the company.
This is a big decision, so make sure that when you do say no, you mean it.
2. Don’t wait to give your answer.
If you’re sure the position just isn’t right for you, it’s wise to contact the recruiter or hiring manager as soon as possible. This is the most considerate and professional approach you could take when turning down a position, because the sooner they know, the sooner they can find someone else to fill the position.
Waiting too long to give your answer could push the hiring process back to the beginning. A hiring manager will appreciate an efficient answer so they can move on to the next candidate and keep the process moving forward without too much delay.
The best way to do this is to try and give them a specific day that you will contact them with your answer, or keep them apprised during your decision-making process. As soon as you’ve made your decision, it’s important to let them know. As difficult as saying no can be, the sooner you do it, the better for everyone.
3. Call before you send an email.
Most of us would probably prefer to give our answer in an email, and that’s understandable! But calling to verbally decline the offer first shows an extra bit of care. This will demonstrate that you care about the time and energy invested in you during the hiring process and are grateful that you were chosen for the position.
It’s also a great way to maintain a good relationship with the employer, because it demonstrates your professionalism and maturity, and will give you an opportunity to be specific about why you are declining. If you are unsure of what to say, write your response down before you call.
You can follow up with an email that reiterates what you said on the phone so that the recruiter or hiring manager has written proof of your response.
4. Be appreciative and humble.
The hiring process isn’t simple. It requires a lot of time and energy from multiple stakeholders, so it’s important to show your gratitude before you decline the job offer. Thank everyone who was involved and acknowledge the investment they made in interviewing you. Let them know you are honored to have been chosen and that, while you carefully considered the offer, the position just isn’t right for you.
5. Explain why you’re declining.
While getting into specifics isn’t always necessary, and you should only share as much information as you feel comfortable, letting the hiring manager or recruiter know why the position isn’t right for you can help keep the communication portal open.
Maybe you received another offer that better aligned with what you were looking for in terms of pay, or perhaps you need more flexibility than the one you are declining can offer you. This feedback can be helpful to share, and sometimes the company might even respond with a counter offer to better suit your needs!
Perhaps the reason you are turning the offer down is due to more personal reasons that you don’t feel comfortable sharing. That’s okay too! Either way, it can be helpful to be transparent about why you are declining.
6. Utilize the opportunity to network for future career moves.
So the position isn’t right for you — that’s okay. But maybe your values aligned with the organization’s, or perhaps you felt that you connected during the hiring process and you’d like to keep the door open to other positions in the future. Just because the role now isn’t right for you now doesn’t mean that the organization won’t have a place for you down the road.
Networking is key for career growth. If you really like the company, don’t be afraid to let them know that you would be interested in other positions in the future. Giving them the means to contact you, like your email and your LinkedIn, will give them the ability to reach out if any other positions open up.
If you find that the company itself just doesn’t fit you, keep in mind that networking and maintaining a good relationship is still important. You don’t have to plan to work there in the future, but you never know who is connected to who, and how that good relationship may pay off in time!
Email Templates for Declining a Job Offer
Turning down a job offer is a delicate task, but it is becoming increasingly necessary in this competitive candidate’s market. If you’re unsure of where to begin or how to write your email, we have included some examples with links to help you get started.
Example for when the position isn’t a good fit
Subject line: Job offer – [Your name]
Hi [insert last name of hiring manager],
Thank you very much for offering me the role of [insert name of position]. However, I have decided that this is not the right fit for my career goals at this time.
I sincerely enjoyed our dialog as well as discussions with your team, and I very much appreciate your taking time to share information about the role and vision of [insert company name].
Again, thank you for your time and consideration; best wishes in your continued success.
Example for when you’ve accepted another offer
Subject line: Job offer – [Your name]
Hi [insert last name of hiring manager],
Thank you very much for offering me the role of [insert name of position] with [insert company name]. Though it was a difficult decision, I have accepted a position with another company.
I sincerely enjoyed our conversations and very much appreciate your taking time to interview me over the course of the past few weeks.
Again, thank you for your time and consideration; best wishes in your continued success, and I hope our paths cross again in the future.
Example for when you’ve already accepted the offer
Thanks so much for offering me the position of [Job Title] at [Company]. It was a pleasure meeting you.
Unfortunately, after a great deal of thought, I have decided to turn down this gracious job opportunity. I am truly sorry for any inconvenience this decision may cause and hope it will not affect any future relationships with your company.
I wish you continued success and hope to hear from you in the future.
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