Tips for Effective Networking and Stakeholder Communication

This semester, I completed a project that opened my eyes to the importance of networking. I researched an issue of my choice and developed a solution that would benefit occupational therapy clients at a population level. My personal experience is in the area of early childhood, so I decided to focus on developing transitional support for parents of a child with a disability who is aging out of early intervention. In the project's early stages, I completed a literature review to better understand the existing policies and evidence regarding this topic. Then, I faced the more complicated part of the matter: stakeholder interviews. A stakeholder interview is a conversation with an individual who is invested in or impacted by the outcomes of a project. Throughout the completion of my project, I was able to gain experience communicating with various professionals, and I learned firsthand the importance of having strong interpersonal skills in order to foster effective communication and build positive rapport. As future occupational therapy practitioners (OTPs), we will all likely conduct stakeholder interviews at some point in our careers, whether it be for program development, consulting, or even in the exploration of various professional opportunities. I want to share some communication tips to help other students feel more equipped as they develop their own professional networks.

Networking: Getting Started

There are many ways to connect with professionals. Think outside of the box! Organization websites, AOTA’s CommunOT, article authors, podcast producers, social media, OTP Facebook groups, LinkedIn, professional conferences, even your friend’s mom might know someone. You can also ask your professors or classmates if they can get you connected. It takes a bit of getting used to, but don’t be afraid to send that first message - you never know who might respond!

Cold Emailing (like a cold call, but… an email)

If you are trying to connect with an organization to schedule an interview, it is important to be clear about what you are asking for and who you need to speak with. Be clear about how much time you think a meeting might take, the objectives of the meeting, and whether it can be a zoom meeting, phone call, or email exchange.

Check out an example below for composing cold emails:

Dear Mr./Ms./Dr. Last Name,

I am [insert name], a [insert year] OT/OTA student at [insert school]. I am currently researching/developing ____ and I would like to request a 20-minute meeting to discuss ____. I am particularly interested in discussing your work on ____ because I think it pertains to my project.

I am available for a phone call or online meeting on (insert available days and times), but I can be flexible if needed.

Thank you very much for your time, and I look forward to hearing back from you.

Sincerely,

[Insert name]

Scheduling the Meeting

Once you connect with a possible stakeholder, the next step is to set up a meeting time. This can be tricky when it is a busy health care provider with a full caseload. Although it is easy to say, “let me know what works best for you,” I found it best to share specific dates and times that worked for my schedule. Giving a timeline for when you are available provides a structure to the planning process and allows them to have a realistic idea of when you are both open. However, it is important to be flexible if necessary. If you have decided on Zoom or another video chat platform, take responsibility for setting up and sharing the meeting link. Don’t forget to consider time zone differences, and double-check that the meeting is set for the correct date and time (including am or pm). Sending a follow-up email the day before the meeting is a good way to ensure everyone is on the same page.

During the Meeting

Basic advice for an online meeting: look at the camera, don’t sit in shadows, dress for success, and appear interested! Additionally, come prepared and make a strong list of interview questions. I found it best to avoid asking questions I could just Google and aimed for in-depth questions that were specific and to the point. See below for examples:

• Can you describe your experience working with (specific population)?
• How do you involve clients and caregivers in the treatment process?
• What specific skills do you need to be successful in your present area of practice?
• What are some of the biggest barriers impacting your client population?

Another helpful way to connect with more stakeholders is to ask if they know anyone else you could speak to. Never say “no” to an opportunity to connect with a new stakeholder! Most importantly, always follow up and thank them for their time via email.

I haven’t Heard a Response… Now What?

Be patient! It is easy to fall into self-blame, such as feeling that the initial contact was not professional or clear enough. However, remember that people are busy, and it can be hard to keep track of a busy inbox on top of the numerous responsibilities that come with being a clinician. I found that one follow-up email a week or two later was beneficial in getting a response. If no response is received, look to other methods of communication to identify new stakeholders, including Facebook groups and online forums. Also, if working under a timeline, it is best to start early; it can take weeks to finally get a meeting scheduled.

Takeaways

Hopefully, these tips can be a good starting point for anyone who is working to conduct stakeholder interviews for program development or expand their professional network. I have found that most OTPs are passionate about helping students, so don’t be afraid to reach out. You might just gain a mentor or even stumble upon a new opportunity! Finally, always remember to have confidence in yourself, as you are an emerging OTP meant for big things!

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Ella Güven is a 3rd year occupational therapy student at Washington University in the St. Louis School of Medicine. She received her Bachelor of Science in Rehabilitation and Disabilities Studies at Auburn University. She loves all things outdoors, including hiking, biking, and running. Ella is an avid reader and also an amateur artist. Her focus area is school-based occupational therapy, where she hopes to utilize a trauma-informed lens and a family-centered approach in her future practice.