Networking for HR professionals is a key way to exchange knowledge, forge partnerships or make business contacts. But entering into conversations with complete strangers can be a daunting prospect even for those people that consider themselves confident and outgoing. HC consulted several experts about the best way to 'work the room'

One of the key ingredients in making a success out of a networking event is to prepare in advance and to do your homework. This way, you will know who will be there and who it is you would like to meet.

Networking coach, Jen Harwood, says the first thing she does is set some intentions.
"Most people go to events thinking they will just show up. It's much better if they can think about why they are going, or how they are going to benefit."

Harwood says 'intentions' can be to meet five people, talk about your business or just have fun. "When you are relaxed and having fun, you will find people will approach you and talk to you. You're not 'working the room' but appear comfortable and outgoing," she says.

Don't leave home without...
The most important thing to remember to bring are business cards. Stephanie Kennar, manager of industry-specific Women in Mortgage Business Network (WIMBN), says everyone needs to ensure they bring plenty... and have them at the ready:

"For a social event, men can have them in their pocket, ladies in a card holder. It looks very unprofessional to leave a conversation to rifle through a handbag or briefcase looking for one," she warns.

Other things she suggests taking include a slim compendium to store cards, a few brochures and some note paper to make notes about any follow ups you promise.

"If you attend many network functions, after the function date the card with function name to prompt you later," Kennar adds.

When it comes to what to wear, Harwood says it must be appropriate to the occasion. A good rule of thumb is to wear what you would wear at the office, but most importantly "be you".

"When it comes to networking, people think they have to look like everyone else and fit in. But if you can be yourself, however that is, and if you are OK with it you are going to be even easier for people to talk to," she says, pointing out that no one wants to talk to someone who appears "fake and phoney".

Making the approach
So, you're just about to walk into a conference hall full of strangers. Feeling nervous?
Kennar offers this tip: arrive early. "This is a great time to meet people before the presentations start. It's also more comfortable than walking into a crowded room where people are already engaged in conversations.

If that's not an option, an alternative is a 'warm introduction' which involves finding someone you know who can introduce you to the person you want to meet; for example, the event director may be able to introduce two parties.

When it comes to 'cold calling', it is possible to simply go up to people and ask them who they are and where they are from - and find some common ground. Harwood says when you first start a conversation with someone new don't talk about business, but instead ask questions such as: 'Why did you come?' 'What was interesting about the conference?' 'Do you know anyone else?'

Kennar adds to this by saying you should always maintain eye contact and smile when approaching someone to talk to, "then it's just a matter of extending your hand and introducing yourself".
Once you get the conversation going, it's important to ask open-ended questions, such as: 'Tell me about your business' or 'What sort of clients do you service'? Kennar notes you should focus on the person you are speaking to and listen attentively with the purpose of having quality conversations, rather than having as many as possible.
One daunting prospect can be squeezing into conversation circles, especially if you walk into a room and find that everyone has formed little cliques.

"If everyone is in circles ... then it's just lucky dip," says Harwood. "Pick a circle; people will stand back and let you into the circle. That's general body language.

"Introduce yourself or just stand and listen to the conversation - you don't have to announce yourself. No one will think you're weird. An opportunity will come up to ask a question or you may be asked to volunteer a thought," she says.

Overcoming shyness
While it is true that some people are more outgoing then others, even the most gregarious of people may become withdrawn and shy in certain circumstances.

The important thing, when feeling shy, is not to focus on yourself. Turn your attention outward and think of what the other person may be thinking.

Harwood had to overcome her own shyness when meeting the former head of the UN, Kofi Annan, at a leaders' conference in Dubai.

"I wanted to meet him, but felt a little bit tongue-tied before I started. I was nervous," she recalls.

To prepare herself, Harwood thought about what she wanted to say and why she wanted to say it. "I wanted to thank him for what he did at the UN and I wanted to ask him a question."

After practising the question in her head, she put herself in a place in the room where she knew he would walk pass and made sure when he came into the room that she did not take her eyes off him.

"I wanted to connect with him... He walked straight along; I put my hand out and introduced myself. He said 'hi' and we had a conversation."

When it comes to shyness, the great equaliser is that, at the end of the day, even senior executives are people just like you.

The card exchange
Handing over your business card is a key part of networking, but you are unlikely to make many worthwhile connections if you just start giving out your card without any thought about how you do it.

Kennar says the easiest way to hand your card over is when you introduce yourself. It will often help get the conversation started.

Harwood notes that you should be specific about who you give your business card to. "Don't give it to people unless they are really interested and they want information. Don't give it to someone who is going to throw it away at the first opportunity. It's better to find out if there is a connection first."

Harwood has a tip for business card etiquette. She suggests keeping them in a card holder. "Have you ever seen a person who pulls cards out of his wallet? You want them to be neat."

Moving on
Have you ever found yourself networking and just wanting to move on? Time is running out and you really want to speak to a certain someone who could be a great contact, but you're stuck in a circle where someone is going on and on about their holiday to Bali.

Most people feel it is almost rude to just move on. Instead, before you go to the function, prepare some plausible reasons for moving on. If humour is part of how you interact well with people, you could also have a couple of lighter, or even silly, ones up your sleeve.

All experts agree, though, that this is not good to give one of the standard social fibs when you want to make an exit.

"Don't make an excuse about grabbing a drink or needing to use the bathroom," Kennar says. Rather, she advises that you wait for a break in the conversation, maintain eye contact and say something along the lines of: "I've really enjoyed speaking with you. Could you please excuse me while I meet with some other people?" Then, make your exit.

Harwood's advice is to say something like: "This has been fantastic but I need to keep moving on." She says most professionals should keep in mind that in most cases they only have an hour to network.

"If you're in a circle where one person is dominating, just take a step back when they're not looking at you. They won't be offended. Networking is a very fluid activity," she explains.

Some definite no-no's
What things should you avoid doing?

Kennar says it is not a good idea to deliver a sales pitch about your product or service or make judgments, spoken or silent, about whether the person you are talking to can give you business.

Being aggressive and pushy is also not a good idea. "Never 'barge' in on a conversation that others are having. Walk over discreetly and wait to be introduced to the conversation," she says.

Of course, many networking events come with an opportunity to enjoy a glass of wine or bottle of beer, but overindulging can be disastrous, personally and professionally.

There is nothing worse than staggering round a room full of business peers with your shirt hanging out or skirt askew, slurring your words. Remember, it is a work event, not just an opportunity to meet up with mates.

And when it is over...
You have met lots of people, exchanged ideas and are feeling very happy about your networking efforts. What can you do to get the most value out of your efforts?

There are many ways to keep the ball rolling.

Kennar says if you have mentioned an interesting product or service in a conversation you could send that person the web link. The thing to remember, she says, is "to give without expectation and to help that person achieve their goal or solve their problem".

Other options are to call and arrange a coffee, rather than sending e-mails. "Call people you have connected with to say 'hi' without any expectation of doing business immediately," she says.

What is crucial is getting in touch soon after the event, as pretty soon the pile of business cards and faces will all just melt into one and you will forget who they are. And maybe be forgotten.

Keep an open mind
Now all you have to do is get out there, mingle and be yourself. It is important, though, to keep in mind that will not just be focusing on meeting the big personalities and senior figures. People from all walks of life can be interesting, and you cannot know what impact they may have on your business further down the line - unless you make the effort to say hello.

"Have an open mind about who you are meeting," says Kennar. "Don't discount people who you think you may not be able to do business with, as every person has a network and centre of influence and you may be able to assist each other in the future.

"As well as gaining potential business contacts, you can receive a positive shot by sharing stories with people in similar positions. Networking with your peers can provide informal mentoring, support and acknowledgement that you're on track."

Seven networking tips for shy people

For many people, networking is not a normal and easy activity. It is a skill that must be learned and appreciated. In business and life generally, a majority of success comes through talking to others and involving them in your ideas, plans or projects. That is what happens when we network - we connect with others.

Jen Harwood works with many business owners, sales professionals and executives in the area of networking and sales growth, and many of these say they are shy. Here, she outlines seven ways you can overcome shyness and get fantastic results.

1. Be yourself
Shy people become intimidated and nervous because they think a successful networker is the happy butterfly. This is not true. Let's face it, the happy butterfly people love to talk and someone has got to listen to them! Yes, shy people have the advantage in networking as they are usually listening far more than they are talking. So at an event, as people talk and move around, you will be able to hear opportunity, understand what people need and be in a position to do something about it.

2. Set intentions
When you attend a networking event always have an intention. This is vitally important, as it is your own secret mission. Setting intentions can be easy and fun. They can be big and small. The intention you set reminds you the whole time why you are there and compels you to take action to make sure you get it.

3. Pre-event research
You may be shy; however, being stupid and putting your foot in it is a choice! If you want to avoid saying embarrassing things at an event because you have been too overwhelmed by coming to it and are nervous when speaking, do a little bit of research beforehand.

4. Speak up
When you hear in conversation an opportunity or an idea that fits into your area of knowledge or business, speak up. This is your time to say something. It might be a question, statement of fact or opinion. You MUST speak. Being shy does not give you permission not to speak at all; it gives you permission not to be the happy, chatty butterfly networker. 

5. Focus questions
To start conversation, always have several focus questions that you know off by heart that will open up conversation and, more importantly, direct the conversation towards your area of expertise and intention for the event. For example, say you had the intention of meeting three people at an event that you could do business with. Your memorised focus question could be: 'So, what's the biggest challenge you are currently dealing with in your company?' Not every person is going to provide relevant answers to your line of work or interest. They may not be a potential lead but they are going to find out about you and what your expertise is (which is excellent), and you are going to find out some very interesting answers and information about the people you meet.

6. Direct conversation
Many times we get caught up in someone else's story about an adventure, holiday or mishap. While many stories are interesting, there will be times when you are bored, annoyed or frustrated that this one person is talking so much. Learning how to direct conversation is a handy skill, as you can gently move the focus off the other person and create a group discussion or an opportunity for yourself to speak. To direct the conversation, ask a focus question when there is a natural pause in the discussion. Say quietly to the person or group: 'I have a question I'd like to ask. Do you mind if we take the conversation in a different direction?'

7. Use business cards
Business cards are the essential tool for successful networking. Many shy people do not like giving their cards to others because it may be thought to be a 'pushy' thing to do. One way to get around this is to ask the other person for their card first. Simply saying: 'Do you have a card, please?' will work and if they are interested in you they will ask you for yours. The other essential element to business cards to take your business cards with you everywhere you go. 

Jen Harwood is the author of the book The Art of Networking. For more information about Jen's book or networking training workshops, visit www.artofnetworking.com

Networking online
HR professionals or recruiters looking to make contact with potential business partners or referral sources can do so without having to leave their desks.

Online business-specific networking sites are growing in popularity with the likes of LinkedIn (www.linkedin.com) and Australia-based My Referral Network (www.myreferralnetwork.com.au) attracting more and more interest. At last count, My Referral Network had attracted 19 HR and recruitment-related organisations to its network.

Sean Urquhart, who set up the site in September 2007, said the idea came after attending numerous breakfast networking meetings last year. While these were beneficial, he found that he could spend a lot of time attending such events without making a clear connection with anyone.

Urquhart, a partner in a mid-tier accounting firm, said the idea behind My Referral Network was to develop a website that allows people to choose the type of business they want to network with. "What I am really trying to create is a dating site for businesses."

When you join the site as a member, you briefly describe your business, listing any specialisations it has. You then choose your ideal partner by completing the section 'Type of business I want to network with'. "This allows other users to see if they are the right match with your business," he explains.

Contact is easy - members can e-mail other members or use the Chat Forum. 

"Our membership base is predominantly up and down the eastern seaboard. However, it is spreading to other parts of Australia," he says.

"The best part about our site is that it's totally free for all who wish to use it. We do anticipate starting business networking events in coming months for our members. Events such as speed networking seem to be the rage at the moment."