Setting Interviews On the Phone
Is Easier Than You Think
Effective use of the phone is easier than you think. Of course, some people are
totally confident in their ability to use the phone. However, 90 percent of all
job seekers are reluctant to pick up the phone and make a "cold call."
If you're not experienced in using the phone, believe it or not, it's a mostly
friendly and helpful world out there.
Most executives are courteous and polite and go out of their way to project a
good image of themselves and their company. The same holds true for others such
as secretaries or administrative assistants.
Still, there is a certain misconception that all assistants will keep you from
speaking with their bosses. They do screen calls, but it is part of their job to
make sure that contact is made when appropriate.
The difference between simply making phone calls and "teleconnecting" is very
basic. When you plan to seriously connect, you have specific goals and you use a
standardized procedure for making a large number of calls.
Approaches for
Beginning Your Conversations
The good news approach: "Mr. Ellis, when I heard
about your four quarters of growth ..."
Here, you build a positive
relationship based on specific "good news." Everyone likes to have good things
happen and to hear from others who are enthusiastic about their good fortune.
You can be sure that your message will immediately help to build a feeling of
friendliness and warmth over the phone. This kind of approach can play an
important role in winning extra interviews and getting people to help you.
The third-party approach: If you mention the name
of a third party who knows the person you're calling, it helps to establish
rapport, but it's also helpful even when they don't know each other. The
approach is simple.
It might go like this:
"Bill Regan, a partner with McKinsey, thought I should
get in touch with you. He felt your growth not only suggests a good investment,
but might also indicate a good employment possibility. His insights prompted me
to follow up with you personally. Do you have a moment?"
The specific reason approach: Anyone who has
experience in getting things done can consider using this "specific reason"
approach.
It's straightforward and can go like
this: "Mr. Franklin, I have a `specific reason' for calling you. I know your
line of business and something of the processes you use. During the past 15
months, I have been able to save a company like yours approximately $850,000. 1 would like
to share the details with you. Does your calendar permit a meeting this week?"
The "perhaps-you-can-help-me" approach: This can be
used in any situation. "Hi, Mr. Ellis, I'm Tom Cole. Perhaps you can help me.
After reading the recent Fortune article, I wondered if you could refer me to ..."
If an opening has already been filled, someone can help you meet an executive
elsewhere in the firm. If the individual you contact does not have a precise fit
in his department, perhaps he could help you meet a person in another division.
If you are told that the person you want to speak to is out, the best response
is, "Thanks. Perhaps you can help me. When is a good time to call?"
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Tips for Handling People
Who Screen Your Call
 As previously
mentioned, start by using the name of the person who is the "screener." Once he
or she has been identified, their manner will become more personal.
When asked your name, identify yourself with an organization if possible.
Remember, the more difficult and expert the screener is, the more valuable that person is
likely to be, especially as an ally in your future relationships with the firm.
If you don't get through on your first attempt, and you can't get a suitable
time to call back, suggest a time when you will call the screener back. Until you have established direct contact, don't leave messages.
When you call back, use the screener's name with the receptionist. After
establishing that the person is difficult to reach, try this procedure: "Since
he (or she) is so hard to reach, would you do me a small favor? May I call back
at one o'clock to see if he would be interested in speaking with me for a few
minutes?" If you must leave a message, leave one of potential benefit to the
person you are calling.
Consider reversing your attempt to speak with the decision-maker. Instead, ask
for an internal referral to another line manager in the area in which you might
want to work.
If the screener refers you to HR, get the name of the person to whom you will
be speaking. Call back later for that person or request an immediate transfer.
After a few minutes of discussion, ask two or three penetrating questions
about the firm's needs. When asked difficult questions, those who don't know the
answer are more inclined to refer you to someone.
After a few days, call back the screener and explain that while the HR people
were helpful, they couldn't answer the questions you had in mind.
You may encounter the question: "Are you looking for a job?" The answer might
be: "Yes I am; do you think you could help me? Though I'm employed, a friend
suggested your firm to me."
Or, you may encounter the comment, "We don't have any openings." The response:
"I appreciate a person who is direct; however, I have such a strong interest in
the firm, I really believe that with your recent growth, I could be a great
asset. May I tell you why?"
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How Some of Our Clients
View Using the Phone
"My recommendation to your future clients is to make extensive use of the
phone as a follow-up to all actions. I followed up on direct mail to key
employers, on attractive openings I found on your website, and on most responses
to growth firms and spot opportunities. I was never short of activity, but most
of my interviews resulted from my phone initiatives."
"We were based in Kansas City and wanted to return to California. Your staff
drafted an aggressive marketing plan which targeted Orange County and San Diego.
At first, results were disappointing, but when I started initiating contact via
phone to my best possibilities, and then sending your materials, the results
were night and day."
"I live in Northern New Jersey, where we have many top employers within a
close distance. My experience with the phone is that it is a mental thing for
most executives. Making cold calls basically went against my grain. But, once
you experience some success, it is just like anything else. It took me a while,
but combining a lot of phone work with the information from your website, along
with the resumes you did, is how to open the right doors."
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