Telephoning an Employer

TELEPHONING AN EMPLOYER

Every contact with a potential employer is an opportunity to impress, so even a one minute telephone conversation can play an integral part in getting a job. If you don't feel comfortable talking on the telephone, you should practise your telephone technique! The following are tips to help you out.

Seven reasons to telephone an employer

Telephoning an employer is necessary when:

· The job advertisement states you must phone for an interview

· You need more information about the position

· You wish to receive a job description (whether or not the advertisement states that one exists)

· You wish to find out the format of the interview

· You are canvassing for jobs

· You are following up a referral

· You think it is to your advantage to make preliminary contact with the employer

Four reasons for employers to telephone you

Many employers will use the telephone to make contact with you, especially if decisions need to be made quickly. If you're in the employment market you can expect a call when employers:

· Have questions about your resume

· Decide to screen a number of candidates over the phone

· Follow up something arising out of an earlier interview

· Invite you to attend an interview

Preparation

Preparation is the key in each of the situations described above. Many people feel anxious about speaking directly to a potential employer, shy about what they have to offer and nervous about knowing how to handle the contact over the phone. There is no fixed formula, but the best possible results come when you are PREPARED. Prepared in this case means:

· Being seated, if possible, with pen and paper at the ready

· Being sure to have the name of the person you are going to ask for, what your call is about and what you want to achieve.

· Preparing questions you wish to ask

· Considering a script - it may not be a bad idea until you are more confident about the process.

· Thinking through what you are going to say, keeping it brief and to the point - don't waffle!

· Having some basic points written down so that you can move through the phone call in a logical and efficient manner

· Minimising distractions during the phone call - choose a quiet and private location

· Being organised and keeping records of the company, name of person you spoke to, brief details of the conversation and date of call - you never know when you may have further contact with the employer

· Speaking with a smile in your voice! Try to sound bright, confident, positive and relaxed.

· Keeping conversation clear - avoid speaking too quickly

· Planning the best time to ring, e.g. early on Mondays may not be best

· Speaking politely to the secretary / office staff. Sometimes you can use them to your advantage by getting them on side! Any negative vibes they have about you, will more than likely be passed on to the employer!

Responding to a newspaper advertisement

Many telephone contacts will be initiated by job seekers in response to an advertisement. In these circumstances:

· Ask for the person nominated in the advertisement. If a name is not provided, ask for the Human Resources Department (if a large organisation) or the name of the person responsible for the position.

· State your name, the job you are interested in and where you saw it advertised

· Ask if there is a job description - it may be better to call again after reading it if you still have queries. If there is no job description ask your prepared questions and take notes.

· If phoning for an interview (e.g. where casual, p/t positions state…"for an interview ring… ") give a brief outline of the qualifications and experience relevant to the job and be prepared to answer questions - they will probably screen you over the phone before deciding whether to take the contact further

· If invited to attend an interview, make sure you record: day, date and time; exact address and directions; who you are to see and their position in the company.

· Always thank them for their time.

Cold calling

Many jobs are gained through cold calling, i.e., job seeker canvassing of employers. Using the telephone in this way you are demonstrating qualities most employers value - initiative and persistence. In order to make the most of cold calling, though, make sure you:

· Tailor the call, not only to you and your background, but also to the organisation. Think carefully about what you have that may be of interest to the employer. Show that you are aware of the nature of his/her business and how you could contribute.

· Identify yourself and the reason for the call

· Ask to whom you should speak, their name and title and ask to be put through (if unavailable, ask when would be convenient to call back)

· When speaking to the correct person, give your name and some brief details of yourself. Try to avoid asking directly for a job - you should get them interested in what you have to offer first. (Refer to handout on networking)

· Request a meeting to discuss opportunities (if appropriate)

· If they are unable to meet with you, or have no vacancies, inquire about openings with other employers

· Check to see if you can use their name as a referral

· Offer to send your resume

· Ask permission to call back later

· Thank them for their time and help