During the day when a secretary answers, you'll have to react to what she says. For example, in some cases she may put you through to Mr. or Ms Executive without asking questions. More likely she will ask, "Who shall I say is calling?" When you tell her, she'll probably ask, "What is this in reference to?"
Your response: "I told Mr. E I would call him today in reference to a letter I sent last week." Sometimes this will get you through to Mr. E. If the secretary persists, which she may do because it is her job to screen calls, say politely, "I sent Mr. E my resume last week and told him I would call him today." If you can say you mailed it because a friend of Mr. E suggested you do so, so much the better.
You may get a "One moment, please," while she checks with Mr. E. Many times you will get through, but sometimes you will not. The important point here is to always be polite.
You are not trying to trick the secretary because he or she is the one who decides whether or not you talk to Mr. E, like it or not. If you conduct yourself in a pleasant, courteous manner, you won't alienate this person.
Our experience in making these calls is that most secretaries are polite and helpful. It is imperative when making such calls that your manners be impeccable. It is also important to realize that many executives attend office meetings or travel so that they aren't always available. Sometimes a secretary will say Mr. E isn't in, and ask you to call back next week. Or she may tell you Mr. E says there are no openings now. In this case thank the secretary for her help and ask if she knows of any potential future openings in her company or another company. Many good job leads have come from secretaries who were asked this question.
Don't be shy about making "cold" calls. They can be difficult, and the odds are against you, but they can also bring results.
This doesn't mean going through the phone book making random calls. They should be planned so that you are calling a specific person who has the authority to hire. If you're wary of making cold calls, prepare a script of what you plan to say.
You don't have to read it word for word, but use it as a guide. The person on the other end of the line is unpredictable. He or she may quickly end the conversation. Conversely, something may be said that will give you an opportunity to state your case and lead to an interview. A cold call is somewhat akin to making a speech to an unfamiliar audience. You have to get the audience's attention and then deliver your message.
The telephone gives you another opportunity to make your case and get an interview. Used with style and imagination, it can be a creative tool.
Telephone interviews are being used by a growing number of small companies to screen job candidates. Consequently, it is important to develop a winning phone personality. You must be businesslike and friendly, speak in a relaxed voice, using good English, listen carefully to what the interviewer says, and follow up with a thank-you note. Here are four rules to follow: (1) call a specific individual; (2) call with a purpose; (3) know what you are going to say; (4) have a closing or clincher to end the conversation.
A Cold-Call Script You Can Use
Here is a sample script you can use to suit your needs for a cold call.
"Hello, my name is Jack Kramer. I’d like to talk with Mr. Ogden, please."
"May I ask what this is in reference to?" "It was suggested that I call Mr. Ogden about the marketing manager's position with your company."
"One moment please."
"Hello, Ogden here."
"Good morning, Mr. Ogden. This is Jack Kramer. Fm calling about the marketing position that is open with your company."
"Well, we do have a position open. What experience do you have?"
"Mr. Ogden, I have more than fifteen years' experience with the Major Marketing Company. I created, planned, and implemented a number of award-winning campaigns at Major Marketing. My most recent campaign resulted in a 4 percent increase in market share and a 9 percent increase in sales. From what I’ve learned about your company, the position you have open seems particularly suited to my experience and qualifications. I would very much like to meet you to discuss this position. Can we set up a meeting later this week, at your convenience?"
"No, this week is out of the question. Why don't you send me a copy of your resume."
"Mr. Ogden, I took the liberty of putting one in the mail to you yesterday, as soon as I heard about the marketing manager's position at your company. Why don't I call you the week after next, after you have had time to look over my resume?"
"Fine, Mr. Kramer, call me Wednesday, the week after next."
There you have it. The job hunter made his cold call after learning about the job and getting the name of the person responsible for hiring. From this information he was able to give a brief but informative rundown of his experience and how it would fit in with Mr. Ogden's company. The clincher was to get an interview or have Mr. Ogden read his resume.
Under the circumstances, Kramer has put himself in the running for the job when he calls and gets his interview.
