Using the Telephone: Don't Foul-up, Use Quality Follow-up

By Thomas J. Denham

Director

Siena College Career Center

 

After sending resumes and cover letters, the following-up phase, using effective telephone skills, is critical and often overlooked in the job search. Begin by mastering the follow-up process with these pointers:

1. Prepare Before Calling. Know the main purposes of follow-up calls: 1) to give you the opportunity to reiterate your interest in the position and company; 2) to restate your key points; 3) to check the company's hiring needs; 4) to obtain an update on your status in the recruiting process; and 5) to express your desire to arrange a meeting or a formal interview. Resumes and cover letters don't get you hired; only an interview can do that.

2. Practice Overcoming Phone Phobia. Only 10 percent of candidates ever follow-up because job seekers are: 1) terrified of calling strangers and asking for a meeting; 2) too busy and forget; 3) fearful of rejection; and 4) unclear about what to say. Develop a phone script to serve as a guide and avoid a loss of words and essential information. Include in your script such details as who you're calling, who referred you, why you're calling, why you're qualified, and why a personal meeting or interview is mutually beneficial. First, practice with a friend and ask for feedback on your delivery, and then practice with lower priority companies before contacting your target recruiters.

3. Pick Up the Phone. Ten days to two weeks after sending your resume and cover letter, it's time to pick up the phone and contact the employer. Determine the name and job title of the person you need to reach. Be prepared for the unexpected when someone answers; your call might just turn into a phone interview. A company's first impression from your call is just as critical as the first impression they get from an in-person interview.

4. Persist with Polite Professionalism. “I sent them my resume and cover letter. If they want me, they'll call,” is a common job search myth. Unfortunately, busy employers often don't keep you in the forefront of their minds. They expect you to follow-up, and perhaps more than once, as a test of your diligence. If they agreed to get back to you in a week and you don't hear from them, then politely contact them AGAIN the following week to check on the hiring process. Appropriate follow-up will enhance your reputation as a reliable, organized, serious, responsive, and interested candidate. Tenacious candidates don't give up; they persist in calling every ten days to two weeks, reiterating their interest in the position and the company.

5. Return all calls as soon as possible, ideally within 48 hours. Companies assume you're not interested if they don't hear from you. If someone calls you, answer the phone within three rings and let your first words be an enthusiastic “Hello.” Answering machines should have a professional sounding recording. Be assertive and show your initiative to reach your goal of a face-to-face meeting.

6. Perfect the Right Words. What do you say when someone answers? If possible, namedrop a referral in your opening line thereby lending credibility to your call. For example, “After speaking with Mr. X, he suggested I contact you concerning my interest in careers in ______.” Use the names of people you are speaking with to quickly establish rapport and to personalize the call. Make sure you sound professional and confident, courteous, respectful, and enthusiastic to the person with whom you are speaking. Since the employer cannot see you or your facial expressions, the mark you make is based on your articulation skills and your voice tone. Leave out the “ums” when speaking if there is a pause in the dialog. A great resource to help you with this important step is Jeffrey G. Allen's The Perfect Follow-Up Method to Get the Job .

The above is an excerpt from The Last Job Search Guide You'll Ever Need: How to Find and Get the Job or Internship of Your Dreams, which is available for sale for $19.85 in our bookstore or $27.00 at Amazon.com but for free to those who subscriber to our free career newsletter. This hot new book contains job search secrets of the most experienced, most knowledgeable and most respected career experts. Learn career planning, job hunting tools and tactics, interviewing, cover letter and resume writing (lots of samples!), networking, and how to find an internship. Written by 149 career experts. To receive a free copy, subscribe to our free career newsletter.

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