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You rang?; Calling a potential employer not always taboo

By Kristi Elliott, Source: Tribune Media Services

“No phone calls, please” is a tagline so frequently seen on want ads, many job applicants won’t even pick up the phone if the phrase isn’t included.

Many experts see this as a mistake, saying judicious use of the telephone – even if the job posting advises no calls – can help an applicant stand out.

“There’s a fine line between committed and desperate,” says Karen Kahn, author of “Flight Guide for Success” (self published, $25). “No calls doesn’t mean no calls, it simply asks applicants to respect the initial application process outlined in the job description. Calling is important – after you have applied.”

Steve Seeman, vice president of public relations firm Makovsky + Company, agrees, saying the protocol the hiring company outlines in its job ad should be followed as much as possible.

“If the posting requests e-mailed applications, do so – and always include a focused, targeted cover letter which goes beyond boilerplate,” Seeman says. “End your cover letter by stating that you will follow up this e-mail with a phone call, and state the day that you will be calling – and call on that day!”

Making a phone call to a person in human resources who actually has little say in the hiring process is to be avoided, however. Job seekers must be creative in tracking down specific contacts within the company who will be doing the interviewing and making the hiring decisions.

“Try to reach the hiring manager instead of Human Resources; the hiring manager will probably have a greater interest in filling the position quickly and could appreciate your sense of urgency more,” Seeman says. “In addition, even if the hiring manager has to refer you back to HR, the recruiter will likely feel more inclined to accommodate you since you were referred by an executive in the company.”

Dial it up a notch

In addition to simply making sure the hiring manager received a resume, it’s important to be prepared to dive into an impromptu interview.

“If you get the right person on the phone, they are more receptive to specific and relevant information they want to know about you, so within five minutes of quick discovery you may find a common ground, and next thing you know you are in a full-blown telephone interview,” says Shawn Desgrosellier, president of Vitality Group Executive Search. The best way to ensure this happens is to use your network to make a direct contact within the company. If a contact of a contact on LinkedIn happens to work at the company to which you’ve applied, use that network to establish a contact with the hiring manager.

Once the proper person has been identified, it’s time to prepare a stump speech.

“Have your pitch written down, with the opening lines typed out, word for word, and the rest in bullet points,” says business strategist and author Vaughan Evans. “Start with a statement that is memorable — a short sentence that the person on the other end is not likely to forget or get mixed up with someone else.”

Evans suggests having something interesting, useful or amusing to discuss.

“Try to steer for some follow-up action, enabling you to contact her again the next day or week,” he says. “You may refer her to some interesting article during the conversation and then e-mail it to her later.”

Also, don’t lose sight of the ultimate goal, which is to schedule a face-to-face interview.

“Attempt to have a stop by meeting – i.e. I am in the neighborhood and would like to drop off my references – and that way you can put a face with a voice,” says Desgrosellier. Make sure you let the hiring manager know it’s just for five minutes, noting you recognize they’re short-handed and probably very busy.

Sound important

Being prepared to talk about the industry and your place in it is important. Evans says making sure your voice exudes confidence is another crucial element to calling a hiring manager.

“Psych yourself up,” he says. “Clear your throat and get your voice warmed up. Look around your office at your achievements and give yourself a compliment. Say something silly or irreverent out loud to lighten your mood before you call.”

Evans also suggests standing up, as it will enable the voice to carry more energy and authority.

“Imagine going to the theatre and seeing all the actors delivering their lines sitting. You’d soon be yawning,” he says. “The same is true for the phone. Don’t let your client nod off.”

Finally, choosing the right time to call when you’re more willing to be heard is an important element when placing a follow-up call. Some experts recommend calling early or late, so you catch the hiring manager before they’ve gotten too busy or after they’ve already winded down for the day. Others see calling early as an intrusion into the hiring manager’s personal time.

Consider that hiring managers may have a flood of work that came in over the weekend that they have to do on Monday and that they’re using Friday to frantically finish any last-minute deadlines for the week. Calling midweek at a time that is traditionally not as busy in your industry will ensure the greatest chance of being heard.

© 2009, Tribune Media Services