9. Interviewing

B. Getting an Interview

How Do I Make That Killer Call?

Experts in business communication will tell you that next to public speaking, making a phone call strikes fear in the hearts of even the most seasoned executives. They call this phenomenon "telephone reluctance." To overcome this phobia, we've assembled a list of telephone tips. Review these points, plan your calls, practice what you are going to say and start dialing.

1. Say "hello" and acknowledge (and note) the name of person you are speaking with.
2. Tell why you are calling and whom you wish to speak with. If you are conducting a follow up call, quickly describe previous communications.
3. Assess the status of your candidacy, confirming whether your fax or mailed documents were received, and focus on identifying appropriate next steps.
4. Request an appointment for a job or informational interview. Be assertive about this. If the person you are speaking with cannot schedule one, request suggestions for next steps, additional resources or referrals.
5. Thank the person you are speaking with and confirm spelling of all names, mailing and e-mail addresses, phone and fax numbers.

And Don't Forget...

• Never be impolite, impatient, or pushy. You can always call back if you don't get the information or results you expect.
• Stay focused and know what you want before you call. Goal-oriented conversations get the best results. Be realistic about what can be achieved with each call.
• Whenever possible, ask to see or speak with someone "who can tell me about entry level options."
• Always write, e-mail or fax thank you notes.

What if I get an answering machine?

Don't be shy, always leave a message. Ask for "confirmation that you received my resume and cover letter," or for "information about the position recently posted on the Internet." Leave your name and number.

How Do I Develop A Conversation Outline?

Use the above list to develop a "conversation outline," but don't try to memorize a script. Below is a basic sample. Create your own and don't wait until it is perfect to give it a try. The more phone calls you make, the more natural you will become and the easier calls will be to make.

Conversation Steps

1. Say "hello" and acknowledge (and note) the name of person you are speaking with.

"Hello, my name is .... And, your name please?"

2. Tell why you are calling and whom you wish to speak with. If you are conducting a follow up call, quickly describe previous communications.

"I am calling about the marketing assistant position and I would like to speak with the director of marketing, please."

or:

"I saw on the Internet that your firm offers wonderful entry-level sales options. Is there a specific person who could tell me more about these positions? Good. That person's name, phone and fax number is? Does he/she have email?"

3. Assess status of your candidacy, confirming whether your fax or mailed documents were received, and focus on identifying appropriate next steps. Be assertive about this -- request an appointment for a job or informational interview. If the person you are speaking with cannot schedule one, request suggestions for next steps, additional resources or referrals.

"I emailed a resume to ... of your human resources office. Can I speak with Mr./Ms. ...? I would like to confirm that the resume was received and clarify next steps. Ask to see the appropriate person, "I'd like to schedule an appointment with Mr./Ms. ..."

4. Request an appointment for an employment interview or information conversation. If the person you are speaking with cannot schedule one, request suggestions for next steps, additional resources or for a referral.

"Yes, I understand that decisions regarding formal interviews won't be made for a few weeks. In the meantime, could you refer me to someone who is in a sales position? I would like to informally learn about what it is like and ask questions about their experiences. Who would you suggest I speak with?"

5. Thank the person you are speaking with and confirm spelling of all names, mailing and email addresses, phone and fax numbers.

"Thank you so much. You have been very helpful. If I have additional questions, would it be appropriate to call you again? Again, Mr./Ms. .... is the best person to contact and their phone and fax number is... Is that correct?"

Create additional outlines and rehearse with friends and family. Let common sense be your guide, but start now!

Phone Strategies For Getting An Interview

Once you have developed your phone script, you need to know how to use it effectively. Here are more tried and true tips:

Get To the Hiring Authority

You need to get directly to the person who would supervise you. Unless you want to work in the Personnel Department, you wouldn't normally ask to talk to someone who does. Depending on the type and size of the organization you're calling, you should have a pretty good idea of the title of the person who would supervise you. In a small business you might ask to speak to the "person in charge." In a larger one, you would ask for the name of the person who is in charge of a particular department.

Get the Name of a Person

If you don't have the name of the person you need to speak to, ask for it. For example, ask for the name of the person in charge of the accounting department if that is where you want to work. Usually, you will be given the supervisor's name and your call will be transferred to him or her immediately. When you do get a name, get the correct spelling and write it down right away. Then you can use that person's name in your conversation.

Get Past the Receptionist

In some cases, receptionists and secretaries will try to screen out your call. If they find out you are looking for a job, they may transfer you to the Personnel Department or ask you to send an application or resume. Here are some things you can do to keep from getting screened out:

· Call back: Call back a day later and say you are getting ready to send some correspondence to the person who manages such and such. You want to use the correct name and title and request that they give you this information. This is true since you will be sending them something soon. And this approach usually gets you what you need. Say "thank you" and call back in a day or so. Then ask for the supervisor or manager by name.

· Call when the secretary is out: You are likely to get right through if you call when that receptionist is out to lunch. Other good times are just before and after normal work hours. Less experienced staff members are likely to answer the phones and put you right through. The boss also might be in early or working late.

When Referred By Someone Else

It is always best to be referred by someone else. If this is the case, immediately give the name of the person who suggested you call. For example, say:

"Hello, Ms. Beetle. Joan Bugsby, suggested I give you a call." If the receptionist asks why you are calling, say: "A friend of Ms. Beetle's suggested I give her a call about a personal matter."

When a friend of the employer recommends that you call, you usually get right through. It's that simple.

When Calling Someone You Know

Sometimes using your telephone script will not make sense. For example, if you are calling someone you know, you would normally begin with some friendly conversation before getting to the purpose of your call. Then, you could use your phone script by saying something like this:

"The reason I called is to let you know I am looking for a job, and I thought you might be able to help. Let me tell you a few things about myself. I am looking for a position as. . . " (Continue with the rest of your phone script here).

There are many other situations where you will need to adapt your basic script. Use your own judgment on this. With practice, it becomes easier!

Your Goal Is to Get an Interview

The primary goal of a phone contact is to get an interview. To succeed you must be ready to get past the first and even the second rejection.

Ask Three Times for an Interview

You must practice asking three times for the interview! Here is an example:

You: When may I come in for an interview?

Employer: I don't have any positions open now...

You: That's OK; I'd still like to come in to talk to you about the possibility of future openings.

Employer: I really don't plan on hiring within the next six months or so.

You: Then I'd like to come in and learn more about what you do. I'm sure you know a lot about the industry, and I am looking for ideas on getting into it and moving up.

Although this approach does not always work, asking the third time works more often than most people would believe! It is important to learn how to do this, since overcoming initial rejections is a very important part of getting to "Yes."

Arrange A Time

If the person agrees to an interview, arrange a specific date and time. If you are not sure of the correct name or address, call back later and ask the receptionist.

Sometimes an Interview Does Not Make Sense

Sometimes you will decide not to ask for an interview. The person may not seem helpful or you may have caught him or her at a busy time. If so, you can take another approach:

• Get a referral: Ask for names of other people who might be able to help you. Find out how to contact them. Then add these new contacts to your job search network!
• Ask to call back: If your contact is busy when you can, ask if you can call back. Get a specific time and day to do this, and add the call to your to-do list for that day. If you do call back, the employer will be impressed. And she may give you an interview for just that reason.
• Ask to call back from time to time: Ask if you can keep in touch. Maybe the employer will hear of an opening or have some other information for you. Many job seekers get their best leads from a person they have checked back with several times.