Job Search Telephone Etiquette

Using the phone is the most efficient way to keep the momentum going in your job search. Much of your communication with prospective employers will be conducted over the telephone.

You probably would not send out the first draft of your resume, yet you might use the phone without a second thought. Preparing for phone conversations keeps you from omitting important information and reduces stress that can make your mind go blank while talking. There are two typical phone scripts included here for you to use as models for your own script.

Underline and memorize key words in your script so you don't need to read from it directly while you are on the phone. Using key words as prompts will keep you from sounding rehearsed.

Think things out before you call so you can speak clearly and enthusiastically. Weave a conversation with the person on the phone and leave room for his or her comments. Don't talk for more than sixty seconds without involving the listener. Ask questions early to get a positive response and to maintain the flow of the conversation. Establish rapport and mutual interest. Start with low-priority companies before calling your most desired prospective employer so you can iron out any kinks in your delivery.

When making appointments over the phone, keep a calendar handy. Don't tentatively say, "Oh, anytime." Determine options ahead of time. Choose the time and respond without hesitation. You might say, "Tuesday afternoon or Friday morning would fit my schedule. How does that work for you?" Barring a genuine emergency, don't change appointments. You don't want your name recognized as the one who messed up the schedule. As you may have noticed by now, success in your job search hinges on projecting self-confidence.

If you are uncertain of yourself, it might be helpful to keep notes and positive affirmations in front of you to keep you upbeat. Or, envision having played racquetball with this person every Thursday morning for the last five years. Because your voice can quickly betray your insecurities, sufficient mental preparation is crucial to effective telephone communication.

Useful Telephone Techniques

Get organized. Write down any information you will need while speaking on the phone, including:

Recognize the importance of the gatekeeper (the person who stands between you and the person to whom you wish to speak)

Have a reference sheet on:

Voice Mail

When leaving a message on voice mail, enunciation is important. Remember to speak slowly and precisely so it's easy for those receiving the message to hear your name and number clearly.

The following is a possible voice mail script:

"Hello, my name is Piper Jones. I was referred to you by (__________). I'm interested in speaking with you about employment opportunities in (name of industry). My phone number is (__________)."

Phone Tag

When playing phone tag, leave a message and state the time you will be by the phone so they'll know when they can reach you. Or, to maintain control, say that you'll call back rather than waiting for them to contact you. Be persistent.

Practice Phone Scripts

Practice Script #1

You are setting up a networking interview with a manager who was given to you as a referral. Remember:

Practice Script #2

You sent a resume to this company more than seven days ago. You want to know the status of your application and set up an interview. Remember:

Daily Phone Assignment When Conducting a Job Search

 

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