8 Ways to Rock the Job Hunt Process: Phone Etiquette Edition

As a job seeker, calling someone (you don’t know from a bar of soap) to ask for a job can be daunting at best – but as a HR Professional working within recruitment I must emphasise there is one thing I do not want to hear when I pick up the phone – “Hi – How are you?”.

The problem with this question is not that you are asking how I am when you probably have never spoken to me before. The issue actually lies in the fact this statement is repetitive and heard day in day out, it becomes monotonous for a recruiter to hear when they take on average 30 calls a day from job seekers.

Quite often a job seeker will ask this simple question before they even introduce who they are. If a recruiter picks up the phone and doesn’t know who you are, they are unlikely to be engaged to answer the ‘how are you?’ question. The hard truth is that as much as you’re probably not even interested in knowing the answer, they don’t want to answer this question.

Please stand out from the rest! On average a recruiter will receive 250+ applications per job ad. If you are a job seeker competing for your ideal role it is important to be educated on Job Seeking Phone Etiquette, this will help in standing out from the crowd.

The Golden Rules of Job Hunting Phone Calling;

First impressions count, so please embrace these simple Phone Etiquette steps to win over your recruiter on first contact:

THE WARM UP – OR PRIOR TO ‘THE CALL’:

1.           Find a Quiet Corner

Avoid distractions and background noise when you’re conducting phone calls as a job-seeker. This includes finding a quiet space away from televisions, radios, barking dogs, screaming children or any other noisy activities. Do not call your recruiter whilst you are driving, even if it is bluetooth. Focus on the phone call and shows respect for the interviewer’s interest and time.

2.           Dedicate Time

Set aside time to make phone calls about jobs and prepare for it. Ensure your personal needs are met before making that call, use the bathroom, then make sure you’re not hungry by eating a snack. Don’t be distracted by these needs when you’re on the phone as we can tell.

Keep a bottle of water with you in case you get thirsty during an interview, there is nothing worse than a parched throat from the nerves. Lastly make yourself comfortable in a chair and have a pen and paper handy to take any notes.

3.          Practice Makes Perfect

Have phone etiquette as a job seeker by preparing yourself for any questions the job interviewer might ask you. Prepare a list of possible questions, then jot down your potential answers and practice delivering these answers with confidence.

Include questions pertaining to your past job experiences, what skills qualify you for this job, or why you want to work for the company?

Confidence is key – If you don’t believe in your own abilities, why would I? Sell yourself and your capabilities to me. What makes you different to everyone else who has applied?

MAKING THE CALL:

4.           Introduce yourself.

One of the most important phone skills for job seekers is to always identify yourself and say why you’re calling. Tell the person you’re calling or the receptionist your full name, the job you’re calling about and where you heard about the job opening. This will help the receptionist connect you to the right person and make you appear prepared and poised.

For example open your conversation using this;

Hi this is Joe Bloggs calling about the Trade Assistant position advertised on LinkedIn…is this an OK time to speak?

Await the response and progress the conversation accordingly.

5.           Be Prepared

If you are calling in regards to a job, please be ready to hold a phone interview at the time you call. A good recruiter will take the time to screen a candidate over the phone before offering the option of a face to face interview.

As a job seeker have your resume, list of references and a list of questions for your interviewer about the company and job position close by when you make the initial call.

Within the initial conversation it becomes obvious if you are someone we may be able to assist further.

6.           Be Professional

Speak in a courteous, professional tone when you’re conducting a phone interview as a job-seeker. Use complete sentences, address the interviewer or company representative with the proper title and avoid slang or cuss words.

It might be tempting to be more casual in a phone interview since your interviewer can’t see you, but you should consider this phone call your first impression and remain professional and courteous.

7.           Leaving a Voicemail / Message;

If you leave a message, whether voicemail or with receptionist, always leave your name and number twice…name at beginning and end of message and number twice at end of message (repeated back to them). Say your message slowly and carefully so when your message is received notes can be jotted down without having to replay the message. Let them choose when to call you back by stating in the message “please give me a call at your earliest convenience.”

FOLLOWING THE CALL/MESSAGE:

8.           Follow up.

If you have to leave a message for a representative to call you back at a later time give them a courteous call back about a day later.

Send a thank-you email if you’ve had a successful phone interview to leave another good impression on the interviewer and show your appreciation for the interviewer’s time and attention.

Having said this please do not bug recruiters constantly because if they need someone with your skills, they will call you. They might not have an opening right away that fits your qualifications, but if they do, they will call you.

Let the recruiter do their thing. They will contact you once feedback is received from their Client.

On a non-phone related note it is important you are only applying to the openings that fit your skill set. Follow the job ad directions and make sure you fit the minimum criteria before applying or calling, rules are implemented for a reason. We do not want to waste your, or our, time.

Remember Practice makes perfect! It takes courage and confidence to make a phone call to someone you don’t know, following these steps will make it that bit easier and will guarantee a more receptive audience and may even land you the job!

– Written by Amber Winfield | Stakeholder Engagement Coordinator – Tecside