A Student's Guide to Calling Employers

Making that first phone call to an employer can feel daunting, but it's a valuable skill that can set you apart. Whether you're following up on an application, enquiring about an advertised position, or networking, a well-placed and professional phone call can make a positive and lasting impression. This guide will equip you with the knowledge and confidence to make effective phone calls to potential employers.

Why Call? The Benefits of Picking up the Phone

In today's digital age, you might wonder if a phone call is even necessary. While emails are convenient, a phone call offers unique advantages:

• Shows initiative: It demonstrates your pro-activeness and genuine interest in the opportunity.
• Personal connection: It allows for a more personal interaction than email, helping you build rapport.
• Quick answers: You can get immediate responses to your questions, unlike the potential delay with emails.
• Leave a memorable impression: A confident and articulate phone call can make you more memorable than a name on a CV.
• Gauging interest: You can often gauge the employer's interest level through the conversation.

Preparation is Key: Before You Dial

Thorough preparation is crucial for a successful and confident phone call. Here's what you need to do:

1. Define Your Objective: Clearly understand why you are calling. Are you:

   • Following up on a job application?
   • Enquiring about a specific job posting?
   • Asking for information about potential opportunities?
   • Networking and requesting an informational interview? Having a clear purpose will guide your conversation.

2. Research the Employer and the Role: Before making the call, do your homework.

   • The company: Understand their mission, values, recent projects, and the general industry they operate in. This shows your genuine interest.
   • The role (if applicable): Thoroughly review the job description and identify any specific questions you have.
   • The contact person (if possible): If you know the name of the person you need to speak to (e.g., the hiring manager), use it. Otherwise, plan how you'll ask to speak to the relevant person. LinkedIn can be a useful tool for finding this information.

3. Prepare your talking points (and maybe a script): Outline the key information you want to convey and the questions you want to ask. Consider creating a brief script for the beginning of the call to help you stay on track and sound confident. Here's a basic structure:

   • Introduction: Your name, your purpose for calling, and where you are a student (if relevant).
   • Briefly state your interest/connection: Refer to the job application, a specific job posting, or a mutual connection.
   • Ask your questions: Have a list of well-thought-out questions prepared.
   • Express gratitude: Thank them for their time.
   • Next steps: Politely ask about the next steps in the process or if it would be okay to follow up.

4. Anticipate questions: Think about what questions the employer might ask you. Be prepared to briefly and confidently explain your interest, relevant skills, and availability.

5. Choose the right time to call: Avoid calling during busy times like lunch breaks (typically 12 pm - 1 pm) or at the very beginning or end of the workday. Generally, mid-mornings (10 am - 12 pm) or mid-afternoons (2 pm - 4 pm) on weekdays are considered good times. Consider the employer's time zone if they are in a different location.

6. Find a quiet environment: Ensure you are in a quiet place with good phone reception, free from distractions.

7. Have your materials ready: Keep your CV, the job description (if applicable), your prepared notes/script, and a pen and paper to take notes handy.

Making the Call: Professionalism on the Line

When you make the call, remember to maintain a professional and polite demeanour:

1. Dial with confidence: Take a deep breath and dial the number.

2. Professional greeting: When someone answers, greet them professionally. For example: "Good morning/afternoon. My name is [Your Name]."

3. Ask for the correct person (If Necessary): If you don't have a direct number, politely ask to speak to the relevant person or department. For example: "Could I please speak with the hiring manager for the [Job Title] position?" or "Could you please connect me with someone in the Human Resources department regarding job opportunities?"

4. Introduce yourself and your purpose clearly: Once connected with the right person, re-introduce yourself and state the reason for your call concisely. Refer back to your prepared talking points.

5. Speak clearly and professionally: Enunciate clearly, speak at a moderate pace, and maintain a polite and enthusiastic tone. Avoid using slang or informal language.

6. Listen actively: Pay close attention to what the employer is saying. Don't interrupt. Take notes on important information or instructions.

7. Ask your prepared questions: Ask your questions in a logical order.

8. Be concise and respectful of their time: employers are busy. Get to the point quickly and be mindful of the length of the call. Aim for a call that is informative but not excessively long (typically 5–10 minutes for an initial enquiry).

9. Handle voicemail professionally: If you reach voicemail, leave a clear and concise message. Include your name, the reason for your call, your phone number, and a polite request for them to call you back. Speak slowly and clearly when leaving your number. A sample voicemail: "Good morning/afternoon. My name is [Your Name]. I'm calling to follow up on my application for the [Job Title] position. My phone number is [Your Phone Number]. I look forward to hearing from you. Thank you."

Common Mistakes to Avoid: Learn From Others

• Calling without preparation: This often leads to a disjointed and unprofessional call.
• Sounding unsure or nervous: While some nerves are normal, practising beforehand can help you sound more confident.
• Asking questions that can be found online: This shows a lack of research.
• Being too demanding or entitled: Maintain a polite and respectful tone throughout the call.
• Talking too much or interrupting: Allow the employer to speak and listen attentively.
• Calling at inappropriate times: Be mindful of their working hours.
• Having distractions in the background: Ensure a quiet environment before making the call.
• Not having your information ready: Fumbling with your CV or notes sounds unprofessional.
• Forgetting to thank them: Always express your gratitude for their time.
• Not knowing what you want from the call: A lack of clear objectives can make the call unproductive.

After the Call: Following Up Effectively

1. Take notes immediately: Right after the call, jot down key information, the name of the person you spoke to, and any next steps discussed.

2. Send a thank-you email (optional but recommended): Within 24 hours, consider sending a brief and professional thank-you email to the person you spoke with. Reiterate your interest, and thank them for their time and the information they provided.

3. Follow Up (if appropriate): If you discussed a specific next step or a timeframe for hearing back, make a note of it and follow up politely if you haven't heard anything by the agreed-upon time.

Conclusion

Making phone calls to employers is a skill that improves with practice. By preparing thoroughly, maintaining a professional demeanour, and following up appropriately, you can use phone calls as a powerful tool in your job search or networking efforts. Don't be afraid to pick up the phone – it could be the call that makes a difference!