Effective Telephone Techniques

You will use the telephone for cold calling, contacting referrals, answering ads, following up on interviews, and sometimes even the interview itself. Knowing how to use the telephone effectively, keeps you from making costly mistakes.

Telephone Tips
Write a script. Your script should include the name of the person you are calling and your relationship to them (perhaps a referral), the purpose of your call, and what main points you need to discuss. The script will keep you on track and minimize the chance of forgetting some important information.

Identify yourself immediately. Never assume the person will remember who you are so remind them how you know them.

Ask "permission" to interrupt them. Find out if this is a good time to call. If not, schedule a better time and try to get a direct line or extension to avoid the telephone operator.

Eliminate all distractions: Turn off the radio, television or anything else that can distract you. Call from a quiet location and avoid using a cellular telephone. You don't want to be cut off in the middle of a conversation.

Listen Carefully. Be aware of the person's tone of voice to determine how willing they are to help you, take notes to capture important information. Listening Tip to use throughout your job search:

L         let others speak
I          intend to "hear" what they are saying
S         speak when it is your turn
T         talk with them, not at them
E         enthusiastically respond when appropriate
N         never speak when else is talking

Your Voice
How you use your voice is more critical over the phone because the person is not able to "connect" with you visually. You have to project your whole personality through your voice.

Smile! When you smile it communicates confidence and friendliness.

Speak Clearly: Slow down and enunciate, especially if you have an accent. Stand up to project a stronger, more confident voice and image.

Dress Professionally: Yes, the way you are dressed affects the way you present yourself. In addition, you will be ready if the person invites you to meet with them right away.

Incoming Calls
In today's job market employers call candidates at all times and on all days. Here are some ideas on how to prepare for the call coming from the employer.

• Have your job search files available. If you are caught off guard, ask the employer to hold for a minute while you change rooms or phones. This will give you a minute to locate your job search paperwork and collect your thoughts.
• Have a message pad ready, complete with guidelines in case you are not the one who answers the phone. Communicate with your family members what information they need to record.
• Do not have small children answer the phone.
• Have a professional outgoing message on your answering machine/service.