Cold calling a company can be intimidating and daunting. However, as you look for your first job out of school, or a new job, it is often necessary. As the Boom Box Post Office Administrator, I answer all kinds of phone calls and some leave bigger, better impressions than others. I hope to give you some real world advice to help you move your call past the receptionist and onto the next level by leaving a positive impression.
Come prepared
Before calling any company, take a look around their website or social media accounts. Use the information you find to make your questions more specific. A lot of companies spend time and energy making an informative website that can answer many basic questions about applying. This doesn't mean calling is a bad thing, but it does mean you should call with the understanding of what information is available to you and what information you still need.
Order of Information
If you are leaving a message, on top of respect and clarity of speech, another thing to focus on is the order of information. It was suggested to me that the most important information should come first: Name, call back number, and reason for call or specific question. A message should be short but still follow general phone etiquette protocol. End the message by repeating your number and thanking them for their time.
Never underestimate respect
When the phone is answered, speak clearly and with respect for every person you talk to. Respect should be shown through simple things like giving your name and thanking them for taking your call, no matter who you are speaking with. It can also be shown through active listening. If you are calling to ask questions, you want to implement some level of active listening.
Be engaging
Make a point to show that you are retaining the information they are giving you. Always have a way to take notes while you are on the call in case they give you any important names or numbers you should remember for the future.
Leave on a positive note
Ending a call is just as important as starting it. Ask for the best contact information should you have any follow up questions. Saying goodbye is a good opportunity to show that you remember their name. A simple, “Thank you for your time, Kylina, and have a wonderful day.” will do wonders to show your phone etiquette.
And finally wait for both of you to say goodbye before hanging up. In such a modern texting world, this feels like a joke, but in my experience it will set you apart.
At the end of the day the most important thing is that you are remembered in a positive way, a kind word and some extra care on a first phone call is an easy way to rise to the top of hopeful prospective hires. I hope these quick tips help you and good luck on your next professional call!
do you have any phone etiquette tips and tricks? leave a comment below!
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