Your follow-through in this case? "I understand, Mr. Brooks. Could you send me some information about your department's role in the project—and perhaps about its other activities? It sounds like an interesting place to be."
That's another 5 seconds, but what a powerful move on your part. You have just created a space that would be difficult for your prospect not to fill. And you have also planted another suggestion with your capper: "an interesting place to be."
Think about it. You have expressed understanding. Not bad. You have kept the focus on your interest in the project, even better. And you have parlayed that into a request for information—not only about the project but also about the department as a whole. Better yet. Your ending? A seed well planted.
Your prospect is highly unlikely to say no. In fact, job seekers have told me that some prospects have reversed themselves at this point and scheduled either a phone appointment or a visit. So be prepared once again. Have your calendar handy.
Since you may not be so fortunate, be prepared to close the conversation before Brooks has time to ask you too many more questions. Suggest that you would be pleased to give your mailing address to his secretary rather than take up any more of his time. Either you will be transferred to the secretary or Brooks may take down the information personally.
Either way, you have done well. You have another reason to follow up, and you have information on which to base a future contact. Keep in mind that this prospect is not in your ''hot" file, however. You just want to keep the pot simmering as you devote more attention to other and more likely potential employers.
When They Call You
If your prospective employer calls, he or she may try to reach you at home or at the office. Regardless of where you receive the call, here are some points to keep in mind:
- Most prospective employers will call you at home, and they should, unless you have given them specific permission to reach you at the office.
- Phone calls, by their very nature, are interruptions. You have the right to tell a caller that you are in the middle of something, ask for a name and phone number, and offer to call back within a specified period of time.
- You also have the right to ask what the call is about. No one can be expected to commit to memory the names of everyone to whom letters have been written. If the caller doesn't offer the information and you are not certain whether he or she is one of your prospects, ask.
- Call back. According to some studies, the person who initiates the call has more control over how the call proceeds and the recipient has less say about how and when the call is terminated.
- Keep a note pad handy. Write down the caller's name (even if you have to ask for its spelling), the name of the organization, and the nature of the questions you are asked.
- You too have a right to ask questions. Know ahead of time what you might want to find out during the screening call.
- Keep the conversation short. Don't reveal more than you have to, or you may not be invited to an interview.
- Have your calendar near the phone. You want to sound organized from the start. If you have any activity tentatively scheduled for the suggested date, particularly if it's a function involving your present position, say so and negotiate another date. You don't have to give reasons or excuses; just suggest an alternative date and time. By taking the initiative, you demonstrate another of your managerial skills. You control your own life.
If a caller were to try to probe you with interview questions while you were at your office phone, he or she could place you in even further jeopardy. Should that happen, simply say, "I'm not prepared to discuss that at the moment. Could I have your phone number so I can call you at a better time? Four-thirty on Thursday would be good for me. Is it for you?"
Regardless of how you feel about the intrusion, stay calm. The caller's discourtesy, disrespect, and indiscretion reflect on him or her, not on you. So be patient, but remind yourself to check this out in your next conversation—which you will initiate.
