You're no doubt thinking, you've covered receptionists and bosses, but what about the secretary? What happens when a secretary takes my call? Everybody knows that the secretary can control the draw bridge to the castle.
No matter how skilled you may become contacting and talking with employers, a few roadblocks will be thrown in your way every once in a while. Usually it's the same two or three, and they invariably involve the secretary. They are really no big deal, if you are prepared for them.
Follow the "Make a Friend" rule when talking to a secretary; treat her with respect and make her your friend. Don't try to bull doze her, end-run her, deceive her, or "honey" her to death.
No. You do not want him to call you. He could very well catch you at a bad time. You want to be psychologically prepared when you speak with him. You want to be ready to use the sales approach you have worked on. Or he might have to call back several times only to discover you're looking for a job. When he learns he has spent valuable time repeatedly calling someone looking for a job you'll not be one of his favorite people. But, you risk alienating his secretary if you reply to her question with an abrupt "no." What can you do?
Here is an excellent way to respond to this common question.
This response works so well it's one of the few job search techniques you should memorize word for word:
You: Thank you. I appreciate that. Who am I speaking with, please?
Secretary: This is Mrs. Murphy, his secretary.
You: Mrs. Murphy, I'm going to be away from my desk most of the day.
He probably wouldn't be able to get me if he called. Perhaps you'd be kind enough to suggest a good time for me to call back?
And you know what? In almost every instance she will!
Secretary: You might give him a try first thing tomorrow morning.
You: Thanks, Mrs. Murphy. I appreciate your help. I'll give him a call at that time. Bye.
Analyze this approach. Why does it work so well?
It works because you obeyed the "Make a Friend" rule for dealing with secretaries. You treated her politely, with respect. Review how many polite expressions you used without being obvious or obnoxious. You took the first steps in making her your friend. You treated her politely and you addressed her by name. Notice how skillfully you were able to call her by name without being transparent or obviously phony.
She has suggested a time to call back. What do you say when you call at that time?
Secretary: Mr. Andersen's office. Con I help you?
You: Mrs. Murphy? This is. I talked with you on _. You suggested that I give Mr. Andersen a call at this time.
Notice that you opened the contact by calling her by name.
Then you reminded her that it was she who told you to call back at this time, subtly shifting the responsibility for your being able or unable to talk with the boss onto her shoulders.
In all probability, he'll still be unavailable when you call back as suggested. Bosses are busy people. She might very well have to suggest another time or times for you to call back.
The more times you call unsuccessfully, the better you get to know one another and the worse she feels about your being unable to achieve your goal.
She may even go out of her way to help you.
Secretary: (Calling you by name.) I feel terrible about your having to call back so many times. If you promise not to tell him I told you, why don't you try calling back before eight thirty in the morning? I'm not in that early but Mr. Andersen is. If you let the phone ring he'll most likely answer it. But don't tell him I told you that!
Sometimes a secretary is under strict orders to screen all calls. If this is so, she will attempt to qualify your call so that she handles it correctly:
Situation #2
Secretary: Mr. Andersen's office.
You: This is_ from_. That's spelled_. Mr. Andersen, please.
Secretary: May I tell him what this call is about?
You: Certainly. (Politely) Who am I speaking with, please? (The beginning of a possible friendship)
Secretary: This is Mrs. Murphy, Mr. Andersen's secretary.
You: Thank you, Mrs. Murphy. I'm calling to arrange a get-together with Mr. Andersen.
Notice that you did not say you were looking for a job or trying to arrange an interview. Refrain from using expressions connoting job seeking. Using search related expressions is a great way to invite a quick phone transfer to Personnel. Sure you are calling to get an interview, but just don't call it that. Use "get-together" instead.
Perhaps you will be connected. It is just as likely however, that she will say:
Situation #3
Secretary: May I tell him (or he would like to know) what this get-together is about? You've reached the court of last resort. You're obligated to tell her you're looking for a job. Unless of course you come up with a better truthful response. But, you still don't say you're "looking for a job." Another response could be:
You: I'm calling to talk with Mr. Andersen about career opportunities with Coxson Manufacturing. (If you can, add a line such as ... I'm a close friend of a former business associate of Mr. Andersen.)
The secretary may put you through now, but there's a good chance she will still try to screen your call.
Secretary; Mr. Andersen isn't available. Could I help you with something?
You: I would really like to meet Mr. Andersen to give him my resume. Can you tell me a good time to stop by?
If you can't meet the boss, meeting the secretary and giving her your resume, especially after you have treated her with politeness and respect, is the next best thing.
