Blogging4Jobs

Since I work in the human resource field as a recruiter and HR professional, I am often asked by those in the job hunt how to approach individuals in my own field. Understand that those in the HR industry especially in this current economic climate receive hundreds of calls from would-be job seekers even without a single opening.

Catching a recruiter or human resource professional at the right place and the right time takes a little bit of luck and a whole lot of preparation. Prospective job seekers need to ensure their marketing materials (resume and cover letter) are top notch and specific to the position. My advice to job seekers who desire making meaningful connections with industry professionals, is that timing is everything and preparation is essential in maintaining a professional and polished front.

When approaching HR, do your best to walk in the mile of their shoes and make the most of the moment when doing the following:

• Cold Call. As an HR Professional I get job inquiries daily. Prepare for two separate scenarios either talking live or via voicemail. Be ready for your fifteen second elevator pitch when inquiring about a vacant position. Be direct and to the point respecting the HR Professional’s time. If leaving a voicemail, speak slowing and leave a brief message. Make sure to leave your name at least twice, your phone number, and why you called. The best times to contact someone live is just after the schedule workday begins or just after lunch. These are times when I’m likely in the office just before or after daily meetings and other work-related activities.

• Using Your Network. Email or call those within your network and make them aware of your intentions. Be clear about the type of position you are looking for, benefits, and other items like relocation. Ask for referrals and contact names of target companies. Don’t be afraid to follow up either by phone or email referencing your referral’s name.

• Email. Just like a voicemail, your email to a human resource professional should be to the point and outline your intentions. Attach the necessary marketing materials including your resume and cover letter. Make sure to include your contact information including your email and phone numbers. Make sure to reference the person with whom provided their contact information in your email. I am happy to forward resume and job inquiries to a hiring manager contact if I have a good, personal relationship with the job seeker.

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It seems lately I’ve received a number of voicemails both at work and on my cell from customers or candidates that leave out important information when leaving a message. Here’s a quick best practice for voicemail.

1. Know the name of the person you are leaving a message for. Sounds simple, right? I think so too. You won’t believe the number of people who leave a message for someone named Jennifer on my voicemail. Hello, my name is Jessica. What’s the impression you’d like to leave your recruiter with?
2. Repeat your name and phone number twice during the call. I receive a large number of messages where I can’t hear the name of the person leaving the message or their phone number because of the wonders of cell phone technology. Your message should be something like, “Hi, Jessica. This is Sharon Andrews. You had left me a message about scheduling a phone interview for later this week for the Accounting position. Please contact me at 405.222.3200. Once again my name is Sharon Andrews at phone number 405.222.3200.” Brilliant!!
3. Practice your message and keep it brief. 15-20 seconds at most. Often times I’ll have 2o messages when I arrive to work on any given day. Be respectful and keep your message short, professional, and to the point.
4. Talk slowly and enunciate your words. You are not in a race. Talk confidently and professionally. Show energy & enthusiasm. My mom used to tell me to put a smile in your voice. And you should too!!
5. Phone Stalking is a no no. The wonders of caller id have allowed me to see who has called me and how many times. Be respectful and leave a message. Don’t call 25 times (yup it’s true) in ONE day! Often times I am out of the office for the day or in meetings and don’t get to returning candidate calls until the afternoon of the following day. A message every other day is just fine.

You’ve submitted your resume and the waiting game begins. How does one follow up that the resume was received, the position is still open, or if you have questions about the position? A well-trained receptionist will take messages for any calls he/she believes are regarding an open position. First, understand that HR Professionals are busy people and contrary to what you believe, we are not waiting for your call. Don’t treat them as such. On an average day as a recruiter, I would receive 30-100 calls about an open position. My gatekeeper or receptionist was trained to take messages and ask questions about who was calling when the caller asked for Human Resources.

So how do you make contact?

A method I have used in the past is very simple. You can use it two different ways. Make a call to the company and say the following, “How are you today? Can I speak with Joe? I had another question for him. This is (your name).” To the gatekeeper it sounds as though you already know this person and they will put you through to Joe. Once you get ahold of Joe, tell him you were mistakenly transferred to him and was trying to get ahold of someone in Human Resources. Bingo!! You’re in.

Another common method is to call, speak to the receptionist, and ask to speak to a generic department like Accounts Payable or Safety. Typically, this department receives many calls and are not guarded by a gatekeeper. Once you are transferred to this department, let the person know you were mistakenly transferred and wanted to speak to someone in HR.

Speaking to a HR professional for the organization you are looking to work for takes a little work like I explained but alot of luck. Chances are that person is away from the phone. Leave a message, sound professional, practice your script prior to calling. Don’t phone stalk!! No more than 2 calls a week. Did I mention be professional and practice??

Next week. . . Spell Check is your friend!!!