Gatekeepers are the individuals in place to provide a manager with that first line of defense against incoming calls.
A pivotal part of the application process is following up to ensure your resume was received by either the right manager or decision maker who will be considering you for employment. Good follow up indicates you really are interested in a position and will set you apart from others who may just be slinging resumes left and right hoping one will stick.
But there’s just one small obstacle between you and whoever may be deciding whether you’re the right person for the job…the gatekeepers.
Gatekeepers are the individuals in place to provide a manager with that first line of defense against incoming calls. Secretaries, receptionists, administrative assistants…it may be frustrating constantly having someone take a message or directing you to a seemingly dead end voicemail.
There are, however, a few tricks and ideas to keep in mind that can score you some leverage when it comes to actually speaking with the individual in charge.
Mindset
Set yourself up in your mind as doing this company a favor by calling them back. Don’t think of yourself as wasting anyone’s time. An assertive mindset will give you the confidence to speak with anyone trying to deter you.
Tone of Voice
When calling, try to avoid sounding overly chipper, friendly or upbeat. You’ll just come off sounding like you’re asking someone’s permission for something and the gatekeeper is there to deny you that permission. Instead, try your request with a lower tone of voice and speak with assurance and even a little authority. You need to come across as though this call is being expected.
Get the Ball in Your Court
When your call is answered, you need to start by introducing yourself and stating the purpose of your call. Not only does this start you off with the right momentum, but you also deny the gatekeeper the chance to label you and subsequently put you off.
Follow up with the introduction by asking who you are speaking with. When the gatekeeper responds, hit back with something along the lines of the following:
“(Use his/her name), I was calling because I had done some online research related to the (insert position here) and I had a couple questions for him/her. I think I may be the right candidate they are looking for. Would you be able to put me through?”
The beautiful part of this is that there is nothing false. Just a bit of clever word play that establishes a professional and business-like tone and purpose for your call.
Practice and Adapt
It may take a few calls to get down a basic script that you are comfortable with. Take notes and jot down what works and what does not. And yes, not all gatekeepers are created equal. Some may be relative softies and others won’t let anyone get through. Don’t be afraid to get creative if necessary and even use a little humor when appropriate. Being flexible in your approach will make you more personable and genuine. Use your script as a guide and not your dogma.
Remain Alert, Collect Information
Even if your goal to reach your target doesn’t succeed, glean whatever information you can to give you an edge when you make that big breakthrough. Ask what the best time is to reach the decision maker, what their schedule looks like, if you’re pronouncing their name correctly, and note if they go by their first or last name. In life, the biggest blunders are often made by ignoring or overlooking small, but vital pieces of information.
Gatekeepers are People, Too
Being rude or sarcastic won’t win you any points with anyone. Even if a gatekeeper is being condescending or rude, remember, they might be dealing with just as much aggravation as you are. Getting them on your side by treating them with a little respect and empathy can increase your chances of getting through to the people that matter.
Remember, this is just as much a people game as a numbers game. Although there isn’t a magic formula for getting through to the people you need, these tips can definitely boost your chances for making it through to whoever is going to decide if you’re the right person for the job.
I used to be a gatekeeper myself. Speaking from experience, the people that I helped out were the ones that called and followed these guidelines. Anyone that tried some clever little tricks or lies to get through to the boss was immediatly directed to a dead end voicemail that was never checked and emptuieed out once a week.
People usually apply for a job and then when they receive a call back they ask, “What job was this?” It is important to be prepared so that when you get past the gatekeepers you are prepared and don’t mess things up. You only get one chance sometimes, have to make the most of it.
Good information! I always feel im being to pushy if I call but this showed me how to do it in a professional manner. Thanks!
Potentially some of the best advice I’ve seen for job seekers. Being the owner of a small business, when we do occasionally hire I definitely put up a line of defense. I welcome follow up and relentlessness when it comes to someone who wants to work for me. I think this approach is often looked over by job seekers as a crucial part of the hiring process.
Great tips in this article. I like the example introduction you provided.
One valuable tip I learned while doing phone sales: when people are nervous they tend to raise the pitch of their voice at the end of sentences. This is the same technique we subconsciously use to distinguish a question from a statement. Here’s an example; read this sentence: “I applied for this job.” If you keep your tone flat or drop the pitch at the end, it sounds certain and authoritative. If instead, you raise the pitch toward the end it sounds like a question (almost like you’re confused as to whether or not you applied for the job — try it again and see). When you’re calling in, be sure to keep your pitch even, or even lower it towards the end of a sentence, like you’re issuing a gentle command. Practice this before you call and in no time you’ll start sounding more confident and sure of yourself, and you’ll be more likely to be transferred to the right person.
I know how hard it is to deal with a snippy and non empathetic receptionist when calling a company. As much as it is someones first line of defense to get snippy right back chances are they will only take note of your voice and name to be even more of a blockade to your ultimate goal of getting through. Breath.. Relax.. and curse about them after you have hung up.
Oh, the Gatekeepers!! I have been one of them from time to time. I have not had to do any job searching in a few years, thankfully, so just remember to always put forth your best effort. Communicate clearly and confidently. There are lessons to learn learned everywhere. Take it all in and apply it where it is needed. You may not get through one gatekeeper but you may learn something that will get you pass the next. I would suggest doing research on the company and position so when you do get passed on to the decision maker you are knowledgeable.