There is one technique you can use to speak with the executive directly, without talking with the secretary. Do not ask to talk to the executive after you have obtained his name from the receptionist. Instead, call several companies and compile a list of executives' names. Then do your calling after five o'clock. By this hour many secretaries, but not their bosses, have headed for home. Of course, this will not always work. Some executives will be gone after five and some secretaries will still be at work.
Dealing with the Secretary
Once you have the PE's full name, you can use professional techniques to deal with his secretary. Always speak with confidence and say, "Good morning. Jim Jones, calling for Bob Smith. Would you connect me please?." Give your first and last name and the first and last name of the executive. The only exception to this rule is if you have a title-in which case, use it "Major Jones (or Dr. Jones), calling for Bob Smith." Do not rush. Concentrate on being smooth but authoritative. If you speak in a natural and confident manner, the secretary will rarely hesitate to connect you with the executive.
You should, however, be prepared in case the secretary questions you further. For example, you may be asked what company you represent. Many executives consult from time to time and consulting makes an excellent screen when lining up interviews through the TTP. If you have consulted and are asked this question, you can answer truthfully, "The Jim Jones Company." or simply say, "Myself."
You may be asked the subject of the call. One fairly good, but generalized answer is "a confidential business matter." Under no circumstances should you tell the secretary that you are calling about a job. If you do, the secretary will most likely connect you with the personnel department. If you are asked if you know Mr. Smith, you might answer, "No, but I'm looking forward to meeting him."
There are any number of questions that a secretary could ask - and any number of satisfactory answers you can give. The key is to think these answers out ahead of time. Every situation will be different, but your technique will improve as you get experience with the program.
Always be courteous but firm with secretaries, even if they refuse to connect you with their bosses without knowing the full details. In this case, say something like this: "I'm sorry. I fully understand it is your duty to protect your boss from unwanted calls. However, this matter is highly confidential, and I cannot discuss it. Let me leave my name and number so you can let your boss know that I called and he can return my call."
Occasionally, an experienced secretary will suspect that you are a job hunter and suggest that you speak with the personnel manager. Talking to the personnel manager at this point is definitely not in your best interests. So tell the secretary courteously but clearly that you have no reason to talk with anyone but Mr. Smith. And remember, you haven't. Only the hiring executive makes the hiring decision, and it may well be that only he knows of the need for someone in your specialty.
What to Say to the Hiring Executive?
Now you finally have the hiring executive on the line. What do you do? Open by saying, "Bob Smith, this is Jim Jones." Then pause and go into the attention getter in your sales letter. Follow the items in your sales letter exactly, stopping only to answer questions if you are asked. However, do not read your sales letter. You will sound too stilted. Make an outline of the sales letter and go over each point in turn: attention getter, explanation, motivation (three to five points), credibility, and call to action.
After your opening, talk on a first-name basis but be respectful. This approach will add a friendly tone to your conversation and will help you maintain your self-confidence. When you have finished the explanation part of your sales letter, pause. Then say, "I am calling because you may need someone with my capabilities as an If so, you may be interested in some of my other accomplishments." Pause again.
At this point the PE will generally indicate his interest or lack of it. Do not try to rush through your presentation in the hopes that the PE will allow you to continue talking. Speak slowly and clearly and give the PE a chance to understand what you are saying. The fact is, even if you give a flawless presentation, only a small percentage of executives will need someone with your background. If you deliver your attention better and explanation clearly, and if the PE needs an executive with your credentials, he will be eager to hear what you have to say. If the PE expresses no interest (and remember the majority of PEs will not be interested; you are after the small percentage who are), thank him for his time and go on to the next name on your list.
Why You Should Not Send a Resume to PEs?
Some PEs will ask you to send a resume. You should avoid doing so if possible. Sending the PE a resume before you have had an opportunity to learn everything you can about the position-and develop a special resume for it-will waste time and could cost you an interview.
There are several ways of handling this. You can tell the PE that your resume is too general or that you cannot send it because of security reasons (you are presently employed). Your dialogue might go something like this: "Frankly, since I am currently employed, I won't send out my resume until there is mutual interest. But I'll be happy to answer any questions now or in a face-to-face interview. Would that be O.K.?" Or you can say that you don't have a resume and then ask, "What specifically would you like to know about me?" You can also handle the problem with a question: "What kind of experience should I have?" As a last line of defense, ask if you can bring your resume with you to the interview. The major advantage here is that the interview can result in a job offer, whereas the resume by itself cannot.
