Resume Distribution Phone Etiquette with Services Like JobsByFax.com

March 24, 2010 - PRLog -- A resume and cover letter are often considered your “first impression” to a potential employer.   It makes sense to spend hours refining your resume and personalizing the cover letter to fit the various qualifications of each position you are seeking.  Likewise, considerable attention is also given to preparing for your first interview; researching the company, gathering a list of questions, preparing a list of answers to frequently asked questions, etc.  But what about that first phone call?  How much thought have you given to how you are going to handle the phone calls from hiring managers after all the resumes has been sent?

That first phone call to schedule an interview is also an important first impression.  The first conversation you have with a hiring manager is a key reflection of how you think on your feet, do you speak with confidence and self assurance, do you use proper grammar, and your overall level of professionalism.

Often the first phone call isn’t just a means to schedule a live interview, but instead leads to a “mini interview” over the phone.  Before actually inviting you to the office for a face-to-face interview, their intent may be to screen a handful of candidates over the phone to narrow down the selection.  This can save hiring managers a tremendous amount of time and leave the personal interviews for only the very best candidates.

Prepare for that first phone call the same way you prepare for an interview.  If you have only sent a few resumes, keep a notebook handy with the list of companies that you targeted and contact names noted, so that when they call you will know immediately with whom you are speaking.  Also make notes about the company, the position which you are applying, and why you are the best candidate for this position.  You will likely have provided your cell phone as the main contact number, so keep the notebook close at hand so you can refer to it anytime the phone call comes.

However, with services like JobsByFax, they will be sending hundreds, or even thousands, of your resumes.  With so many, keeping a list of notes just isn’t practical.  Instead, let your phone go to voicemail so that you can clearly determine who is calling and what company they represent.  The first step is to check your voicemail and change it to reflect a professional greeting.  This is the time to get rid of any music on your phone and just record a simple message with your name (first name only if you are uncomfortable recording both first and last) and the assurance that you will return their call promptly.  If you must leave a home number, be certain that everyone in the family is also prepared to answer the phone in a courteous manner.

The recommendation to let your phone go to voicemail gives you the opportunity to carefully prepare for the call.  With JobsByFax, the hiring managers are not aware that you have sent out hundreds or even thousands of resumes (and you do not want them to know this).  They believe that you specifically targeted their company and will assume that you will recognize their company name as soon as you pick up the phone.  The best way to prepare for the call without getting caught off-guard is to let the call go to voicemail.  You then have the time to do some online research of the company and prepare a list of notes and questions.  This will ensure that the first “live impression” is the best it can be.      

Always return calls within 24 hours or less.  Keep in mind, the hiring manager may have called dozens of other candidates as well, so the sooner you return the call the better your chances.  Finally, don’t return calls while you are driving.  Instead, find a quiet room with notes in hand, take a deep breath, and always speak clearly.

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JobsByFax is a resume distribution service by fax. Job hunters select the types of companies & regional area they want to target then upload their resume and cover letter. JobsByFax charges a fee to deliver the resume directly to employers that match.