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The ability to reach a prospective employer directly can be vital to your job-hunting efforts. Your prospects increase dramatically if you can talk to a person, instead of "Human Resources." What's wrong with just calling a company's main number and asking to be transferred to your desired party? Several things: First, you might be restricted to "normal business hours," usually 8:30 a.m. to 5 or 5:30 pm. That is, you might be unable to call before or after those hours, which may be the best time to reach a hiring decision-maker. Second, calling and asking for the transfer takes additional time. Third, you probably will have to deal with a gatekeeper who'ill screen your call, minimizing your chances of getting through.
While there are effective techniques for reaching hiring managers directly, let's begin with some basics. First, don't lie. If you're talking with the gatekeeper, don't say you have an inheritance for the person you're calling. Also, don't stalk people. It might happen that your searches turn up personal information, phone numbers or addresses. Don't camp at those places or knowingly call a home number.
With that said, here are some tips on reaching your desired party:
Get the Extension
An old saying tells us "You have not, because you ask not." While you're talking to the switchboard, simply ask for the direct number. Though the information might be confidential, you have nothing to lose.
Use 'Dial by Name' Options
You hear it when you call most any company these days: The message telling you what options to press. If you hear an option for "dial by name," choose it. If you hear only an option for dialing by extension, it's possible dial by name is buried below it, so try that.
Even without an announced option, the system still might allow dial by name. Try pressing *T. If the system asks for an extension, press *A in response, which often allows you to dial by name. Be careful when entering the last name. It's possible that entering too many letters (even the complete last name) will make the system "miss." For example, if you’re trying to reach Joann Smith, "S-M-I" could result in a hit while "S-M-I-T-H" results in a "miss." Also, try using the first name as well, even if you're prompted only for a last name.
The *T and *A keys apply to Audix voicemail. Keys to try on other systems are 1 (for Octel), * (for Rolm Phonemail), or 411.
Call a Random Extension
Try calling a random extension directly, and keep track of those you do try. Assuming the main number ends in 00 or 000, substitute nonzero digits. Even if you don't reach the manager you're looking for, you may get someone's voicemail. If that happens, try the dial by name shortcuts to see if they work.
If you reach a live person, apologize, state who you're trying to reach and ask to be transferred. As a convenience to them - and in case you get disconnected - ask for the direct number of your party. Then thank them for whatever they do.
Use the Web
Using a search engine could give you the information you're looking for. In addition to the manager's name, try adding a partial business phone, specifically area code and exchange. Also consider adding "@company.com" to your search, to see if it finds an e-mail address.
The company’s own Web page might have links for an investor relations or media relations department. Such pages generally have contact names and contact information, which can help you in your direct dialing or in learning e-mail address syntax.
Another resource is WHOIS, available at the Web page of Network Solutions. WHOIS discloses information about specific Web sites, sometimes including a phone number and e-mail address for a technical contact. That at least gives you a number to call and the company's e-mail syntax.
Calvin Sun is a consultant who helps organizations and individuals improve their communications skills. Originally published April 30, 2008.
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