As a recruiter, you may be able to relate to sending 47 outreach emails and receiving only one response in the form of a “failed to deliver” notification.
While email outreach remains a pivotal wrench in any recruiter’s toolkit, sometimes a more direct approach is needed. Phoning candidates can be a powerful way to cut through the noise, build rapport, and genuinely connect with potential hires.
However, you can’t simply dial a number and hope for the best. Making successful outreach calls is an art that requires preparation, personalization, persuasion, and a dollop of pizzazz.
This guide will help you make effective outreach calls that land you top candidates rather than land you on their blocked number list.
Make the necessary pre-call preparations
Before warming up your vocal cords, it’s crucial to lay a solid foundation for your outreach efforts. Here’s what it involves:
Building a bulletproof candidate list
The quality of your candidate pool is a direct reflection of the quality of your hiring process.
A great outreach call starts with the right candidates. The most compelling pitch won’t matter if it’s aimed at the wrong audience. That’s why building a well-researched, targeted list of ideal candidates is non-negotiable.
Enter Wiza. This is an indispensable tool for candidate sourcing on LinkedIn. Its searchable database includes 95% of updated and current LinkedIn data, which gives you access to over 850 million professionals.
To help you narrow down your search, Wiza boasts 30+ advanced search filters. These include both personal filters (name, job, education, etc.) and company filters (company HQ, headcount, etc).
Not sure which ones to use? These are my top recommendations:
Best search filters for recruiters:
- Job title: Targeting specific titles ensures you’re reaching individuals with the relevant experience. With Wiza, you can also apply filters to see their level of seniority and specific roles within their jobs.
- Location: Geographical proximity can be crucial, especially for roles requiring on-site presence.
- Skills: Filtering by specific skills ensures candidates possess the necessary competencies to master the demands of the role you’re looking to fill.
Once you’ve built your talent pipeline with contact data, you can bulk export your list directly from your LinkedIn Recruiter account to CSV using Wiza’s Chrome extension.
Gathering candidate intel
Preparation isn’t just about finding candidates – it’s about understanding them. Thorough research is vital for building rapport and demonstrating genuine interest.
Here are some key areas to explore:
- Professional background: Review the candidate’s work history, current role, and notable achievements.
- Education: Note their alma mater, degrees, and any relevant certifications.
- Interests and skills: Identify their core competencies, areas of interest, specializations, and passions.
- Recent activities: Check for recent posts or articles they’ve shared to gauge their current professional interests.
Another obvious detail you need to know about the candidate is their contact information. Wiza is an excellent contact finder tool that can be instrumental in finding candidate phone numbers. It pulls personal email addresses and mobile numbers directly from LinkedIn profiles, eliminating hours wasted on manual searching.
Compiling a personalized script
While you may have some hesitations when you hear the word “script,” think of it as a safety net rather than a telemarketing ploy. It functions as a guide to help you:
- Cover all the essential points.
- Stay focused and goal-driven.
- Ensure a smooth, fluent, and professional interaction.
However, there’s one catch: your script needs to be tailored to the candidate you’re contacting.
Think of it this way: emails with personalized subject lines have a 26% higher open rate. The same principle applies to calls. When candidates feel you’ve done your homework, they’re more likely to engage.
Data-enrichment tools can provide the insights you need to craft these personalized messages. Again, Wiza steps in to save the day (or at least valuable time). It allows you to enrich profiles with over 40 high-value data points, like the “open-to-work” status and “time at the current company.”
This information can help you craft a message that resonates on a personal level.
Practical example:
If you notice that the candidate recently earned a certification in cloud computing, you can mention how your opportunity aligns with their new expertise.
Elements of a successful elevator pitch
Most credible research suggests that first impressions are made in under 30 seconds, with many claiming as little as 5–7 seconds. Consequently, your introduction or “elevator pitch” is essential for grabbing the candidate’s attention, piquing their interest, and making a positive connection.
Here’s how to craft an effective introduction:
- Be clear and concise: State your name, the company you’re calling from, and the reason for your call.
- Personalize: Tailor your introduction to the candidate and their background. Mention something specific from their resume or LinkedIn profile that demonstrates their value.
- Build intrigue: Instead of simply stating the job title, emphasize the impact the candidate could make in the role.
- Be enthusiastic and confident: Your energy is contagious – project enthusiasm for the opportunity and confidence in the candidate’s potential.
Examples of introductions
To illustrate these points in action, let’s look at two examples of phone call introductions.
Scenario 1: You share a mutual connection
Introduction example:
“Hi Cynthia, I’m Alex, a recruiter at Company ABC. I was chatting with your colleague, John Doe, who mentioned your extensive expertise in machine learning. Do you have a few minutes to discuss an exciting project we’re working on that could be a great fit for your skills?”
Why it works:
- Establishes credibility and builds rapport through the mutual connection.
- Shows you’ve researched their background.
- Highlights alignment with their expertise to pique interest.
Scenario 2: Cold outreach
Introduction example:
“Hi Ahmed, I’m Georgina, a recruiter at Company XYZ. I came across your impressive presentation on sustainable architecture at last month’s Green Company Conference. Do you have a moment to discuss how your innovative approach could help shape our upcoming eco-friendly development project?”
Why it works:
- References a specific professional achievement.
- Shows genuine interest in the candidate’s work.
- Provides context for the call.
- Creates intrigue about the opportunity.
Focus on the candidate, not the role to fill
A common recruiter pitfall is focusing exclusively on “selling” the job opportunity. Instead, shift the focus to the candidate. Here’s how:
Leverage personalization
Personalization should extend beyond the introduction. It’s a tried-and-tested outreach strategy that shows the candidate you’ve done your homework and view them as more than a name on a list. It’s vital to tailor your conversation to reflect their experiences and aspirations.
Perfect your tone
Your tone matters just as much as your words. Strike a balance between professional and approachable. Think “coffee chat with a respected colleague” rather than “formal board meeting” or “casual chat with your best friend.”
Remember to sound natural, not like you’re reading from a script, which sounds insincere. Take breaths, vary your pace, and let your personality shine through. Yes, even that slightly dorky enthusiasm for recruitment analytics.
Bonus tip: Smile while you speak (even over the phone), as it naturally makes your tone more engaging.
Listen actively
Active listening is a skill that sets great recruiters apart. It creates a collaborative conversation rather than a one-sided pitch. Here’s how to do it effectively:
Strategy | Description | Example |
Ask open-ended questions | Encourage candidates to share their thoughts | “What aspects of your current role do you enjoy the most?” |
Paraphrase | Reflect their words to show understanding | “So, you’re saying that you enjoy leading teams in innovative projects?” |
Use follow-up questions | Dive deeper into their responses | “You mentioned wanting growth. Can you tell me more about what that looks like for you?” |
Use non-verbal cues (for video calls) | Sending information without spoken words | Maintain eye contact, nod to show attentiveness, and smile when appropriate |
Frame the opportunity optimally
When presenting the job opportunity, your goal is to make it resonate as a strategic career move for the candidate. Position it as more than a paycheck – emphasize how it aligns with their long-term goals and values.
Here’s how to do it:
- Address specific pain points (e.g., “I understand there are limited leadership opportunities in your current role…”)
- Present your opportunity as a solution (e.g., “Our flat organizational structure means you’ll have a direct impact on strategic decisions.”)
- Identify unique differentiators (e.g., “We’re the only team in the region using quantum computing for climate modeling.”)
- Connect to their expertise (e.g., “Your background in behavioral economics would bring a fresh perspective to our UX team.”)
- Outline long-term benefits (e.g., “This role puts you on a clear path to technical leadership within two years.”)
Tackle objections with tact
Objections are a natural part of outreach calls. Handling them with empathy and professionalism can turn skepticism into curiosity.
Best practices for handling hesitations
Here are some top strategies for responding to candidates’ questions, concerns, or objections:
- Acknowledge concerns with empathy: Show that you’re listening by validating their worries. Phrases like “I understand your concerns” can build rapport and trust.
- Be mindful of tone: Avoid sounding too pushy, aggressive, or defensive. Encourage open dialogue without pressuring the candidate so they feel comfortable expressing their thoughts.
- Reframe challenges as opportunities: Position potential obstacles as opportunities for candidates to expand their skills and experience.
- Be honest and transparent: Trust is built on authenticity, so don’t overpromise.
Pro tip: It’s also important to know when to back down. Not every candidate will be ready now, but leave the door open for future conversations.
Responses to common objections
Let’s look at a few of the most common objections from candidates and how to respond to them:
Candidate concern #1:
Example:
“I’m happy with my current job.”
Effective response:
“That’s great to hear! What do you enjoy most about your role? I’d love to see if we can offer something that builds on that.”
Candidate concern #2:
Example:
“I don’t have time to talk now.”
Effective response:
“I completely understand. Is there a more convenient time we could set up a quick call, or would you prefer I send you some information via email?“
Candidate concern #3:
Example:
“I don’t think it’s the right fit for me.”
Effective response:
“I appreciate your honesty. Could you help me understand what aspects don’t feel like a good fit? Perhaps I can provide additional context to address those concerns.”
Explore the topic further
For a deeper dive into handling candidate objections during recruitment calls, check out the following video:
Close with confidence
Ending on a strong note leaves a lasting impression and sets the stage for the next steps.
Summarise key information
Provide a quick recap of the role’s main attractions and how they benefit the candidate.
Practical example:
“To summarize, this role would give you the opportunity to lead a team of 15 developers, with a focus on AI implementation and a clear path to CTO – all areas you mentioned interest in.”
Clarify the road ahead
Ensure there’s a clear call to action outlining the next steps.
Practical examples:
- “I’ll email you the job description and follow up in a couple of days to discuss your thoughts.”
- “Would you be available next week for a deeper conversation with the hiring manager?”
Focus on the follow-up
Following up reinforces your interest and keeps the momentum going. Here’s what it typically entails:
- Sending a message: Message the candidate on LinkedIn shortly after the call to thank them for their time, reiterate the main value proposition, and remind them of the next steps.
- Sending an email: Follow up with a concise yet informative email that expands on your LinkedIn message. It should offer more details and express enthusiasm about moving forward.
- Getting your timing right: Space your follow-ups appropriately. For example, send a LinkedIn message within 24 hours, an email 2–3 days later, and a follow-up call if there’s no response in over a week.
Make the right call when it comes to candidate outreach
Recruitment outreach calls might be trickier to ace than emailing candidates. However, they can yield more immediate and engaging connections when done right.
You can transform cold calls into warm connections by:
- Doing your research
- Tailoring your approach
- Listening intently
- Following up strategically.
When you connect with candidates as individuals and frame opportunities in a way that excites them, you’re bound to leave candidates considering, “Maybe I should hear them out.”
Sure, there might be a few hang-ups – literal and metaphorical – along the way, but that’s just part of the game. By continually refining your approach and polishing your skills, you’ll undoubtedly have better results than this guy:
Commonly asked questions
I can’t find the candidate’s phone number. What should I do?
You can use tools like Wiza’s contact finder to uncover personal email addresses and mobile numbers directly from LinkedIn profiles. You can also try searching their personal website or social media profiles. Alternatively, consider reaching out via LinkedIn messages or through mutual connections to request contact information.
What do I need to know about a candidate before calling them?
Here are some of the most important candidate details to research before making an outreach call:
- Current role and responsibilities
- Career progression
- Key achievements
- Technical skills and certifications
- Industry experience
- Educational background
- Interests and values
- Mutual connections
- Recent professional activities or publications.
How can I build rapport on a cold outreach call?
Start with a personalized introduction, show genuine curiosity about their career journey, and actively listen to their responses. Find common ground by discussing shared interests, industry news, or recent events. While remaining professional, aim for a friendly and approachable tone. Humor, when appropriate, can also lighten the mood.
When is the best time to make an outreach call to a job candidate?
The common consensus for the most effective times is late mornings (10 am–12 pm) and early afternoons (2–4 pm) on weekdays. Avoid calling during commute hours, early on Monday mornings, or late on Friday afternoons. Always remember to factor in the candidate’s time zone before calling.
