When you make a follow-up call, you may encounter gatekeepers and receptionists who can either help you reach your prospect or block your access. How do you handle these situations with phone etiquette and professionalism? Here are some tips to navigate gatekeepers and receptionists when following up.
Before you dial the number, make sure you have a clear and compelling reason to call. Your purpose should be relevant, specific, and value-oriented for your prospect. For example, you can say you have some new information, a solution, or a referral that might interest them. Avoid vague or generic statements like "I just wanted to touch base" or "I'm following up on our last conversation".
Gatekeepers and receptionists are not your enemies. They are doing their job and protecting their boss's time and attention. Treat them with courtesy and respect, and avoid being rude, pushy, or impatient. Use their name, if possible, and thank them for their assistance. You can also compliment them on their professionalism or efficiency. A little kindness can go a long way in building rapport and trust.
I agree. Always treat people how you would want to be treated if you were on the other end of that call. People should always be kind to one other.
Don't try to trick or deceive the gatekeeper or receptionist by pretending to be someone else, using a fake name, or withholding information. This will only damage your credibility and reputation, and may backfire if they find out. Instead, be honest and transparent about who you are, why you are calling, and what you want. If they ask you questions, answer them truthfully and concisely. Don't be afraid to admit if you don't have a prior relationship with the prospect or if you don't have an appointment.
Sometimes, the best way to get past the gatekeeper or receptionist is to ask for their help and advice. They may have valuable insights or suggestions on how to reach your prospect, when to call, or what to say. You can also appeal to their authority or expertise by saying something like "You probably know better than anyone" or "You must be very familiar with". By doing this, you show respect for their role and position, and make them feel more inclined to help you.
Once you get past the gatekeeper or receptionist, don't forget to confirm and follow up. Confirm the name and title of the person you are talking to, and repeat your purpose and value proposition. If you get voicemail, leave a brief and clear message with your name, number, reason for calling, and a call to action. If you don't get a response, follow up with an email or another call, but don't be too persistent or annoying. Try to find the right balance between staying in touch and giving space.
Greet them well, be friendly with them and Ask for help and advice from them so entering will be very easy and free If you don’t do that they will not help youl