Fact Finding Phone Call

The Purpose of Fact Finding Calls

Fact Finding Calls (FFCs) are a great way to quickly research fields, industries, and positions to create opportunities and great matches for your candidates . . . and to teach your candidates to do the same.

To Design The Career Path
FFCs allow you and your candidates to learn about fields, industries, and positions that fascinate them, in order to choose an Entry-career Job and design a Five Year Career Path.

To Design An Effective Candidate Marketing Plan
FFCs help you and your candidate learn about the employer's concerns, needs, and "ideal" for a specific position, allowing candidates to effectively present how they benefit the employer.

To Build Your Knowledge
FFCs should be conducted by the Career Developer regularly to develop a base of knowledge in various fields so you can better direct future candidates.


The Process of Fact Finding Calls

Fact Finding Calls generally last three to five minutes. If they go longer, it is ALWAYS because the employer continues the conversation, not because you pushed! These six steps give you and your candidates a frame work for successfully executing these quick, but valuable calls:

YELLOW PAGES SEARCH This is one of the quickest and best ways to help identify Fields of Fascination. Look for the colored edge on the Yellow Pages, signifying a cross-referenced index. The entries represent fields and industries. As the candidate reads the index, have them list any that fascinate them, in which they could use their current skills. Now, together, you can make FFCs, and arrange Investigative Interviews.

1: IDENTIFY & ORGANIZE FIELDS
Begin by identifying the Fields of Fascination for all the candidates on your current case load. Remember, this includes not only recent workshop graduates seeking an Entry-career Job, but also those in follow-up pursuing a Transition Job or even their Dream Job!

Review the list of fields and look for themes—Which fields do many candidates want to pursue? Which fields are unique and will require little contact? Determine who on your staff should approach employers in each of the fields—consider personal style, the interests of candidates on their case load, who will use the information most often, and which calls might turn into visits.


2: IDENTIFY EMPLOYERS WITHIN THE FIELDS
Next, choose employers in the various fields to contact by: Brainstorming about local employers in the field, including those who are well-established and employ many people, those who are small but growing and have a great reputation, and those who have a relationship with your organization. Start by contacting employers you do not plan to visit. As you improve, contact those you want to visit. You can turn a Fact Finding Call into Job Development call and arrange a visit.

• Doing a Yellow Pages Search.
  
  
• Tapping into your own personal and professional network.
  

3: GATHER NEEDED INFORMATION
Before you make the calls, gather all the information you will need,
including: all contact information for the employer, the resumes and details of any candidates for whom you are calling, and any program information you may want to share if they ask (though this is not the focus of the conversation and can be detrimental to your purpose).


4: STOP & THINK!!!
Before calling, stop and imagine the environment into which you are calling. If you are in the process of teaching your candidate to make these calls, discuss these questions with them. If you are working alone, ask yourself:

• What is the probable environment of this business?—a fast-paced office, a family-style shop, a busy restaurant, a large firm, a government agency, etc.
  
  
• Who will probably answer the phone? What were they likely doing before the phone rang?
  
  
• With whom do I want to speak (this generally depends upon the company size)?—a department head, the owner, the manager on duty, a specific title, etc.
  

Once you have answered these questions, take a moment to envision success. Close your eyes and play out the whole conversation, successfully, in your mind. If you are teaching, role play this with the candidate.


5: MAKE THE CALL
Below is a basic sample script you may use for Fact Finding Calls.

Good Morning, my name is . I am in a local Career Developer. I am working with a candidate who is interested in a career in the field, but I do not know a lot about the field. Do you have a few minutes to answer some questions for me?

LOOKING FOR FACTS OR A JOB? You may find it worthwhile to approach employers regarding a specific candidate — to help you design a Career Path or a more effective marketing plan. HOWEVER—if the candidate is not a good match, if the company has a specific niche, or they decide you are looking for openings (not just information), the conversation can be awkward and end suddenly. BE READY to redirect away from the specific candidate and simply build your knowledge about the field. This allows you to learn—even if that candidate will not benefit.

IF THEY ARE WILLING, ask them your questions about the field, positions, and possible Career Paths, such as:

For A Specific Candidate—To Design a Career Path & Marketing Plan

• The candidate I am thinking of has . . . (list skills) . . . What entry-level positions would be a good match for them?
  
  
• What education is required for . . . (position)? Is it necessary? How long does it take? Can they be hired before it is complete? Which of the local schools offer it?
  
  
• What makes someone excellent in that position?
  
  
• What special skills/aptitudes/experience are required in an entry-level employee?
  
  
• What are some of the upper-level positions in the field that utilize . . . (list skills and interests) . . . ?
  
  
• What education and skills would make an employee promotable into those positions?
  
  
• Do companies in your field promote from within? Invest in training for their entry-level staff to make them more valuable? Offer educational reimbursement?
  
  
• Do you know of people who have traveled that particular Career Path?
  

STAY FOCUSED . . . on the field, not the company.—IF—they get defensive, assert that they are not hiring, or transfer you to Human Resources . . . —THEN—you approached them as if you were making a Job Development Call. IMMEDIATELY REDIRECT back to the field in general.

To Build Your Knowledge

• What is the culture of the field? Your company?
  
  
• What personality/image are the best match for this field?
  
  
• What are the currents trends we should know about?
  
  
• Are there industry magazines or associations that would be helpful?
  
  
• Who are the local employers in this field? Who are the big players?
  
  
• Do you know who is currently hiring? And to whom I would speak?
  

IF THEY HESITATE, say:

I know you are busy, so I promise not to keep you more than three minutes. I would just like to know . . . (ask your first question).

If they answer, ask one or two more questions.

CONCLUDE: Keep the conversation less than three minutes and get the name of someone else who can help you.

Ms. Davis, I promised to keep you only three minutes and my time is up. However, I do have a few more questions. Can you recommend someone else who is knowledgeable about the field and might be willing to answer a few more of my questions?

IF THEY DO HAVE TIME to talk or cannot answer all your questions, GET A REFERRAL!!!:

Can you recommend someone else who is knowledgeable about the field and might be willing to answer a couple of questions?

THANK YOU! Regardless of their response, thank them for their time.


6: FOLLOW-UP

Follow-up shows professionalism and leaves the door open for future contacts. If they answered even one question, write a brief thank you note. In the note, mention your discussion with the referral they gave you or tell them what happened with the candidate for whom you called. Be sure they feel properly thanked and not obligated to work with you. For example:

Thank you very much for your time on Tuesday, June 3rd. It was interesting to learn about animal care and very helpful for my candidate. In fact, she will be interviewing with the Humane Society on Thursday. We appreciate you sharing your expertise.

Barriers List

10 Step Process

WorkNet Model

Fact Finding Phone Call