Mastering the Art of Warm Calling in Recruitment – A Concise Guide 
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If cold calls leave you colder than a polar bear’s toenails, it is time to turn up the thermostat with warm calling for recruitment. This method involves reaching out to potential candidates in a friendly and personalized manner, creating a warm and inviting atmosphere for both parties.

While it may seem daunting to some recruiters, warm calling is crucial for establishing a genuine connection and fostering a positive candidate experience.

What Is Warm Calling?

Warm calling is a technique that involves reaching out to potential candidates who have had some previous interaction or relationship with the company, such as having visited the company’s website or sent an email concerning a job opening in the past. 

Unlike cold calling, which involves calling candidates who have no prior connection to the company, warm calling aims to establish a relationship with potential employees who are already somewhat familiar with the organization and its ethos.

Warm calling can take many forms, including phone calls, emails, and even social media messages. The idea is to make the candidate feel more comfortable and receptive to the job pitch by leveraging the existing relationship or previous interaction with the company or recruiter.

By doing so, the recruiter can build trust with the candidate and increase the chances of a successful hire.

Warm Calling vs. Cold Calling

Warm Calling Cold Calling
Warm calling involves reaching out to potential candidates who have already shown interest or engagement with the company. Cold calling involves reaching out to potential candidates with no prior relationship or engagement with the company.
The potential candidate may have requested more information, attended an event, or filled out a form, giving the recruiter a reason to follow up. The recruiter has no prior knowledge of the prospect’s needs or interests, and the call may come as a surprise.
Warm calling is often more effective than cold calling as the candidate is already aware of the company or product and may be more receptive to the recruiter’s pitch.  Cold calling can be more challenging and less effective than warm calling, as the candidate may resist the recruiter’s pitch. 
Warm calling aims to deepen the relationship with the candidate and move them closer to applying for a role. Cold calling aims to create interest in the role or opportunity, encouraging them to apply and schedule a follow-up meeting or interview. 
Cold calling aims to create interest in the role or opportunity, encouraging them to apply and to schedule a follow-up meeting or interview.  The recruiter must create interest quickly and efficiently, as the potential candidate may not have much time or interest in the call.
Warm calling is generally less stressful for the recruiter as they are more likely to have a productive conversation with the candidate. Cold calling can be more stressful for the recruiter as they are more likely to face rejection and have unproductive conversations with the potential candidate.

In summary, warm calling involves reaching out to potential candidates who have already shown interest or engagement with the company, making it more effective and less stressful for the recruiter.

In contrast, cold calling involves contacting potential candidates (mostly passive) with no prior relationship, making it more challenging and less effective.

Both techniques create interest and move the prospect closer to an application. Still, warm calling offers a higher chance of success due to the prior relationship and familiarity with the prospect.

Check – Post Offer Candidate Engagement Activities to keep candidates warm

What Is The Recipe For Making A Great Warm Call?

Making a successful warm call involves several steps. Here is a recipe for a great warm call:

#1 Research and Identify good-fit candidates

Before making a warm call, research and identify the candidate that you could benefit by hiring. Ensure that they fit the job profile with the experience they come with.

#2 Prepare for the call

Prepare a script that highlights the value proposition of the company. This could help you with the conversation that you will have with the candidate concerning the position you are planning to fill. 

#3 Build rapport and credibility with the candidate

Begin the call by introducing yourself and establishing a connection. It would be best if you started the conversation by informing them about the previous interaction they may have had with you or your organization. This acts as an icebreaker as well.

#4 Highlight the Ethos

It is necessary to highlight what the company stands for and the employer brand. This helps the candidate make informed decisions as to what kind of organization they would join if they take up the job offer. 

#5 Set up the interview

Once you have established rapport, highlight the benefits, and it is time to set up an interview. If the passive candidate is already employed, choose a time and day as per his/her availability; for active candidates, explain the available interview slot and the necessary details. 

Read – Cold Calling Scripts for Recruiters

What To Do After A Warm Call?

After making a warm call, there are several steps you can take to follow up and keep the conversation moving forward:

#1 Send a follow-up email

Within 24 hours of the call, send a follow-up email to thank the prospect for their time and recap the key points of the call. Reiterate the value proposition and include any additional information that may be helpful.

#2 Add them to your CRM

Add the candidate’s information to your relationship management system. This will allow you to track their status, schedule follow-up calls, and send targeted messages.

#3 Schedule a follow-up call

Suggest a specific date and time for the next follow-up call during the warm call. If the prospect is interested, add the meeting to your calendar and send them a calendar invite.

#4 Keep the conversation going

Continue engaging with the candidates via email, phone, or social media. Share relevant industry news, case studies, or other information that may interest them.

#5 Address any objections or concerns

If the prospect raised any objections or concerns during the call, address them in your follow-up. Share additional information, case studies, or employee testimonials demonstrating your company’s brand value.

#6 Monitor their engagement

Keep an eye on their engagement with your emails and other marketing materials. If they are not responding, it may be time to pivot your approach or try a different channel.

Wrap Up

Though warm calling is a shot in the dark to land a potential candidate, finding the right employee is necessary. The idea is to keep the conversation going. Unlike cold calling, warm calling is less stressful and can help you build a fruitful relationship in the future. 

FAQs on Warm Calling in Recruitment 

What are the advantages of warm calling?

Warm calls are more likely to result in an interview because you already have some connection with the person you are calling. This means they may be more willing to talk with you about their job opening or refer other qualified candidates interested in applying. This can save time and help you find candidates more quickly.

What time is best to call a recruiter?

The best time to call a recruiter can depend on a few factors, such as the industry, the recruiter’s schedule, and the job seeker’s availability. However, there are a few general guidelines that can be helpful to follow:

1. During business hours: Recruiters typically work during standard business hours, so it is best to call during those times. This is usually between 9 am and 5 pm, Monday through Friday.

2. Avoid lunchtime: While it is important to call during business hours, it is also important to consider the recruiter’s schedule. Many recruiters take lunch breaks between 12 pm and 1 pm, so it is best to avoid calling during that time.

3. Mid-week: Mid-week can be an excellent time to call a recruiter. Mondays can be busy catching up on emails and tasks from the previous week, and Fridays may be less productive due to end-of-week meetings and wrap-up tasks.

4. Based on time zones: If you call a recruiter in a different time zone, be mindful of the time difference. It is best to avoid calling too early or too late in their local time, as this could be disruptive and unprofessional.

What is a welcoming call?

A welcoming call is a short conversation that lets you introduce yourself and explain why you are calling. 

Example: “Hi, I’m [name] from [company], and we have a job posting for [position]. Would it be possible to speak with you about this opportunity?” 

You should take this opportunity to briefly explain what your company does and why they would be interested in hearing more.

What are the 3 Cs of recruitment?

Connect, Convey, and Close.

You should connect with the candidate by introducing yourself and explaining why you are calling.

Next, explain why this position is ideal for them and how it will benefit them and your company. Finally, close the conversation by asking when they would like to meet for an interview.

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