Communications technology has provided recruiters with an arsenal fit for a kingdom. Like a 15th century warrior, we come to the field everyday armed for unpredictable challenges. A candidate spears us with an early morning call, we parry with our caller ID. Quickly countering with an e-mail, we escape to lunch with our secret cell-phone. Later in the day, a client proposes a truce by fax, but we have already allied with the competitor.

Technology helps us fight our daily battles, but it can also help us forge relationships and win business. Building business relationships requires concise communication, a rule that extends to the telephone, voicemail, and e-mail. Technology is a strong ally, however, to get the most out of it, it must be used strategically, with tact and responsibility.

People are often pressed for time, so keep communication short and to the point. Rehearse your calls and make notes before you communicate if you feel it will boost performance. When communicating with executives, it is particularly important to be concise -- their time is in demand and your reputation is on the line. E-mail works well for updating candidates or letting a client know you are on-task, but again, keep things brief and to the point.

In small and many mid-sized companies, the CEO or a senior executive is frequently involved in the hiring decision. However, getting through to these "untouchable" people can require great diligence and creativity. Often, administrators and operators will not provide extensions or direct-dial numbers, making it necessary to creatively navigate the telephone tree.

The best times to reach executives are very early or very late in the day, before administrators and back-to-back meetings create a barrier. As an alternative to the telephone, e-mail is quick and is well suited to simple questions or messages. Copying an administrator or assistant on an e-mail can also increase the chances that your message will receive attention.

Effective communication will also help bolster candidate relationships. It is easier to deliver news, good or bad, to someone who believes in your credibility. The biggest problem for candidates is not knowing where they are in the hiring process. A brief update, letting them know where they stand, will prevent them from imagining the multitude of possibilities, and will make subsequent communication more productive and less antagonistic. If the hiring process takes more than a few weeks, regular communication can be crucial to ensuring the candidate does not jump ship.

Caller ID is better when used as a preparation tool than as a screening tool. Having a few seconds to gather your thoughts can help you effectively communicate your message. Using caller ID to screen calls delays communication, reducing trust and creating uncertainty. It is best to accept calls as they come in - juggling them doesn't add much value.

Another point of etiquette: if you don't have a lot of time, do not remind your caller that you are pressed for time, just be brief. This puts the pressure on you to be concise, and doesn't make your caller feel they are imposing. I usually take calls during lunch -- you get them done, and that's one less thing you have to remember to do later.

With a variety of technologies to choose from, recruiters can select a mix that that works best for them. Used wisely, communications technology can not only help get the job done, but build trust and forge new business relationships.
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