Dos and Don'ts of
Music Business Telephone Etiquette
by Randi Reed
Before you call...
Do:
-
Know the reason why you’re calling this particular person. Many
artists
who call music industry companies have no idea why they're calling that
person, aside from racking
up another industry “contact.” If you can’t complete the sentence “I
want this person to…” in a few words, set this contact aside until you can answer
it.
-
Research the company and the person you want to speak with before you
call, and know what they do in the industry. With internet search
engines, there’s no excuse not to know. (Plus, it’s polite.)
-
Know where the area code you’re about to call is located, and what time
it is there when you place your call. (If you’re not sure,
check time zone charts online or in the white pages of your local
telephone directory.)
-
Know the business hours for the type of company you're calling.
Depending on the company, music industry office hours are typically
Monday through Friday, 9:30AM-6:00PM or 10:00AM-6:30 P.M. (If the
company has a show that night, the above business hours still apply for
telephone calls.)
-
Remember that mobile office capability means your call may be
forwarded to someone’s home office or personal cell phone, so be
considerate and don’t call during non-business hours for that
area code. Waking someone who worked a show the previous night at 5:30
AM, or calling an exec
during family time is never cool. (Even if they sound polite about it,
they’ll think you’re clueless and probably won’t take you seriously.)
-
Try to find out whether the number you have is a direct line, or if it’s the
main number for the company before you make the call. Then you won't be
caught off-guard if the person you want picks up their own line. (The tips below
assume you have the direct line.)
-
If it’s the first time you’re calling a company, be prepared to answer
questions about your project quickly and concisely. Connecting with
your exec means you may be asked about: your musical genre,
current and past management and/or label situation, where you’re
currently playing, capacity of the
venue, typical draw, whom you’ve opened for, and
the URL of your website
or site where your music can be heard. If you’re a session player or
band-less guitarist, they’ll also want to know whom you’ve
worked with.
When you make the call:
-
Have a pen and paper ready, and take notes! It’s faster than typing into a
laptop or Blackberry, and you won’t run the risk of hitting a wrong
button and losing everything if you’re nervous. Then transfer the info into
your system after you hang up.
-
Don’t flirt with the gatekeeper / call screener. Having been a
gatekeeper/call screener years ago, I can tell you that when there’s a
high volume of calls, that tactic gets old really fast and can even come
off as pathetic. Just be yourself.
- Don’t
waste the gatekeeper / call screener’s time by making them play 20
questions. State who you are and the purpose of your call, and make it
snappy, fella
- Don’t ask for John Executive if you’re looking for information the
assistant probably has (which is more often than not). State the purpose of your call with the
assistant.
Example: “Hi, this is Joe Schmoe with the Schmoe Band. We’re interested
in doing some dates in Cedar Rapids and want info on the best way to get
our package to you.”
Greet the gatekeeper / call
screener with:
Your first and last name
(Even if you’re tight with the exec, always give your last name or your
company. The exec may know ten guys named Mike.)
Your music industry title
or music industry company, (Yes, you have a music industry title if
you’re a musician. If you’re not affiliated with a band, try “an artist”,
“guitarist,” “songwriter,” etc. . If you are with a band, say “with the band
so-and-so.”)
A short, one-sentence purpose for your call. (If someone personally
referred you to the exec, mention that too.)
Example:
“Hi, I’m Joe Schmoe, a guitarist based in Nashville, calling about booking
studio time in August. Is John StudioManager in?”
-
Don’t try to pump the gatekeeper for dirt about the boss
or artists on the company’s roster. Most assistants have ironclad
confidentiality agreements, so pursuing the subject will only make you
look unknowledgeable and unprofessional.
-
Never
put the exec or the gatekeeper on hold. If your call waiting goes off
during the call, let it go to voicemail.
At the end of the call
To leave a
message or not?
At most labels, management companies, and talent agencies, the
gatekeeper will probably say, “he’s not in, can I get a number?” Always
leave your
name, number, and what it’s regarding. The exec probably won't return the
call, but that's not the point: your name will be in front of the
exec on the call sheet.
Many people neglect this step
thinking they’ll eventually connect with the exec if they just keep calling--but the exec never sees or hears your name
or anything about them. But, if you leave a message and call back periodically, you
may develop enough of a rapport with
the assistant to get her to hear your music and get through.
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