Starting Employer conversations by telephone

Introduction

Telephone conversations continue to play an important role in employer engagement. They provide an opportunity to introduce yourself, learn more about an organisation and begin developing relationships that may grow into meaningful opportunities for students.

For many employers, the first conversation shapes their perception of both the school or college and the wider T Level programme. Conversations that feel relevant, supportive and focused on understanding the employer are much more likely to lead to ongoing engagement than those that feel scripted or transactional.

The purpose of an initial telephone conversation is not to secure an industry placement immediately. Instead, it is to:

• introduce yourself and your organisation
• understand more about the employer and their business
• explore whether there may be opportunities to work together
• answer initial questions
• agree an appropriate next step.

Every employer is different. Some conversations will last only a few minutes, while others may naturally develop into longer discussions. Some employers will be ready to explore opportunities immediately, while others may prefer to build confidence gradually through smaller activities.

The example conversation prompts within this resource are intended to support your thinking rather than provide scripts to follow word for word. Use them flexibly and adapt your approach to suit the employer and the conversation.

Before you make contact

Successful conversations begin long before you pick up the telephone.

Spending just a few minutes preparing can help you tailor your conversation, ask more relevant questions and demonstrate genuine interest in the employer’s organisation.

Before making contact, consider the following.

Learn about the employer

Where possible, spend a few minutes researching the organisation.

For example:

• What does the organisation do?
• Which sectors or occupations are relevant to your students?
• Has the organisation recently expanded, recruited or won new contracts?
• Have they worked with schools, colleges or apprentices before?
• Do they already support young people through other activities?

This research isn’t about preparing a sales pitch. It’s about helping you ask better questions.

Be clear about your objective

Think about what you want to achieve from the conversation.

In most cases your objective will be to:

• introduce yourself
• learn more about the employer
• understand whether there may be opportunities to work together
• agree a suitable next step.

Avoid putting pressure on yourself to secure an immediate commitment to an industry placement.

Sometimes the most successful outcome is simply identifying the right person to speak to or arranging a follow-up meeting.

Prepare for likely questions

Employers may ask:

• What are T Levels?
• What is an industry placement?
• How much time is involved?
• What support will we receive?
• What can students actually do?

You don’t need to explain everything during the first conversation, but you should feel confident giving a simple overview and know where to direct employers for more detailed information if required.

Think about your next step

Before making the call, decide what a successful outcome would look like.

For example:

• arranging a meeting
• sending tailored information
• arranging a workplace visit
• speaking to another colleague
• agreeing a suitable time to reconnect.

Having a clear purpose will help keep the conversation focused.

Reaching the right person

Many initial calls begin with a receptionist or another colleague.

These conversations are important.

Rather than seeing someone as a barrier or “gatekeeper”, view them as someone who can help you reach the most appropriate contact within the organisation.

Be polite, professional and clear about why you’re calling.

Example introduction

“Good morning. My name is <<NAME>> and I’m calling from <<NAME>>.

We work with local employers to help prepare young people for careers in <<SECTOR/OCCUPATION>>.

I was hoping you could help me identify the best person to speak to about workforce development, early careers or supporting young people within your organisation.”

If the person isn’t available, consider asking:

• Is there a better time to call?
• Would they prefer an email first?
• Is there someone else who would be more appropriate to speak to?

Always thank the person for their help.

Remember that first impressions matter.

Starting the conversation

Once you’re speaking to the right person, your aim is to begin a conversation rather than deliver a presentation.

Keep your introduction short.

Explain who you are, why you’re calling and why you thought their organisation would be worth speaking to.

Example introduction

“Hello , thank you for taking my call. My name is <<NAME>> and I work with <<NAME>>.

We work with employers across the local area to help prepare young people for careers in ????????. I noticed your organisation specialises in ?????? and I wondered whether I could ask you a couple of questions about how you currently recruit and develop new talent.”

Notice that this introduction:

• explains who you are
• explains why you’re calling
• demonstrates that you’ve done some research
• asks permission to continue.

This creates a much more natural conversation than launching straight into an explanation of T Levels.

Focus on understanding the employer

Early in the conversation, encourage the employer to talk about their organisation.

Open questions often work best.

For example:

• How do people usually enter your organisation?
• What qualities do you look for in new recruits?
• Are there particular skills or roles that are difficult to recruit?
• Have you worked with schools or colleges before?
• What advice would you give to someone considering a career in your sector?

These questions help you understand the employer’s priorities before introducing opportunities that may be relevant.

Listen more than you speak

One of the most valuable employer engagement skills is active listening.

Rather than thinking about your next question, concentrate on what the employer is telling you.

Listen for opportunities, concerns and motivations that you can explore further.

Useful follow-up questions include:

• “That’s interesting. Could you tell me a little more about that?”
• “How has that affected your organisation?”
• “What would make that easier?”
• “Have you explored any other approaches?”

Employers often reveal valuable information through these follow-up conversations that can help shape future discussions.

Exploring opportunities together

By this stage of the conversation, you should have a better understanding of the employer, their organisation and any opportunities or concerns they have shared.

Only now should you begin introducing T Levels and industry placements.

Rather than presenting a standard explanation, tailor your response to reflect what the employer has told you.

For example, if an employer has talked about recruitment challenges, you might explain how industry placements can help introduce young people to careers within their organisation and support future workforce development.

If an employer is concerned about capacity, you could discuss the different ways organisations can become involved, including careers activities, work tasters, projects or industry placements that are designed around the needs of the business.

The aim is to help employers explore what could work for them, rather than persuading them to adopt a particular model.

Introducing T Levels naturally

When it feels appropriate, you might say:

“One of the ways we’re working with employers is through T Level industry placements. They’re designed to give students meaningful workplace experience while helping employers introduce young people to their organisation and sector. Every placement is planned collaboratively, so we’d work with you to understand what would be realistic and valuable for your business.”

Keep your explanation concise.

Avoid trying to explain every aspect of T Levels during the first conversation. Instead, focus on the points that are most relevant to the employer and offer further information where appropriate.

Responding to employer questions and concerns

Questions and concerns are a normal part of employer engagement. They provide an opportunity to better understand an employer’s organisation, build confidence and explore what support they may need.

During an initial telephone conversation, avoid trying to answer every question in detail. Instead, focus on understanding the employer’s concern and agreeing the most appropriate next step. In many cases, a brief explanation followed by a more detailed conversation at a later stage will be more effective than trying to cover everything in a single call.

If an employer raises questions about topics such as:

• supervision
• student readiness
• health and safety
• insurance
• time commitments
• costs
• remote working
• safeguarding
• placement duration

acknowledge their concern, ask follow-up questions where appropriate, and provide a proportionate response based on the stage of your conversation.

For more detailed guidance on responding confidently to common employer questions and concerns, see:

Related resources

• Employer Conversation Toolkit – guidance on understanding employer motivations, exploring concerns and building confidence through effective conversations.
• Confidently handle employer objections – practical responses to common employer questions, with detailed examples and additional supporting information.  

Remember, the aim of an initial conversation is not to have all the answers. It is to build trust, understand the employer’s perspective and identify the most appropriate next step.

Agreeing the next step

A successful conversation should always finish with a clear and realistic next step.

This might include:

• arranging a meeting
• sending tailored information
• arranging a workplace visit
• introducing another colleague
• identifying a suitable member of the employer’s team
• agreeing a suitable time to follow up.

Before ending the conversation, confirm:

• what has been agreed
• who will take the next action
• when you will be back in touch.

For example:

“Thank you for your time today. I’ll send you the information we discussed this afternoon, and then I’ll give you a call next Wednesday to see what questions you have and whether it would be helpful to arrange a visit.”

Making the next step clear helps maintain momentum and demonstrates professionalism.

Top tips for successful telephone conversations

• Prepare before you make contact by researching the employer
• Use warm introductions wherever possible
• Keep your introduction brief and relevant
• Ask open questions and listen carefully to the answers
• Focus on understanding the employer before discussing industry placements
• Tailor your explanation to the employer’s interests and priorities
• Don’t try to answer every question immediately. It’s perfectly acceptable to say you’ll find out and come back to them
• Finish every conversation by agreeing a clear next step
• Record what you’ve learnt so future conversations can build on previous discussions
• Remember that relationships develop over time. Not every conversation needs to result in an immediate commitment.

In summary

Telephone conversations remain one of the most effective ways of developing employer relationships.

Successful conversations are built on preparation, curiosity and a genuine desire to understand the employer’s organisation. Rather than focusing on securing an immediate commitment, use each conversation to build trust, explore opportunities and agree realistic next steps.

Over time, these conversations help create the confidence and relationships that lead to high-quality industry placements and long-term employer partnerships.