Episode 15: Genealogical Cold Calling Part 2

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Last week we talked about how to go about contacting other researchers and relatives that we find through posting our online family trees.  I like to call it Genealogical Cold Calling. 

And it was a genealogical cold call that brought me and my cousin Carolyn Ender together as online research partners.  And as you heard last week she has a knack for quickly connecting with folks she doesn’t know over the telephone in ways that puts them at ease and brings to light the information that she’s looking for.  And in today’s episode I’m going to play part 2 of my interview with her

In our second segment we’re going to pull it all together by in a review of the 14 Steps to Genealogical Cold Calling.

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Transcript

14 Steps to Genealogical Cold Calling Success

#1 Identify The Person You Want To Call #2 Locate The Person's Phone Number

#3  Prepare Ahead For Making The Call
Every tough job gets just a little easier when you do your homework first.

  • Take into account a possible difference in time zones. 
  • Choose a time when you are not too rushed
  • Do a brief review of the family you are researching so it's fresh in your mind
  • Make note of specific questions you would like to ask.
  • Have your genealogy software program open or your written notes at your fingertips. 

#4  Get Up The “Nerve” To Call
Remind yourself how valuable this person's information could be to your research.  If he or she is quite elderly, remember that none of us will be around here forever so you need to make the call today! Say to yourself:  “I can do this.  This is important!”   And be positive and remember, all they can do is say “no thank you.” 

#5 Introduce Yourself
Give your first & last name & tell them the town and state where you live.  Then tell them the family connection that you share, and tell them who referred them to you or how you located them before launching into why you’re calling or what you want.

#6  Overcome Reluctant Relatives
Be ready to share what you’ve learned, and to share your own memories of a relative that you have in common.  Mention something of particular interest in the family tree that might pique their interest. 

If they are very hesitant you could offer to mail them some information and offer to call back once they’ve had a chance to look at it.  That way they can sort of get their bearings too.

#7 What To Do During The Call
You’ll want to take notes during the phone call.  Try a headset which will help to free up your hands for writing.   Handwriting is preferably over typing. 

If you have a way to record the call that’s even better because then you don’t have to take notes and focus all of your attention on the conversation, and then transcribe the recording later.  Take the opportunity to not just try and get new information but also to confirm information that you already have just to make sure that it's correct.

#8 Leave a Detailed Voice Mail Message if There’s No Answer
Stateyour name and that you would like to talk with them about the family history.  Leave your phone number and tell them that you will call them back.  Consider leaving your email address and suggesting they email you with a convenient time to call back.

Be sure and keep track in your genealogy database each time you call and what messages you leave. Having a log of calls and voice mail messages you’ve left will help you keep track.

#9  “Must Ask” Questions

  • “Do you or anyone else in the family have any old family photographs, or a family Bible?
  • (Reassure the person that you would only be interested in obtaining copies of any pictures or mementos they might have.)
  • “Do you know anyone else in the family who has been doing family research?”
  • “May I have your permission to cite you as a source in print in the future?”
  • “Is it OK with you if I keep in touch from time to time?”

#10  Wrap Up The Call

  • Ask for their mailing address and email address.
  • Offer to give them your address and phone number. 
  • Let them know you would be pleased to hear from them if they come across any other information, pictures, etc.

#11  Document The Call
Sit down at the computer or your notepad right away and make detailed notes about the phone conversation while it’s fresh in your mind. Include the person's name, address, phone number and date of conversation.  Make notes regarding any items you think may be questionable to remind you to go back and do more research on those points. At the bottom of the page list the ACTION items that come to mind that you want to follow up on based on the conversation.  Enter their contact information into your genealogy database as well as your email contact list. 

#12 Enter The New Information Into Your Genealogy Database
This is a must.  Do it right away while it’s on your mind. 

#13  Create An Action Item List
Create action items based on what you learned.  Ask yourself “What are the logical next steps to take considering what you’ve learned through this interview?”  The call is not the end result, it’s a step in the research process, and it can really help to make this list now, and while it’s fresh in your mind. 

#14  Follow-up
Send the person a written note or email thanking them for taking the time to talk with you.  If the person mentioned that they would look for pictures or would look up something in a family Bible etc., mention in your note that you would still be interested in anything they can help you with and that you would be glad to pay any copying expenses, postage etc.  Offer to provide copies of your information or copies of pictures you have etc.  You never know, they might catch the genealogy bug and become your new research partner!

Next, put their birthday on your calendar and send them a card on their next birthday.  It's another way of keeping the connection going and expressing that you really do appreciate all their help.   Try Birthday Alarm at  birthdayalarm.com 

Occasionally make a follow up call to check in and see how they are doing, share any new family items she’s come across recently, and ask if they have they heard or found anything else.

Relationships are key to genealogical success and by following these 14 genealogical cold calling strategies you will find your research relationships multiplying.