Proven techniques to reach the decision-maker without getting blocked at reception
B2B Outreach··6 min read
Key takeaways
Gatekeepers block 70% of B2B sales calls, but with the right preparation you can turn them into allies instead of obstacles
The key is arriving with specific business information: the decision-maker's name, company context, and a legitimate reason to speak with them
With MapiLeads you get verified contact data for businesses in 120+ countries to personalize every call
The problem
What is a gatekeeper and why do they block you?
A gatekeeper is the person who filters incoming communications before they reach the buying decision-maker. Vidyard shares 10 proven video scripts and email templates for virtual selling that help break through remotely. This could be a receptionist, executive assistant, or even an automated system. Their job is to protect the director's, CEO's, or purchasing manager's time.
According to Harvard Business Review data, 70% of sales calls never reach the decision-maker. Not because the product is bad, but because the salesperson didn't prepare the call.
The good news: getting past the gatekeeper doesn't require tricks or manipulation. It requires preparation, data, and a professional approach. Let's see how.
70%
of B2B sales calls die at the gatekeeper before reaching the decision-maker
-- Source: Harvard Business Review, 2025
6.8
average attempts to connect with a B2B decision-maker
57%
of executives prefer phone calls over email
3x
more likely to get through when you mention the decision-maker's name
Comparison
Approaches to getting past the gatekeeper: what works
Not all methods are equally effective. Gong's comprehensive collection of 55 data-proven sales techniques includes approaches specifically for getting past gatekeepers. Here are the four most common strategies and which one we recommend:
Lie or invent a reason
Claiming it's a "personal call" or inventing a reference. You get caught and lose all credibility.
Effectiveness8%
Call without preparation
Not knowing the decision-maker's name or anything about the company. The gatekeeper filters you instantly.
Effectiveness12%
Generic cold email
Sending a mass email without personalization. It gets lost in the inbox.
Effectiveness22%
Recommended
Prepared call with real data
You mention the decision-maker's name, a specific company detail, and your value proposition in 10 seconds. With data from MapiLeads.
Effectiveness68%
Want data to get past any filter?
With MapiLeads you get name, phone, email and verified data for businesses in any industry and country. Prepare every call with intelligence.
Use MapiLeads to get business data: name, industry, website, social media and reviews. Knowing the company gives you a legitimate reason to call.
2
Use the decision-maker's name
Saying "Good morning, I need to speak with Carlos about the matter we discussed" is 3 times more effective than asking to "speak with the person in charge of purchasing." Research the name on LinkedIn or the company website.
3
Be brief, direct and professional
You have 10 seconds. State who you are, why you're calling, and what you need. No speeches. The gatekeeper respects those who get to the point because it shows you respect their time.
4
Turn the gatekeeper into an ally
Instead of trying to bypass them, ask for their help: "Could you point me to who handles technology vendors?" Consultative selling starts here.
5
Call at strategic times
Between 7:45-8:30 AM and 5:00-6:30 PM the gatekeeper is usually not at their desk. Tuesdays and Thursdays have the highest direct connection rates.
The gatekeeper is not your enemy. They're a professional doing their job. When you arrive with data, context, and respect, they become your best path to the decision-maker. 82% of gatekeepers transfer calls when they perceive professionalism and relevance.
Data
Which phrases work and which don't
A Gong.io study analyzed over 90,000 B2B calls. Close's comparison of 19 B2B data providers for sales teams shows how having verified direct-dial numbers helps bypass gatekeepers entirely. These are the phrases that open doors and those that close them:
Phrase
Result
Pass rate
"It's a personal call"
You get caught and permanently blocked
3%
"Can I speak with the manager?"
Generic, no context, immediate filtering
8%
"I'm calling about [industry] matter"
Some context, but still vague
22%
"I need to speak with [name] about [specific topic]"
Direct, relevant, professional
54%
"[Name] suggested I contact [decision-maker]"
Real reference, maximum credibility
72%
📞
Is your team prepared to get past gatekeepers?
1. Do you research the company before calling?
AlwaysSometimesNever
2. Do you know the decision-maker's name before dialing?
Yes, I look it upSometimesI ask for "the manager"
3. Do you have verified data for the companies you call?
Yes, up-to-dateSomeNo, I search on the fly
If you selected red options, your team is wasting 20+ hours/month on calls that die at the filter. With MapiLeads you get verified data for any business to prepare each call in 30 seconds.
You don't need tricks to get past the gatekeeper. You need data.
Gatekeepers block 70% of salespeople who call unprepared, but transfer 54% of those who arrive with the decision-maker's name and a specific reason
Preparation is 80% of success: research the company, know the decision-maker, and adapt your message before dialing. Verified data from platforms like MapiLeads makes the difference
Treat the gatekeeper as an ally: respect, brevity, and professionalism open more doors than any sales trick
Prepare every call with real data
MapiLeads gives you access to verified business data in 120+ countries. Name, phone, email, website and social media so you never get blocked at reception again. See plans or contact us.
A gatekeeper is the person who filters incoming calls and emails before they reach the decision-maker. This is typically a receptionist, executive assistant, or office manager whose role is to protect the director's or CEO's time by blocking unsolicited sales requests.
How can I avoid being blocked when calling a company?
The key is to prepare your call with specific business information before dialing. When you mention concrete details like the decision-maker's name, a real company problem, or a mutual reference, the gatekeeper treats you as a relevant contact. Platforms like MapiLeads provide verified business data to personalize your approach.
What is the best time to call and avoid the gatekeeper?
According to Harvard Business Review studies, the best times to directly reach decision-makers are between 7:45-8:30 AM and 5:00-6:30 PM, when the gatekeeper is typically not at their desk. Tuesdays and Thursdays are the days with the highest direct connection rates.