Purpose of a Phone Interview
Most phone interviews serve solely as screening mechanisms. Resume and cover letter got you noticed and past the first round of screening. The phone interview is often the next screening mechanism used by HR specialists, recruiters and hiring managers.
In rare cases, a phone interview may be more than just a screening interview. For instance, some companies use phone interviews if you live far away from their offices. You will likely know if your phone interview is more than a screening interview. Typically, you will be told of the nature of your phone interview and more in-depth phone interviews are preceded by an initial screening interview.
Types of Phone Interviews
There are four general types of phone interviews:
Cold Call
You call a hiring manager or a recruiter to inquire about and express interest in a job.
Call-Back
A hiring manager or recruiter calls you back to talk about an application you submitted.
Set Time Screening Call
You have scheduled a set time to talk by telephone with a hiring manager or recruiter.
Set Time Phone Interview
You have scheduled a set time, typically after passing the initial screening call, to talk by telephone with a hiring manager or recruiter.
Drawbacks of the Phone Interview
For whatever reason, most people do not prepare for phone interviews as aggressively as they do for an in-person interview. This is a mistake.
In some cases—specifically, the Call-Back Phone Interview—the recruiter may be tring to catch you unprepared and, the logic follows, get to your true thoughts, feelings and demeanor, as well as evaluate how well you think on your feet.
Benefits of the Phone Interview
The phone interview—especially the Cold Call or Set Time Phone Interview—is a great opportunity to stand out from the crowd. All it requires is proper planning. There are two big advantages to a phone interview.
First, the interviewer does not get to see you. This does not mean you should wear a bathrobe. Instead, to get into the proper mindset, dress professionally, as though it were an in-person interview. Your demeanor, facial expressions, calmness and confidence will be conveyed over the phone line, so do your best to present yourself in the best light and send positive signals. All that said, you should be less nervous, knowing that the interviewer cannot see you.
The second big advantage to a phone interview is that is allows you to get to plan for the interview, then have all of your resources close at hand. It is like an open-book exam.
Prepare Your Resources
At the beginning of your job search, it is best to operate on the assumption that you will have phone interviews. Plan ahead for them because you will need to be prepared at a moment’s notice in the event of a Call-Back Interview.
Organize Your Information
To keep organized, since you should be customizing your cover letters and resumes for each company and position you apply for, our experts recommend that you create a file for each company to which you submit an application. Keep each company’s file in the order that makes most sense to you, but keep each of your files in that same order. The file should contain printed copies of:
Personal information such as:
- The resume you submitted to that company
- The cover letter you submitted with your application
- A printout of your GILD.com Transcript
- The application you submitted to that company
- Your notes on how you can benefit the company
Company information such as:
- Well-organized research on the company
- Any information on the person with whom you’ll be speaking
- The job description
Interview preparation information such as:
- A list of anticipated interview questions AND answers
- A list of questions you want to ask the interviewer, including some company-specific questions to show a genuine and thoughtful interest in the company
- A statement that says:
- “I would expect a salary commensurate with the position” or
- “I don’t have the particulars of the position yet so I’d prefer to hold off on salary requirements”;
- A list of compelling examples of how you have contributed to and made a difference at previous employers
- A bulleted list of skills and achievements you want to mention and explain how they helped solve a specific problem to the benefit of your prior company, as well as thoughts on how those very same skills can help solve a specific problem to the benefit of your prospective employer.
Picking your Interview Location
Since this is going to be a phone interview, you have a great opportunity to further advantage yourself by carefully selecting where you will conduct the phone interview. A good location will make you more comfortable and, therefore, improve your performance.
Pick a static location from where you will conduct all of your interviews. In picking your interview location:
- Avoid calls from the office if at all possible. If you have to take a call from your office, shut your door. If you have a cubicle, try to schedule a telephone room or meeting room or borrow an office. Remember, your chances of being overheard are very good, so avoid taking a call in the office.
- Pick a location where there is a landline. You do not want the interviewers frustration with your mobile reception to be translated into frustration with you. If it is a Call-Back interview, and the interviewer calls you back on your mobile phone, explain that you are on your mobile phone and would like to call them back in a moment from a landline. If you are very confident in your mobile reception, you may proceed, but remember it is a risk.
- Pick a location where you can store all of your files.
- Pick a quiet location where you can go and not be interrupted. This means, if you plan to conduct the interview on a landline, turning off your mobile phone entirely (not just putting it on vibrate), and temporarily relocating any small children or pets.
- Pick a location most similar to an office setting—try to avoid doing your interviews from a couch, lounge chair or your bedroom.
- Pick a location where you have a calendar nearby with which to schedule your next interview after passing the screening interview with flying colors.
Setting up Your Interview Space
If you have scheduled an interview, take the time to set up your location:
- Tell other people who may want to use the phone that you will be using it for the next two hours, ensuring you will not be interrupted or distracted by people picking up the phone.
- Make sure the space is quiet by turning off the television and radio, and relocating small children and pets.
- Put a Do Not Disturb sign on your door so no one walks into your location during the interview to break your concentration.
- Visit the restroom before the call; you never know how long the interview will last.
- Make sure you have a notepad and several pens handy with which to take notes.
- If possible or applicable, disable call waiting. This is just another distraction you can easily get rid of.
- Make sure the appropriate company file, a glass of drinking water, calendar, notepad and pens are all in close proximity to the phone.
- If you live near a busy street, close your windows to try to make your location as quiet as possible.
Greetings
At the beginning of the call be sure to write down the interviewer’s name, title, phone number and email if you do not already have it. You will need to send them a thank you letter or email after the call so make sure you get this right. There is nothing an interviewer likes less then someone forgetting his or her name or misspelling it. Forgetting or misspelling an interviewer’s name reflects poorly on your listening skills and is off-putting to the interviewer.
Interview Basics
As with any interview, but even more so because you cannot see the person, you must be alert and focus on paying attention. Follow these simple tips and you increase your chances of success:
Repeat the interviewer’s name
All salesmen are taught to use the customer’s name liberally throughout conversation because research shows people like to hear their name. You are the salesman on this call. When the interviewer calls and introduces himself by saying “Hello, I am John Smith, HR Recruiter at XYZ.” Respond with “Mr. Smith, thank you for calling…”
Listen Well
Listen to what the interviewer is saying. Pay attention to the details of the conversation. For example, try to occasionally re-use phrases which the interviewer has used when phrasing your answers.
Let the Interviewer Know You are Listening
Listening is a valuable skill that employers value. One way to show an interviewer you are listening is to say, “So Mr. Smith, in other words, your ideal candidate needs to be MCSE certified?”
Take Notes
Your notes will help you when you prepare for the in-person interview.
Stand Tall
Stand up while you are talking, it will project more confidence and enthusiasm and the positive image you need to convey. Feel free to pace around, it increases blood flow and creates a subconscious sense of action during the call.
Close Strong
The phone interview is just a screening interview, so close strong. As the interview is coming to a close, say to your interviewer:
“Mr. Smith, I know your time is limited today. Thanks for talking with me. I would welcome the opportunity to discuss my qualifications as a network engineer in person. I am available to meet with you anytime this week. Would you be available at 10:00 am any of those days, or is there a more convenient time for you?”
Be Polite
Thank the interviewer for his or her time.
Defer the Salary Question
Often in an phone interview, IT recruiters will ask about your salary expectations. They are just trying to use the phone interview to determine if they can afford you. Whenever you are asked about salary expectations during an initial screening interview, you should respond:
“I would expect a salary commensurate with the position. Since I do not have the details of the position I would prefer to hold off on salary requirements.”
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