Becoming a master of the telephone interview
Ken Pelczarski | TLT Career Coach March 2015
These tips and guidelines will help you advance in the interview process.
Treat the phone interview with the same level of importance you would give to an in-person interview.
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WHEN THINKING ABOUT THE IMPORTANCE of a phone interview compared to an in-person interview, how would you rate the two? If you rate them equally important, you would have a strong argument. In fact, writing a resume, networking, phone interviewing and face-to-face interviewing are all critical components in your job search on the path to a job offer.
A phone interview will likely be your first scheduled oral communication with a prospective employer. You will have opened the door to direct and serious discussions, and it is your chance to quickly vault yourself into being a leading candidate.
Most employers conduct phone interviews before investing time and money in an on-site visit, especially if bringing a candidate in from out of town. If you take preparation lightly, your phone interview could easily knock you out of the running or put you on the back burner.
Taking preparation seriously will help you achieve the main goal for a phone interview, which is to advance to an in-person interview or an additional phone interview. I have even seen instances when an employer has made a job offer based on phone interviews alone.
PREPARATION TIPS
Phone-interview processes vary greatly among employers. It is crucial to understand exactly what type of phone interview is taking place before you can begin effective preparation. Learn about the interview structure from your recruiter or directly from the company employee who is coordinating the interview.
1. Find out how much time to set aside. Phone interviews typically last 15-60 minutes but can be shorter or longer. Scheduled interview length will give you clues about depth of discussions to take place and how many questions you can expect to ask and be asked. Arrange an appointment time when you will not be rushed if the interview goes longer than expected.
2. Choose a location without distractions. You will need the same focus as in a face-to-face interview. Pick a quiet place and try to avoid having a phone interview while driving. Do not interview from your current job location.
3. Dress as you would for an in-person interview. This will help establish the desired interview mindset.
4. Learn names and titles of interview participants. One or two participants is typical, although three or four is common. You can better prepare questions and learn what the employer may cover in the interview by acquiring such information as (a.) if only human resources will be involved, (b.) if the hiring manager is participating or (c.) if technical management will be screening your technical abilities.
5. Find out the discussion agenda. It helps tremendously if you learn items to be covered in the phone interview in advance. You can then prepare to be screened for specific technical, sales or management skills, or prepare to discuss your style, career goals, interests and potential cultural fit in detail.
6. Obtain the job description. Study the job description carefully to have a basis for discussing primary job responsibilities and qualifications desired.
7. Research the company. You will know what you want to emphasize in the phone interview if you learn in advance about the company’s market position, growth plans, management style, promotion policies, work environment and culture.
8. Research interview participants. Learn backgrounds of each interviewer through sources such as the employer Website, LinkedIn and your personal network. You will likely discover new items for discussion, ideas for additional questions and things you have in common with participants.
9. Prepare questions. The phone interview is a two-way street and you will be aiming to obtain answers to questions that will help determine your further interest. Prepare at least one question for each participant if possible.
TELEPHONE INTERVIEWING GUIDELINES
1. Acknowledge and address each interview participant. Greet each interviewer individually with respect and enthusiasm.
2. Have your resume, the job description and company information handy. Have materials organized and ready for reference as a basis for discussion.
3. Confirm discussion agenda. Briefly review the planned agenda and what the employer is hoping to accomplish in the phone interview.
4. Focus on conversation, not note taking. Write down a few words during discussion but do not let note taking disrupt the conversation flow. Make detailed notes shortly after the interview for future reference.
5. Follow cues from the employer. The employer will likely have an agenda to get through within a limited time period, so stay on task with answering questions succinctly. Avoid going off on tangents.
6. Be concise when discussing qualifications and accomplishments. The employer will be screening specific knowledge and experience to determine if a follow-up interview is worthwhile. Address questions concisely and ask if the employer wants you to elaborate.
7. Do not bring up salary. Serious salary discussions should not take place until all interviewing is complete. If you have a big concern about compensation figures even being in the ballpark, it is best to ask if the employer has any salary concerns. You may at least establish that planned compensation is both reasonable and negotiable.
8. Ask important questions. You may be able to ask questions following your response to each question from the employer. If not, be sure to ask questions toward the end of the interview that are critical in your decision to continue pursuing the position.
9. Express continued interest. Stress your high level of interest in the company and the position based upon the phone interview. Convey primary reasons for your interest.
10. Obtain feedback. Ask if you have answered all questions to the employer’s satisfaction and if there are any concerns about your qualifications or fit in the company.
11. Verify the next step in the process. Find out if the next step will be an on-site company visit or another phone interview; also find out when you can expect to hear from them. Confirm the employer’s intention to invite you for another interview.
12. Make your closing statement. Request a face-to-face interview or another phone interview if it has not yet been offered. Emphasize that this position seems to be a good long-term career move for you. Stress that you can envision challenge and enjoyment in the role, as well as a high degree of success.
13. Request email addresses of each participant. Obtain email addresses of each interviewer in order to send a follow-up note within one or two days. Contact one of the participants or call the company if you are missing any email addresses.
Take a big step toward receiving a job offer by having a successful phone interview.
Ken Pelczarski is owner and founder of Pelichem Associates, a Chicago-based search firm established in 1985 and specializing in the lubricants industry. You can reach Ken at (630) 960-1940 or at pelichem@aol.com.